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

Tip

• 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.

Caution

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:

Field	Description	Required
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.

Note

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.

Note

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.

Note

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:

Field	Description	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.

Caution

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:

Field	Description	Required
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.