From what you’ve described, the issue seems related to the way SmarterMail handles IMAP synchronization intervals rather than strict RFC 3501 compliance. While RFC 3501 outlines the IMAP protocol standards, some mail servers — including SmarterMail — implement synchronization in ways that may cause delays in recognizing new messages until the next polling cycle.

You can try:

• Checking the IMAP IDLE support setting in SmarterMail to ensure real-time push notifications are enabled.

• Reviewing the polling interval configuration in your CRM software to confirm how often it checks for new messages.

• Updating SmarterMail to the latest stable version, as newer releases often improve IMAP handling.

• Testing with smaller mailboxes, as very large folders sometimes delay updates.

If you continue facing limitations with email synchronization in your current system, it may be worthwhile to consider a CRM platform that offers smoother email integration out of the box. For instance, Meon’s customer management relationship software is designed to work seamlessly with different mail servers while keeping your communication and customer data synchronized in real time. This helps reduce technical headaches and ensures you stay connected with customers without waiting for delayed updates.

Best regards,