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Loan File Email Inbox
Sync all inbound email related to a loan by all related parties.
Overview
The Loan File Email Inbox gives every loan file a unique, dedicated email address. Any party to the loan — borrowers, co-borrowers, brokers, agents, title companies, insurance providers, appraisers, or internal staff — can send or forward emails (with attachments) to that address. The system captures every email and its attachments, making them available directly on the loan file.
This eliminates the need to manually download attachments from personal email and re-upload them into the system. Attachments can be filed into Required Docs or Other document types with one click.
Enabling the Feature
The Inbox E-mail Syncing feature is disabled by default and must be turned on by a Manager with admin rights.
How to Enable
- Navigate to Settings → Company Profile
- On the Company Info tab, expand the Company Settings card
- Locate the Enable Inbox E-mail Syncing toggle (second item in the list, right after "E-mail handling")
- Turn the toggle ON
- Click Save at the bottom of the page
- Ensure each user has the permission enabled as well.
Tooltip reminder: "This feature creates a unique email address for every loan, so any party to a loan file can send emails with attachments and the system will display all the emails with attachments. Attachments can be filed in the Required Docs for the loan file on demand in the doc tab of loan file."
When the Feature is Disabled
- The Inbox tab still appears on loan files, but displays a message: "E-mail syncing feature is disabled. To enable, a Manager with admin rights will need to enable in the platform settings → Company profile → Company settings section."
- An Email Syncing feature overview section is shown below the message, summarizing the feature and its benefits.
- The Docs tab does not display the "Parsed Attachments from Inbound Emails" section.
- The unfiled-attachment badge on the Docs tab label is hidden.
How It Works
1. Every Loan File Gets a Unique Email Address
When a loan file is created, the system automatically generates a unique email address in the format:
loan+{token}@mail.lendingwise.com
where {token} is a random 10-character code unique to that loan file.
2. Finding the Email Address
The loan file's email address is visible in two places:
- Inbox tab — Displayed in a blue info banner at the top: "Forward or send emails to this address to attach them to the loan file."
- Loan file header — Shown next to the borrower name with a copy icon.
Click the copy icon next to the address to copy it to your clipboard.
3. Sending Emails to the Loan File
Any person can send or forward an email to the loan file's address. The system will:
- Capture the email (sender, recipients, subject, body)
- Extract all attachments
- Display the email in the Inbox tab
- List attachments as "Unfiled" in the Docs tab under "Parsed Attachments from Inbound Emails"
Supported attachment types: PDF, JPG, JPEG, PNG, TIFF, TIF, DOC, DOCX, XLS, XLSX, CSV, PPT, PPTX, TXT, ZIP
Maximum attachment size: 25 MB per file
Blocked file types: EXE, BAT, SCR, CMD, COM, PIF, VBS, JS, WSF, MSI (for security)
The Inbox Tab
The Inbox tab on the loan file displays all inbound emails in a searchable, sortable table.
Table Columns
| Column | Description |
|---|---|
| Checkbox | Select emails for bulk delete (only visible if user has delete permission) |
| From | Sender's name and email address |
| To | Recipient name(s) and email address(es) |
| CC | CC'd recipient(s), if any |
| Subject | Email subject line (click to expand and view the full email) |
| Received | Date and time the email was received, displayed in the user's timezone preference (format: MM-DD-YYYY HH:MM AM/PM TZ) |
| Attachments | Count of attachments on that email |
| Actions | View button (eye icon) to expand the email; Delete button (trash icon) if the user has delete permission |
Viewing an Email
Click the Subject text or the eye icon in the Actions column to expand the email inline. The expanded view shows:
- Full headers (From, To, CC, Subject, Received)
- Email body (HTML emails render in a secure sandboxed frame; plain-text emails display as-is)
- Attachment list with clickable download links and filed/unfiled status badges
Received Date & Timezone
The received date respects each user's timezone preference set in their employee profile (Accounts → Employee Profile → Time Zone dropdown). If no timezone is set, the system defaults to EST.
Available timezones: HST, AKST, PST, MST, CST, EST.
The Docs Tab — Parsed Attachments from Inbound Emails
When the feature is enabled, a new section appears on the Docs tab between the Required Docs checklist and the Uploaded Files table:
"Parsed Attachments from Inbound Emails"
This section shows all unfiled attachments from inbound emails with a badge count.
