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Email Accounts

Form ID: (SM204002)

You can use this form to create new email accounts and to view the details of existing email accounts. For details on the use of email accounts in Acumatica ERP, see Managing Emails. For information on how to configure a system email account or a personal email account, see System Email Accounts or Personal Email Accounts.

In the form title bar, the system displays the account type assigned to each email account. An email account can have one of the following types:

Back to TopForm Toolbar

The form toolbar and More menu include the buttons and commands described below.

Command Description
Receive All Initiates the receipt of all incoming emails for the selected email account. Depending on the Archive Emails setting specified on the Email Preferences (SM204001) form, this action may also initiate the archival of incoming emails for the selected email account.
This command is not available for email accounts of the Email Service Plug-In type or those with no server specified in the Incoming Mail Server box on the Service tab.
Reload Settings Updates plug-in settings (except the API key) from SendGrid.
Send/Receive All Initiates the sending and receipt of all emails for the selected email account. Depending on the Archive Emails setting specified on the Email Preferences (SM204001) form, this action may also initiate the archival of both incoming and sent emails for the selected email account.
This command functions as Send All for email accounts of the Email Service Plug-In type or those with no server specified in the Incoming Mail Server box on the Service tab.
Send All Initiates the sending of all outgoing emails for the selected email account. Depending on the Archive Emails setting specified on the Email Preferences (SM204001) form, this action may also initiate the archival of sent emails for the selected email account.
Sign In Signs in to the external email service specified in the External Application box. The command is available if the authentication method of the email account is one of the following:
  • OAuth 2.0 for Microsoft 365
  • OAuth 2.0 for Google
  • Exchange Online SMTP/IMAP/POP3
  • Google SMTP/IMAP/POP3
Sign Out Signs out from the external email service specified in the External Application box. The command is available if the authentication method of the email account is one of the following:
  • OAuth 2.0 for Microsoft 365
  • OAuth 2.0 for Google
Test Initiates the testing of the connection over the specified ports to the selected system email account by using the selected protocol.

Back to TopSummary Area

You use the Summary area to create a new system email account or to select an existing account so that you can view or edit its details.

Element Description
Email Account ID The identifier of the email account. Select the identifier of the account you want to view (and, optionally, edit), or leave this box blank if you are defining a new email account.
Personal Account For The user to whom this email account belongs and who uses it for work-related business. Other users are prohibited from sending emails from this personal email account.
Account Name The name of the email account to be displayed in the From box in emails.
If a user is selected in the Personal Account For box, the system inserts here the user’s display name, which is composed of the first name and last name specified on the Users (SM201010) form.
Active A check box that indicates (if selected) that the email account is active.
Email Address The email address of the account.
For a new record, if you selected a user in the Personal Account For box, the system inserts here the user’s email address specified in the Email box on the Users (SM201010) form.
Reply Address The address to be used as the sender address for automatic replies to unassigned emails.
Email Service Plug-In A plug-in developed for an integration with an external email service, such as SendGrid. For details, see Integrating Acumatica ERP with SendGrid.
If a plug-in is selected, the system displays only the Plug-In and Sender Name tabs.

Back to TopService Tab

You use the Service tab to specify the servers for incoming and outgoing mail, as well as information about signing in to the account.

Outgoing Mail Server Section

Element Description
Outgoing Mail Server The mail server to be used to send emails.
Outgoing Connection Encryption The type of encryption for connection with the outgoing mail server. You can select one of the following options:
  • None: No encryption is applied.
  • Implicit TLS: Encryption is applied immediately upon connection.
  • Explicit TLS (default): The connection starts unencrypted and then upgrades to encryption after it’s established.
Outgoing Mail Port The port to be used for connection to the outgoing mail server. The system uses the following default ports depending on the option selected in the Outgoing Connection Encryption box:
  • 25 for None
  • 465 for Implicit TLS
  • 587 for Explicit TLS
Group Mails The maximum number of emails in a batch that the outgoing server processes within a single session. If a large number of emails has been submitted for processing, the outgoing server will try to process all of them within a single session, but it may fail to do so if the session is too short. Instead of resubmitting emails with the Failed status after each session, you can group emails into batches whose size is limited to a certain number. In this case, the server processes only one batch of emails, which is the number of emails you specify here, during a single session; the remaining emails are processed during subsequent sessions, batch by batch.
Server Validates From Address A check box that you select to indicate that the outgoing mail server should validate the From values of the emails.

