How many times did you chase a client this quarter?
Connect your Microsoft 365 mailbox. The Inbox Follow-up Audit counts the follow-ups you actually sent over the last 90 days, how long people take to answer you, and what that chasing costs in a year. Free, no account.
Work or school Microsoft 365 accounts. You sign in on Microsoft’s page; DokuTrak never sees your password. The report takes a few seconds to a minute, depending on the size of your mailbox.
Microsoft’s screen lists “Maintain access to data you have given it access to” for every app; the audit asks for no lasting access and keeps none. If you are an administrator, leave “Consent on behalf of your organization” unchecked: the audit only needs your own mailbox.
What you get, right after you connect
- The follow-ups you sent in 90 days, one mark each, and the conversations that took three or more.
- The hours and dollars a year that pace adds up to, under two assumptions you change: minutes per follow-up and your rate.
- The median time people outside your firm take to reply, and the five who keep you waiting longest — shown to you only.
- A square card to post, with your totals and no names, no addresses and no dollar figure.
- If you tick the option: the emails you write again and again, as templates you can copy — the ones asking for a document marked as ones DokuTrak can send for you.
What the audit reads, and what it keeps
It reads headers, not emails
Sender, recipients, date and conversation of the messages in your Sent Items and Inbox over the last 90 days. The Microsoft permission is "Read user basic mail" (Mail.ReadBasic): no body, no attachment, and the audit does not ask for the subject. The report is built from those headers alone, whatever else you tick.
It keeps three things
Your email address, the totals of your report and the date — and the templates, if you ticked the option. No email, no header, and no name or address of anyone you write to. The five slowest counterparts reach your screen encrypted and are not stored.
Templates are an option, and they are yours to tick
Unticked, the audit asks Microsoft for message headers and nothing else. Ticked, it asks to read your sent emails as well, once, so the messages you write again and again come back as templates. Every name, address, phone number and amount is taken out of a template before you see it, and your emails are not kept.
It does not keep access to your mailbox
No offline access is requested. The access Microsoft grants at sign-in is used for your report during that one request, then thrown away. Microsoft’s consent screen may still show a line about maintaining access; DokuTrak does not use it, and you can remove the app from your Microsoft account at any time.
It counts only what goes outside your firm
A follow-up is an email you sent right after one of your own in the same conversation, with no reply in between. Threads with colleagues on your domain and notes to yourself are left out, so the number is about clients and other outside parties.
On Gmail?
The audit works with Microsoft 365 today. Leave your address and we will write once, when it works with Gmail. Until then, the follow-up cost calculator estimates the same year from your own numbers.
Frequently asked questions
What does the Inbox Follow-up Audit read in my mailbox?
Message headers from your Sent Items and Inbox for the last 90 days: who sent each message, who received it, when, and which conversation it belongs to. It asks Microsoft for the "Read user basic mail" permission (Mail.ReadBasic), which does not include message bodies or attachments, and it does not request the subject either. That is the whole of it unless you tick the recurring-templates option, which asks for "Read user mail" (Mail.Read) instead so your sent emails can be turned into templates — see below.
What are the recurring-email templates, and what do they cost me?
An option, unticked by default. Ticked, the sign-in asks Microsoft for one more permission — reading your sent emails, not just their headers — and the messages you write again and again come back as templates you can copy. The ones that ask somebody for a document are marked, because DokuTrak can send those for you. Your emails are read once, during that request, and are not kept; only the templates are. Leave the box unticked and the audit asks for exactly what it always asked for.
Do the templates contain my clients’ names or my figures?
No. Every name, email address, phone number, amount and long number is taken out of a template before you see it, and a template that cannot be cleaned is dropped rather than shown. What is left in its place reads as [name], [email] or [amount]. The templates are suggested by AI, so read one before you send it.
What does DokuTrak keep after the audit?
Your email address, the totals of the report (follow-ups, conversations measured, conversations with three or more follow-ups, median reply time) and the date — plus the generated templates, if you asked for them. No email, no header, and no name or address of the people you write to. The five slowest counterparts are shown to you and not stored.
Will you email me after the audit?
Four emails over nine days, and then nothing: your figures in writing, three follow-up templates to copy (your own recurring ones if you ticked the option), the threads that needed three follow-ups or more, and an offer to send your first document request. They are written from the totals above and name nobody you write to. Every one carries a link that stops the rest in one click, and they come from us directly — you are not on a prospecting list.
Does DokuTrak keep access to my mailbox?
No. The audit does not request offline access, so Microsoft issues no refresh token for it. The access granted at sign-in is used to build your report during that one request, then thrown away. Microsoft's consent screen may still list "Maintain access to data you have given it access to"; DokuTrak does not use it. You can remove the app at any time from the apps listed in your Microsoft account.
Should I tick "Consent on behalf of your organization" on Microsoft's screen?
No need. Microsoft shows that box to administrators only. Ticked, it approves the app for every user in your organization without asking them; unticked, it approves it for you alone, which is all the audit needs to read your own mailbox. Either way the permission stays the same: message headers, no bodies or attachments.
What counts as a follow-up?
An email you sent in a conversation where the message just before it was also yours: you wrote, nobody answered, you wrote again. A reply from the other side resets the count. Conversations with only colleagues on your own domain, and notes to yourself, are left out.
Why does Microsoft say I need admin approval?
Some Microsoft 365 organizations let only an administrator grant consent to new apps. The page then explains what to send your IT administrator. Until then, the follow-up cost calculator gives you an estimate from your own numbers.
Does it work with Gmail?
Not yet. The audit works with work and school Microsoft 365 accounts today. Leave your address on this page and we will write once when Gmail works.
Or stop writing follow-ups
DokuTrak sends the document request as one no-login upload link, tracks which files are still missing, and runs the reminders for you until the packet is complete.
14-day free trial, no card. Add one only to keep going.