Email account is the set of options that is responsible for the configuration of the email processing. It can be a pre-configured account on SMTP server (for sending emails), POP3 server (for receiving emails) and IMAP server (for receiving emails).
Creating an email account
To create an email account, please complete the following steps:
- Navigate to the System Mailboxes → Email Accounts.
- Click New and fill in the fields.
- Click Save or Save and Exit to apply changes.
Email accounts form fields
| Field | Mandatory | Description |
|---|---|---|
| Name | Y | Displayed account name. |
| Type | Y | Account type, based on the protocol. Available choice options:
|
| Server | Y | The hostname of the server used for the mail processing. |
| User Name | Y | Server user login. |
| Password | Y | Server user password. |
| Email User Label | N | Descriptive user label. |
| Active | N | Select this checkbox to activate the account. |
| Enable Debug | N | Select this checkbox to have more extended logs. This will help to indicate issues while configuring email settings. |
| From | Y | Sender address to be displayed in the From field of the message. This field appears when the SMTP option is selected in the Type field. |
| Port | Y | Specify the port that the server will be running on. |
| Enable SSL | N | Select this checkbox to enable SSL encryption. |
| Enable TLS | N | Select this checkbox to enable TLS encryption. |
| Disable Certificate Validation | N | Select this checkbox to allow connecting to the email server without a checking the certificate. The checkbox is unselected by default. |
Test Connection
When you finish configuring the email account.
To test the connection, please follow these steps:
- Select the Enable Debug checkbox and click Save.
- Scroll down to the Related Links area (above the Related Lists area).
- Click the Test Connection link.
In the Log (sys_log) table you can track the operation processing:
- Navigate to System Logs → Main Log.
- Apply one of the following filters (depending on the type of email account you need):
- Source is SMTP Auth
- Source is IMAP Auth
- Source is POP3 Auth.
- Open a record if needed.
Main log field description
Field | Mandatory | Description |
|---|---|---|
| Source | Y | The source from where the message was produced (IMAP Authorization, SMTP Authorization, Incoming mail, and others). |
| Level | Y | Message category:
|
| Message | N | The message containing information about the |
| Username | N | The name of a user who created the log or the system if it was created automatically. |
| Created by | Y | Information about who has created the record. Note: the 100000000000000000 value in this field indicated refers to the system user. |
| Created at | Y | This field stores information about the record creating date and time. |
In our example, we set up an IMAP email account. In the screenshot below:
- IMAP authorization session has been set up.
- After the successful authorization, the list of email IDs was called from the server.
- The call was processed, and the list was received.
If connection fails, a warning message appears:
In this case, check logs to find the error cause. To perform this, navigate to System Logs → Main Log and make a log selection based on the criteria below:
- Source = Email Logger
AND
- Level = Error
Use Condition Builder to build an appropriate filter. An example of the error record is given below:
Default email accounts
If you have configured email accounts in your system, but they are not used for email processing, you will not be able to send or receive emails. To prevent these collisions, set your email accounts as default ones, so they will be inserted automatically into every letter, incoming or outgoing.
To do this, complete the steps below:
- Navigate to the System Properties → System Properties.
- Find the system properties listed in the table below using the search box.
- Specify the email account ID in the Value field.
To know the email account ID, complete the steps below:
- Navigate to the System Mailboxes → Email Accounts.
- Open the record you need.
- Find the email account ID in the address bar (it is a long number sequence), and copy it to the clipboard. See the screenshot below:
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