Incoming Mail Server Section

Element Description
Protocol The protocol to be used to connect to the incoming mail server. You can select one of the following options:
  • IMAP (default)
  • POP3
 If you have selected the IMAP protocol, every email successfully collected from the incoming mail server will be marked as read on the server.
Incoming Mail Server The server to be used to receive emails.
Root Folder The path to the folder that will be used as the root folder for storing emails. This box is available only if IMAP has been selected as the incoming mail protocol. The default value is Inbox.
Incoming Connection Encryption The type of encryption for connection with the incoming mail server. You can select one of the following options:
  • None: No encryption is applied.
  • Implicit TLS (default): Encryption is applied immediately upon connection.
Incoming Mail Port The port to be used for connection to the incoming mail server. The system uses the default ports depending on the option selected in the Incoming Connection Encryption and Protocol boxes: For the None encryption option, the system uses the following default ports:
  • 110 for POP3
  • 143 for IMAP
For the Implicit TLS encryption option, the system uses the following default ports:
  • 995 for POP3
  • 993 for IMAP
Remove Read Messages from Server A check box that you select to remove from the server all email messages that have been read by users.
Allowed Attachment Type A text box in which you enter the extensions of files that are allowed as attachments. If needed, use commas to separate extensions.
After allowed extensions have been specified for an account, if files with other extensions are attached to incoming emails, they will be discarded and lost to the recipient.
After Receiving The action that the system should perform after an email is received by Acumatica ERP.
If users of the system access the email using external mail clients, they can change the read status of an email, which is then collected by Acumatica ERP. For each system email account, you can configure how the system should process the incoming emails after collecting them from the email server.
The following options are available:
  • Mark Email on Server as Read (default): The system marks the email as read on the email server, regardless its read status.
  • Leave Email on Server Untouched: The system does not change the read status of the email on the email server.
  • Delete Email on Server: The system deletes the email on the email server, regardless its read status.
The box is available only if the IMAP option is selected in the Protocol box.

