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  3. Administration guide
  4. Manage users and roles
  5. Manage users
  6. Manage user mail accounts
  1.  

Manage user mail accounts

In the user acounts view, are shown the mail user accounts. These mail accounts are used by application to periodically import mail to application repository.

To manage user mail account, from Users view click on Email account icon.

Mail account hicheracy

  • Mail account
    • Filter
      • Rules

  • The mail account sets the data connection to the mail server to retrieve mails.
  • Filters are optional and sets the appliation location - folder - where to store mails.
  • Rules are optional and sets a couple of rules  that controls what are the valid mails to import.

When a filter is not set, by default the application will store mail into /okm:mail/userid folder.

When rules are not set, by default any incoming mail is accepted.

Mail accounts are shown in a table structure.

Mail protocol

Mail host

Mail user

Mail folder

Active

Mail account parameters:

FieldDescriptionRequired

Mail protocol

The protocol used to connect to the mail server.

Available options:

  • IMAP
  • IMAPS
  • POP3
  • POP3S

true

Mail host

The mail server host.

true

Mail user

The user name to access the mail account.

true

Mail password

The password to access the mail account.

true

Mail folder

The IMAP folder.

Only applicable when mail protocol value is IMAP or IMAPS. In case of POP3 you can leave empty otherwise need to be set to INBOX.

false

Mail mark seen

Sets to mail server the seen status.

Available options:

  • Keep ( keep as is ).
  • Yes ( mark as seen )
  • No ( mark as not seen ).

true

Mail mark deleted

Set mail to be deleted.

When checked the mail will be marked to be deleted from the mail server.

true

Active

Sets mail account enabled or not.

true

Actions

Available actions:

  •  Edits a mail account.
  •  Deletes a mail account.
  •  Sets mail account configuration filters.
  •  Browsers emails in the mail server.
  

Create a new mail account

  • At the  top right click on the Create new account icon.
  • Fill in all the fields.
  • Click on the Create button.

It is a good practice before clicking on Create button, to check the mail configuration. There's a button named Check that will check the mail configuration. If all is right application will get OK status.

Edit a mail account

  • Click on the Edit mail account icon.
  • Modify the fields.
  • Click on the Edit button.

Delete a mail account

  • Click on the Delete mail account icon.
  • Click on the Delete button.

Browser emails in the mail server

  • Click on the  Server list icon.

In this view mail can be directly imported.

Manage mail account filters

In the mail account configuration, rules can be set to automatically store mails on different application folders.

For example, filters can help to automatically catalog mails, based on a  "subject" value or "from" value among others.

Mail accounts filter are shown in a table structure.

Folder

Grouping

Active

Mail account filter parameters:

FieldDescription Required

Folder

Sets the destination folder.

true.

Grouping

Sets automatic catalog by year/month/day enabled.

To prevent having too many mails in the same folder, we recommend enabling mail grouping.

The folders year/month/years are automatically created by application.

false.

Active

Sets filter enabled or not.

 true.

Actions

Available actions:

  • Edit a filter.
  •  Delete a filter.
  • Show rules.
  

At least a filter sets a destination folder it also can have additional rules.

A rule can only be set into a filter. 

Mail accounts rules are shown in a table structure.

Field

Operation

Value

Active

Mail account rule parameters:

FieldDescriptionRequired
Field

Sets the mail field that will be evaluated by the rule.

Available options are:

  • From
  • To
  • Subject
  • Content

true.
Operation

Set the operation that will be done for the evalution process.

Available options are:

  • Contains
  • Equal

true.
Value

Sets the value that will be used for evaluation process.

true.
Active

Sets rule enabled or not.

true.

Create a mail account filter

  • Click on the Show filters icon.
  • On top right click on New filter icon.
  • Fill in all the fields.
  • Click on the Create button.

Edit a mail account filter

  • Click on the Show filters icon.
  • On top right click on Edit filter icon.
  • Modify the fields fields.
  • Click on the Edit button.

Delete a mail account filter

  • Click on the Show filters icon.
  • On top right click on Delete filter icon.
  • Click on the Delete button.

Create a mail account rule

  • Click on the Show filters icon.
  • Click on the Show rules icon.
  • On top right click on New rule icon.
  • Fill in the fields.
  • Click on the Create button.

Edit a mail account rule

  • Click on the Show filters icon.
  • Click on the Show rules icon.
  • On top right click on  Edit rule icon.
  • Modify the fields.
  • Click on the Edit button.

Delete a mail account rule

  • Click on the Show filters icon.
  • Click on the Show rules icon.
  • On top right click on  Delete rule icon.
  • Click on the Delete button.