Email Configuration Documentation

Introduction

Email Configuration is used to manage email server settings throughout the system for handling incoming and outgoing email communications. This module allows administrators to configure various email protocols including SMTP, POP3, IMAP, EWS, and OAuth-based authentication methods. The system supports both traditional password authentication and modern OAuth protocols for secure email integration, helping standardize email operations systematically across the platform.

Accessing Email Configuration

1. Navigate to the Settings section by clicking the settings icon in the header bar on the left side
2. Under the Common Master section, click on Email Configuration

Email Configuration page navigation through settings menu showing various test options and configuration grid

Managing Existing Email Configurations

The Email Configuration page displays all email configurations in a table with:

• Email Type (SMTP_Oauth, POP3, EWS, etc.)
• Email ID
• From address
• Host/URL and Username
• Port number
• SSL status (Yes/No)
• Expiry Date
• Type (Incoming/Outgoing)
• Status (Active/Inactive)
• Action buttons (Activate/Deactivate)
• Delete option

You can:

• Test configurationsusing the action buttons in the header:
  • Call GoogleURL: Configure Google OAuth settings
  • Incoming mail: Test incoming email settings
  • Outgoing Mail: Test outgoing email settings
  • Send Test Mail: Send test emails to verify configuration
• Activate/Deactivate email configurations
• Delete email configurations that are no longer needed

Email configuration grid showing existing configurations with status indicators and management options

Incoming Email Configuration

Accessing Incoming Email Test

Click the Incoming mail button in the header to open the incoming email configuration dialog.

Mail Type Selection

Select the incoming mail type from the dropdown:

• POP3: Standard POP3 protocol
• SMTP_Oauth: SMTP with OAuth authentication
• EWS_Oauth: Exchange Web Services with OAuth
• EWS: Exchange Web Services with basic authentication
• POP3(MAILKIT): POP3 using MailKit library
• IMAP(MAILKIT): IMAP using MailKit library
• SMTP_Gmail: Gmail SMTP configuration

Configuration Fields

Basic Authentication Fields (for POP3, EWS, MAILKIT protocols):

• Url/Host: Enter the email server hostname or URL
• Port: Enter the port number for the email server
• User/Email: Enter the email address or username
• Password: Enter the account password
• Expiry Date: Set password expiration date (optional)

OAuth Authentication Fields (for OAuth-based protocols):

• Tenant ID: Enter the Azure Active Directory tenant ID
• User/Email: Enter the email address
• Client Id: Enter the OAuth application client ID
• Client Secret Key: Enter the OAuth application secret key

Exchange Web Services Fields (for EWS protocols):

• Exchange Service: Select the Exchange version:
  • Exchange2007_SP1
  • Exchange2010
  • Exchange2010_SP1
  • Exchange2010_SP2
  • Exchange2013
  • Exchange2013_SP1

SSL Configuration:

• SSL: Select Yes or No to enable/disable SSL encryption

Incoming email configuration dialog showing different protocol options and authentication fields

Testing Incoming Configuration

1. Select the appropriate mail type from the dropdown
2. Fill in the required configuration fields based on the selected protocol
3. Click Get Email to test the incoming email configuration
4. If successful, click Save setting to database to store the configuration
5. Use Reset to clear the form fields
6. Click Close to exit the dialog

Outgoing Email Configuration

Accessing Outgoing Email Test

Click the Outgoing Mail button in the header to open the outgoing email configuration dialog.

Mail Type Selection

Select the outgoing mail type from the dropdown:

• SMTP: Standard SMTP protocol
• SMTP_Oauth: SMTP with OAuth authentication
• EWS_Oauth: Exchange Web Services with OAuth
• EWS: Exchange Web Services with basic authentication
• SMTP(MAILKIT): SMTP using MailKit library
• SMTP_Gmail: Gmail SMTP configuration

Configuration Fields

Basic Authentication Fields (for SMTP, EWS, MAILKIT protocols):

• User/Email: Enter the email address or username
• Password: Enter the account password
• Expiry Date: Set password expiration date (optional)
• Port: Enter the port number for the SMTP server
• Url/Host: Enter the SMTP server hostname or URL

OAuth Authentication Fields (for OAuth-based protocols):

• User/Email: Enter the email address
• Client Id: Enter the OAuth application client ID
• Client Secret Key: Enter the OAuth application secret key
• Tenant ID: Enter the Azure Active Directory tenant ID

SMTP Configuration Fields:

• From Email: Enter the sender email address
• From Name: Enter the sender display name
• Enable SSL: Select Yes or No to enable/disable SSL encryption
• Use Default Credentials: Select Yes or No for Windows authentication
• Delivery Method: Select delivery method:
  • Network
  • PickupDirectoryFromIis
  • SpecifiedPickupDirectory

Exchange Web Services Fields (for EWS protocols):

• Exchange Service: Select the Exchange version (same options as incoming)

Test Configuration:

• Send Email To: Enter the recipient email address for testing

Outgoing email configuration dialog showing SMTP settings and authentication options

Testing Outgoing Configuration

1. Select the appropriate mail type from the dropdown
2. Fill in the required configuration fields based on the selected protocol
3. Enter a test recipient email address
4. Click Get Email to test the outgoing email configuration
5. If successful, click Save setting to database to store the configuration
6. Use Reset to clear the form fields
7. Click Close to exit the dialog

Google OAuth Configuration

Accessing Google Settings

Click the Call GoogleURL button in the header to configure Google OAuth settings.

Google Client ID Configuration

• Client ID: Enter the Google OAuth application client ID obtained from Google Cloud Console
• Click Submit to apply the Google OAuth configuration
• Click Close to exit the dialog

Google OAuth configuration dialog for setting up client ID

Email Testing

Send Test Mail Feature

Click the Send Test Mail button to verify email configuration:

• Email Address: Enter the recipient email address
• Click Get Email to send a test email
• The system will use the active outgoing email configuration to send the test message

Test email dialog for verifying email configuration functionality

Configuration Protocol Details

SMTP Configuration

• Port: Typically 587 (TLS) or 465 (SSL)
• SSL: Recommended for secure transmission
• Authentication: Username/password or OAuth

POP3 Configuration

• Port: Typically 995 (SSL) or 110 (non-SSL)
• SSL: Recommended for secure access
• Limitation: Downloads emails to local client

IMAP Configuration

• Port: Typically 993 (SSL) or 143 (non-SSL)
• SSL: Recommended for secure access
• Advantage: Synchronizes emails across multiple devices

EWS Configuration

• URL: Exchange server web services endpoint
• Authentication: Username/password or OAuth
• Versions: Supports Exchange 2007 SP1 through Exchange 2013 SP1

OAuth Configuration

• Tenant ID: Required for Azure AD integration
• Client ID: Application identifier from OAuth provider
• Client Secret: Application secret from OAuth provider
• Scope: Automatically configured based on email protocol