Authentication Section

Element Description
Authentication Method The authentication method to be used to access the email account. The following options are available:
  • Basic Authentication: The system uses the username and password specified in the Incoming Mail Username and Incoming Mail Password boxes, which are displayed if you select this option.
  • OAuth 2.0 for Gmail: The system uses the OAuth 2.0 protocol to connect to a Gmail or Google Suite account and allows multiple user access tokens.
  • OAuth 2.0 for Microsoft 365: The system uses the OAuth 2.0 protocol to connect to a Microsoft Office 365 account and allows multiple user access tokens.
  • Exchange Online SMTP/IMAP/POP3: The system uses the OAuth 2.0 protocol to connect to the Microsoft Exchange Server or Microsoft Office 365 account only for collecting or sending mails.
  • Google SMTP/IMAP/POP3: The system uses the OAuth 2.0 protocol to connect to the Gmail or Google Suite account only for collecting or sending mails.
 The Basic Authentication option is not supported by Microsoft Exchange Online (Office 365) accounts; you should use the OAuth 2.0 for Microsoft 365 method. For configuration details, see To Create a System Email Account for Office 365 with OAuth 2.0.
Incoming Mail Username The username to be used to access the email account. The box is displayed only if the Basic Authentication option is selected in the Authentication Method box.
Incoming Mail Password The password to be used to access the email account. The entered characters are masked. The box is displayed only if the Basic Authentication option is selected in the Authentication Method box.
My Outgoing Server Requires Authentication A check box that indicates (if selected) that the outgoing server requires additional authentication. The check box is displayed only if the Basic Authentication option is selected in the Authentication Method box.
Log on Using A check box that indicates (if selected) that the system will use the password and username specified to access the outgoing server. This check box is available only if the My Outgoing Server Requires Authentication check box is selected. It is displayed if the Basic Authentication option is selected in the Authentication Method box.
Outgoing Mail Username The username to be used to sign in to the outgoing server. The box is displayed only if the Basic Authentication option is selected in the Authentication Method box.
Outgoing Mail Password The password to be used to sign in to the outgoing server. The entered characters are masked. The box is displayed only if the Basic Authentication option is selected in the Authentication Method box.
External Application The connector to Exchange Server, Exchange Online (Office 365), or Gmail, which has been configured on the External Applications (SM301000) form.
The box is not available if Basic Authentication is selected in the Authentication Method box.
Azure Tenant ID The identifier of the Azure tenant in which the connector to Exchange Server or Exchange Online (Office 365) is registered.
The box is available if Exchange Online SMTP/IMAP/POP3 is selected in the Authentication Method box.
OAuth2 Scopes The list of OAuth2 scopes that will be requested when issuing access tokens.
The box is available if OAuth 2.0 for Gmail or OAuth 2.0 for Microsoft 365 is selected in the Authentication Method box.
OAuth2 Parameters The list of parameters that will be sent when issuing access tokens.
The box is available if OAuth 2.0 for Gmail or OAuth 2.0 for Microsoft 365 is selected in the Authentication Method box.

Other Section

Element Description
Connection Timeout The server connection timeout in minutes. You can select a timeout from 1 to 10 minutes.

Back to TopIncoming Mail Processing Tab

You use the Incoming Mail Processing tab to activate the automatic processing of incoming emails. Automatic processing includes, for example, the creation of lead or contact based on information available in incoming emails, or the creation of activities associated with existing leads or contacts and the assignment of them to specific employees. If needed, you can set up automatic confirmation of received emails or automatic reply to unassigned emails. For more details, see Incoming Mail Processing.

Element Description
Incoming Mail Processing A check box that you select to activate the automatic processing of incoming mail. Once you select this check box, the other elements on the tab are activated.
Add Tags for the Incoming Processing A check box that you select to activate the adding of tags to outgoing emails. The tags are used to link the replies to the original email.
The system selects this check box automatically if the Incoming Mail Processing check box is selected. The system selects this check box and makes it unavailable if the Route Employee Emails check box is selected.

Initial Processing Section

Element Description
Confirm Receipt A check box that you select to configure the system to automatically send confirmation replies to incoming emails. The system will generate replies according to the specified template. However, receipt confirmation doesn’t mean that the received email has been viewed or processed by an employee.
Confirmation Template The template to be used for these confirmation replies; this box is available only if you select the Confirm Receipt check box.

