Why are some emails missing from my Lightfield CRM?

Last updated: April 7, 2026

If you notice that certain emails are not appearing in your Lightfield CRM, there are two main reasons why this might be happening. Understanding these features will help you troubleshoot missing email correspondence and ensure you have complete visibility of your email threads.

Selective Mail and Calendar Setting

Lightfield has a 'Selective' mail and calendar setting that only logs emails you respond to. This setting is designed to protect your CRM from getting filled with spam and marketing emails that don't require action.

How Selective mode works:

  • Only emails that you reply to will be logged in Lightfield

  • Inbound emails that you haven't responded to yet will not appear in your CRM

  • This helps keep your CRM clean and focused on active conversations

If you need to log an email you haven't responded to:

  • Reply to the email first, and it will then be logged in Lightfield

  • Alternatively, change your mail settings from Selective to capture all emails

Auto-Responder Filtering

Lightfield automatically filters out auto-responder emails to avoid cluttering your CRM with non-valuable automated messages. This filtering system examines email headers to identify automatic responses.

Types of emails that are filtered out:

  • Out-of-office auto-replies

  • Personal auto-responders

  • Subscription emails

  • Marketing automation messages

  • Any email with headers indicating automatic generation (such as "Auto-Submitted: auto-replied" or "Precedence: bulk")

Important to note:

  • Manual responses from the same contacts will still sync normally to Lightfield

  • Only automated messages are filtered out, not genuine human responses

  • This filtering is by design to maintain CRM data quality

Troubleshooting Missing Emails

If you're missing emails in your CRM, check the following:

  1. Verify your mail settings: Check if you have Selective mode enabled and whether this explains the missing correspondence

  2. Check if the missing email is an auto-responder: Look at the email headers or content to determine if it's an automated message

  3. Confirm the email thread: Manual follow-up emails from contacts should appear even if their initial auto-responders were filtered

Understanding these features will help you maintain a clean, organized CRM while ensuring you don't miss important manual correspondence from your contacts.