Incoming and Outgoing Emails

In SimpleOne, email processing (sending and receiving) can be performed via the Email (sys_email) table. This table stores information about all received and sent messages in the system. Incoming email check is performed once a minute automatically. Outgoing emails are created by the system when conditions defined in a notification rule are met.

To read your inbox, please navigate to System Mailboxes → Incoming Emails. In this section, you can find all your incoming emails on the list view.
To check sent messages, navigate to System Mailboxes → Outgoing Emails. Here, you can find all outgoing emails on the list view.

Use the Condition Builder tool and filtering to make a specific selection or to find a message you need. You can also configure a personal list layout to see the information you need.

Every email is represented as a table record.

Incoming emails contain attachments in the .eml format which is a copy of the original letter. If the original letter contains files, they will also be attached to the record.

Emails form fields

Field

Mandatory

Description

Subject

Y

Email subject. Should be entered in plain text as described in RFC 822.

From

Y

The sender address.

To

Y

The recipient address.

Body (Plain Text)

Y

The message content in plain text (service information, such as HTML tags, CSS styles and options, any others are discarded automatically).

Body (HTML)

N

The message content in HTML based on the rich text format. The following features are available:

Headings
Text effects
Text aligning
Text and background coloring
Font sizes
Media uploading
Numbered and bulleted lists
Tables and blocks
Hyperlinks.

Status

Y

The message statuses.

State	Description
Attaching	The attachments are being downloaded. After it is done, the state changes to Ready.
Ready	The message is ready for further processing.
In Process	The message is in delivery process now.
Processed	The message was handled correctly (sent or received, depending on the Direction field value).
Failed	Message delivery was unsuccessful for some reasons. See the Troubleshooting section of this article to learn how to handle an issue.
Ignored	The message is inactive and will be ignored. The Ignored state is set in two cases: Incoming messages: when the sender email is not found in the system (unknown sender). Outgoing messages: when email sender and email recipient are the same. Saying more precisely, when email address in the sender profile is equal to the email address in the To field. To allow sending messages in this case, set the Send Self attribute in the notification rule. For more information, please refer to the Notifications article.

Type

Y

The type of new message. Depending on the type, the Inbound Email Actions are executed. Available options:

Type	Description
New	Newly created or received message.
Forward	Message re-sent from another email address. This type is defined by specific words in the message subject. The list of words is defined by the simple.email.forward_subject_prefix property. For example: fwd:
Reply	A reply to one of the previous messages. This type is defined by specific words in the subject. The list of words is defined by the simple.email.reply_subject_prefix property. For example: re:
Delivery	Message about successful message delivery: the receiver got the email. This information is taken from the Content Type field.
Calendar	Message containing an event. This information is taken from the Content Type field.

Content Type

N

This header is used to specify the MIME type of data in the letter. For example: text/html; image/png. This letter contains HTML text and a PNG image.

Created on Server at

N

This field displays the date and time when the message was received. This field is populated automatically.

Direction

Y

Email direction. Available options:

Incoming
Outgoing

Email Account

N

The email account used for sending or receiving emails. Configuring email accounts is described in the Email Accounts article.

Target Document

N

A document to attach to this message. The document must be referenced with the appropriate table first.

Created by

Y

This field is populated automatically with the reference to the sender account.

The value 'system' in this field means that a letter was created as the result of a system event processing.

For more information, please refer to the Notifications article.

Troubleshooting

In the Related Lists area, there is a tab storing logs related to the current message. This list references the Log (sys_log) table storing all logs produced by the system.

If a message is in the Failed or Ignored statuses, perform the following steps:

Open the message you need and scroll down to the Related Lists area.
Click on the Troubleshooting tab.
Open the record.

In the Message field, you can find the reason of the error.

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: Debug – debug message Info – information message Warning – warning message Error – error message.
Message	N	The log message content.
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. The 100000000000000000 value in this field refers to the system user.
Created at	Y	This field stores information about the record creating date and time.

Page tree

Incoming and Outgoing Emails

Troubleshooting