Manage user mail accounts
In the user accounts view, the mail user accounts are shown. These mail accounts are used by the application to periodically import mail to the application repository.
To manage a user mail account, from the Users view click on Email account icon.
Mail account hierarchy
- Mail account
- Filter
- Rules
- Filter
- The mail account sets the data connection to the mail server to retrieve mails.
- Filters are optional and set the application location - folder - where to store mails.
- Rules are optional and set a couple of rules that control which mails are valid to import.
When a filter is not set, by default the application will store mail in the /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:
| Field | Description | Required |
|---|---|---|
|
Mail protocol |
The protocol used to connect to the mail server. Available options:
|
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. In case of OAuth authentication, the format is:
Sample values:
In this case the mail password parameter would be: oauth:b5a5d2e3-94f6-4b1e-b5c5-8c6e1c4e7b5e:3c2a5b1c-d7f0-4c23-b123-92f27b5e27c3:q9W1rE3tY8zP5lS3dR7mX2fC0sH6gT1hZ5aQ9vB2nF1kL0mZ8s |
true |
|
Mail folder |
The IMAP folder. Only applicable when the mail protocol value is IMAP or IMAPS. In the case of POP3, you can leave it empty; otherwise it needs to be set to INBOX. |
false |
|
Mail mark seen |
Sets to mail server the seen status. Available options:
|
true |
|
Mail mark deleted |
Sets mail to be deleted. When checked, the mail will be marked for deletion on the mail server. |
true |
|
Active |
Sets whether the mail account is enabled or not. |
true |
|
Actions |
Available actions:
|
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 good practice, before clicking the Create button, to check the mail configuration. There's a button named Check that will check the mail configuration. If all is correct, the application will get an 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.
Browse emails on the mail server
- Click on the
Server list icon.
In this view, mail can be imported directly.
Manage mail account filters
In the mail account configuration, rules can be set to automatically store mails in different application folders.
For example, filters can help to automatically catalog mails based on a "subject" value or "from" value, among others.
Mail account filters are shown in a table structure.
|
Folder |
Grouping |
Active |
Mail account filter parameters:
| Field | Description | Required |
|---|---|---|
|
Folder |
Sets the destination folder. |
true. |
|
Grouping |
Enables automatic cataloging by year/month/day. To prevent having too many mails in the same folder, we recommend enabling mail grouping. The folders year/month/day are automatically created by the application. |
false. |
|
Active |
Sets whether the filter is enabled or not. |
true. |
|
Actions |
Available actions:
|
A filter must set a destination folder; it can also have additional rules.
A rule can only be set in a filter.
Mail accounts rules are shown in a table structure.
|
Field |
Operation |
Value |
Active |
Mail account rule parameters:
| Field | Description | Required |
|---|---|---|
| Field |
Sets the mail field that will be evaluated by the rule. Available options are:
|
true. |
| Operation |
Sets the operation that will be used for the evaluation process. Available options are:
|
true. |
| Value |
Sets the value that will be used for the evaluation process. |
true. |
| Active |
Sets whether the rule is enabled or not. |
true. |
Create a mail account filter
- Click on the
Show filters icon.
- On the top right, click on
- Fill in all the fields.
- Click on the Create button.
Edit a mail account filter
- Click on the
- On the top right, click on
- Modify the fields fields.
- Click on the Edit button.
Delete a mail account filter
- Click on the
- On the top right, click on
- Click on the Delete button.
Create a mail account rule
- Click on the
- Click on the
Show rules icon.
- On the top right, click on
- Fill in the fields.
- Click on the Create button.
Edit a mail account rule
- Click on the
- Click on the
- On the top right, click on
- Modify the fields.
- Click on the Edit button.
Delete a mail account rule
- Click on the
- Click on the
- On the top right, click on
- Click on the Delete button.
