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Version: 1.21.3

Email Accounts

An email account is the set of options that are responsible for configuring email handling. It can be a preconfigured account with three delivery protocols for using email clients: POP3, IMAP, and SMTP.

POP3 is a standard email connection protocol that helps the email to download emails to the local computer. By default, POP3 uses port 110 or port 995 for a secure connection.

IMAP is another application layer protocol for email communication. Unlike POP3, it stores emails on an email server and downloads them each time a user views them. This protocol requires an active internet connection. IMAP uses ports 143 and 993 (SSL/TLS) by default.

SMTP is a simple protocol that is used to send emails. It establishes a connection with the recipient's server and sends the email, otherwise the server returns a message with an error report to the sender. The SMTP protocol uses port 25 by default, or 465 if the connection is secure. The port can be changed, as some internet providers block it. In this case, you can use the alternate port 587 or ask your network administrator for help.

note

Do not use the POP3 protocol for high-volume mailboxes. Use the IMAP protocol instead.

Use the simple.email.smtp.active property to enable or disable email sending from the account.

To set it up, complete the following steps:

  1. Navigate to System Properties → All Properties.
  2. Find the simple.email.smtp.active property and open it.
  3. In the Value field, enter true to enable email sending, or false to disable it.
  4. Click Save or Save and exit to apply the changes.
tip

Role required: admin.

The email account configuration includes the following steps:

  1. Create an email account.
  2. (optional) Test the connection.
  3. Configure the default settings.

Create an account​

tip

It is recommended to configure email accounts within the Simple application because it has the email properties. Setting up email is easier if necessary properties and email accounts are in the same application.

To create an email account, complete the following steps:

  1. Navigate to System Mailboxes → Email Accounts.
  2. Click New and fill in the fields.
  3. Click Save or Save and exit to apply the changes.

Email Account form fields

FieldMandatoryDescription
NameYSpecify an account name.
TypeYDefine the account type based on a specific protocol. Available options:
  • SMTP
  • IMAP
  • POP3
FromYSpecify the sender's address to be displayed in the From field of the message. This field appears when the SMTP option is selected in the Type field.
ServerYSpecify the hostname of the server used to process emails.
LoginYSpecify the login of the server user.
PasswordYSpecify the password of the server user.
Email user labelNSpecify a descriptive user label.
ActiveNSelect this checkbox to activate the account.
Enable debugNSelect this checkbox to identify the issues in the record logs when configuring email settings.
PortYSpecify the port that the server runs on.
Enable SSLNSelect this checkbox to enable SSL encryption.
Enable TSLNSelect this checkbox to enable TLS encryption.
Disable certificate validationNSelect this checkbox to connect to the email server without checking the certificate.
Disabling the validation is helpful when a self-signed certificate is used.
Disabling validation will only work if at least one of the Enable SSL or Enable TLS checkboxes is selected. The behavior will be fixed in one of the future releases.

The simple.email.test.user property allows you to specify a test email address for debugging email. Once configured, all emails sent from the instance are forwarded to this address.

To set it up, complete the following steps:

  1. Navigate to System Properties → All Properties.
  2. Find the simple.email.test.user property record and open it.
  3. In the Value field, enter the email address you need.
  4. Click Save or Save and exit to apply the changes.

Test a connection​

After you have finished configuring the email account, test the connection. To do so, complete the following steps:

  1. Select the Enable debug checkbox and click Save.
  2. Click the Test connection link at the bottom of the form.
  3. If the connection is established, make the created account the default one.
note

In Main Log (sys_log), track the operation processing:

  1. Navigate to System Logs → Main Log.
  2. Apply this filter: Source is Email Logger.
  3. Open a record if necessary.

If the connection fails, a warning message appears:

In this case, check logs to find the error cause. To do so, navigate to System Logs → Main Log and make a log selection based on the criteria below:

  • Source = Email Logger
    AND
  • Level = Error

Use the condition builder to build an appropriate filter. An example of the error record is given below:

Supported security protocols​

The system supports the following protocols: SSL up to 3.0 and TLS up to 1.2.

note

The STARTTLS protocol is not supported.

Configure default settings​

To start using the created email account, set your email account as the default one with the default.email.account.send property. The system inserts it automatically into every incoming and outgoing email.

To do so, complete the following steps:

  1. Navigate to System Mailboxes → Email Accounts.
  2. Open the record you need.
  3. In the address bar, find the email account ID and copy it to the clipboard.
  4. Navigate to System Properties → All Properties.
  5. Find the default.email.account.send property record and open it.
  6. In the Value field, paste the email account ID from the clipboard.
  7. Click Save or Save and exit to apply the changes.