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 into the application repository.

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

Mail account hierarchy

• Mail account
  • Filter
    • Rules

Tip

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

Caution

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: - 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. In case of OAuth authentication, the format is: - oauth:tenant:clientId:clientSecret Sample values: - Tenant ID: b5a5d2e3-94f6-4b1e-b5c5-8c6e1c4e7b5e - Client ID: 3c2a5b1c-d7f0-4c23-b123-92f27b5e27c3 - Client Secret: q9W1rE3tY8zP5lS3dR7mX2fC0sH6gT1hZ5aQ9vB2nF1kL0mZ8s In this case the mail password parameter would be: bash<br>oauth:b5a5d2e3-94f6-4b1e-b5c5-8c6e1c4e7b5e:3c2a5b1c-d7f0-4c23-b123-92f27b5e27c3:q9W1rE3tY8zP5lS3dR7mX2fC0sH6gT1hZ5aQ9vB2nF1kL0mZ8s<br>	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 the seen status on the mail server. Available options: - Keep (keep as is). - Yes (mark as seen) - No (mark as not seen).	true
Mail mark deleted	Sets mail to be deleted. When checked, the mail will be marked for deletion from the mail server.	true
Active	Sets whether the mail account is enabled or not.	true
Actions	Available actions: - Edit a mail account. - Delete a mail account. - Set mail account configuration filters. - Browse emails on 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.

Browse emails on the mail server

• Click on the Server list icon.

Note

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.

Note

For example, filters can help 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 year/month/day folders are automatically created by the application.	false.
Active	Sets whether the filter is enabled or not.	true.
Actions	Available actions: - Edit a filter. - Delete a filter. - Show rules.

At minimum, a filter must set a destination folder; it can also have additional rules.

Caution

A rule can only be set in a filter.

Mail account 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	Sets the operation that will be done for the evaluation process. Available options are: - Contains - Equal	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 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.
• 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.