Table Columns
| Column | Description |
|---|---|
| Checkbox | Select attachments for bulk filing |
| Actions | "File As..." button + download icon (side by side) |
| File Name | Clickable link to view/download the attachment |
| Sender | Who sent the email containing this attachment |
| Email Subject | Subject of the parent email |
| Received | When the email was received |
| Size | File size |
| Status | "Unfiled" (orange) or "Filed" (green) |
Downloading an Attachment
Click the file name link or the download icon in the Actions column. The file opens in a new browser tab via a secure, time-limited download link.
Filing an Attachment as a Document
Filing an attachment promotes it from the email inbox into the loan file's official document management system — it becomes a regular uploaded document visible in the "Uploaded Files, Documents" table.
How to File
- In the Docs tab → Parsed Attachments from Inbound Emails section, click the "File As..." button next to the attachment
- The File Email Attachment As a Document modal opens
Modal Fields
| Field | Description |
|---|---|
| File Name | Editable display name for the document (defaults to the original filename) |
| Document Group | Choose Required Docs or Other / Miscellaneous Docs |
| Document Type | Searchable dropdown that appears based on the group selected. Type to search — supports fuzzy matching (e.g., typing "bnkst" matches "Bank Statements") |
| Expiry Date | Optional expiration date for the document |
Searching for a Document Type
Both the Required Docs and Other document type dropdowns include a text search bar:
- Start typing any part of the document type name
- The list filters in real-time using fuzzy matching — characters you type must appear in order in the document name, but don't need to be consecutive
- Click the matching item to select it
- A blue tag shows your selection with an × button to clear and search again
After Filing
- The attachment status changes from Unfiled to Filed
- The document appears in the Uploaded Files, Documents table with the correct group, type, and expiry date
- The unfiled attachment count badge on the Docs tab label decreases
- The attachment is uploaded to the document server and can be viewed through the standard document viewer
Deleting Emails
Email deletion is controlled by a per-user permission.
Enabling Delete Permission
- Navigate to Accounts → Employees and edit the employee's profile
- Locate the Allowed to delete emails toggle (in the permissions section, near "Allowed to see all emails")
- Turn it ON and save
Deleting Emails
Users with delete permission will see:
- A checkbox column on each email row in the Inbox tab
- A trash icon in the Actions column of each row (click to delete a single email)
- A "Delete Selected" button in the card toolbar (appears when one or more emails are checked)
Deletion is a soft delete — the email and its attachments are marked as deleted and no longer appear in the UI. This cannot be undone from the UI.
Note: Users without the delete permission will not see checkboxes, trash icons, or the Delete Selected button.
Settings Summary
| Setting | Location | Who Can Change | Default |
|---|---|---|---|
| Enable Inbox E-mail Syncing | Company Profile → Company Info → Company Settings | Manager with admin rights | OFF |
| Allowed to delete emails | Accounts → Employees → Edit Employee | Manager / Super | OFF |
| User Timezone | Accounts → Employee Profile → Time Zone | The employee themselves or a Manager | Inherits from Company timezone, then falls back to EST |
Frequently Asked Questions
Q: Can borrowers or clients see the Inbox tab?
A: No. The Inbox tab and the Parsed Attachments section are hidden for Client/borrower portal users.
Q: What happens if someone sends an email to the loan address before the feature is enabled?
A: Emails are still received and stored by the system. Once the feature is enabled, they will appear in the Inbox tab.
Q: Can I file the same attachment into multiple document types?
A: No. Each attachment can be filed once. To associate it with a different type, the document would need to be managed through the standard document management tools after filing.
Q: Is there a limit to how many emails a loan file can receive?
A: There is no hard limit. The system processes emails continuously and stores them with the loan file.
Q: What happens to the email address if a loan file is closed or archived?
A: The email address remains assigned. Emails sent to it will continue to be captured.
Q: Do filed attachments count against storage?
A: Filed attachments are uploaded to the document server (EFS), the same storage used by all other uploaded documents. They follow the same storage and retention policies.
Q: How quickly do emails appear after being sent?
A: Emails are typically processed within 1–2 minutes of being received.