Main Processing Section

Element Description
Create New Case A check box that you select if you want the system to create a new case based on each processed email.
The settings of the new case will be automatically filled in as follows:
  • The case subject will be copied from the email subject.
  • The case description, or case details, will match the email body.
  • The case owner will be determined through the assignment map specified for cases on the General tab of the Customer Management Preferences (CR101000) form.
With the check box selected, the system searches the database for a contact with an email address that matches the sender’s email address. If no such contact exists in the database, the system searches for a business account whose email address matches the sender’s email address and associates the found business account (if any) with the newly created case. If such a contact exists, the system associates it with the newly created case, and then the case also becomes associated with the business account that is linked to the contact, if such a business account exists.
This check box is available only if the Case Management feature is enabled on the Enable/Disable Features (CS100000) form.
New Case Class The case class based on which new cases are created as a result of mail processing. If this box is blank, new cases are created based on the case class specified in the Default Case Class box on the General tab on the Customer Management Preferences (CR101000) form. If no case class is specified in either of these boxes, the system does not create a case. Also, if a contract must be specified for the case in accordance with the case class settings—that is, if the Require Contract check box is selected on the Case Classes (CR206000) form—the system cannot create a case because a contract cannot be specified automatically.
This box is available only if the Case Management feature is enabled on the Enable/Disable Features (CS100000) form and the Create New Case check box is selected on the current form.
Route Employee Emails A check box that indicates (if selected) that emails intended for a particular employee should be routed from the system email account to the employee’s email address if the Route Emails check box is selected for the employee on the General tab of the Employees (EP203000) form. For details, see Incoming Mail Processing.
Associate with Contact A check box that you select to create an email activity for each processed email. The email activity is added to the list of activities associated with the contact available in the email.
Create New Lead A check box that you select if you want the system to create a new lead based on the sender of each processed email.
The settings of the new lead will be automatically filled in as follows:
  • The email address of the lead will match the email address of the incoming email sender.
  • The first name and the last name of the lead will be copied from the name of the incoming email sender.
  • The lead owner and the workgroup will be assigned based on the Default Owner setting specified on the Details tab of the Lead Classes (CR207000) form for the default lead class, which is specified on the General tab of the Customer Management Preferences (CR101000) form.
New Lead Class The lead class based on which new leads are created as a result of mail processing. If this box is blank, new leads are created based on the lead class specified in the Default Lead Class box on the General tab on the Customer Management Preferences (CR101000) form.
This box is available only if the Create New Lead check box is selected.
Reply to Unassigned Emails A check box that you select if you want the system to send automatic replies to the emails that the system has failed to assign. For example, if the system email account used by your support service receives an email that the system fails to relate to any existing case, it might be reasonable to ask the party who sent this email to try other methods of contacting the support service, especially if a quick response is needed. If you select this check box, you need to set up a template for automatic replies and specify it in the Reply Template box.
Reply Template The template to be used for replies to unassigned emails; this box is available only if the Reply to Unassigned Emails check box is selected.
Submit Incoming Documents A check box that indicates (if selected) that any PDF attachment that is found in an incoming email is automatically submitted for recognition. Submitted documents are listed on the Incoming Documents (AP3011PL) inquiry form. For more information about AP document recognition, see Recognizing AP Documents from PDFs.
This check box appears only if the AP Document Recognition Service feature is enabled on the Enable/Disable Features (CS100000) form.
We recommend that a dedicated mailbox (or a dedicated root folder in a mailbox) be used for storing emails with invoices that need to be automatically processed and recognized.
Default Branch The default branch that will be inserted for the recognized document in the Branch box on the Incoming Documents (AP301100) form.
The list from which you can select the default branch contains all active branches the current user has access to, including the branches that the system creates for companies without branches. This box is empty by default.
The system does not use the specified branch if at least one of the following conditions is met:
This check box appears only if the AP Document Recognition Service feature is enabled on the Enable/Disable Features (CS100000) form.

Final Processing Section

Element Description
Delete Emails A check box that you select to indicate to the system that email messages should be deleted after the type of processing you select, and the box where you can select one of the following processing options:
  • Always: Messages are to be deleted regardless of whether processing has been completed successfully.
  • If All Main Processing Options Failed or Skipped (default): Messages are to be deleted if all main processing options have failed or been skipped.
  • If Any Main Processing Option Succeeded: Messages are to be deleted if any main processing option has been completed successfully.
Add Brief Information About References A check box that you select to configure the system to add information (based on the history of email exchanges) to the incoming emails.

Back to TopAdditional Settings Tab

You use this tab to specify additional email settings, such as sender name, assignment map, default workgroup, and owner. The system uses the assignment map to assign emails that remain unassigned after the automatic processing of incoming mail if incoming mail processing is enabled for the system email account. If an email does not match the criteria defined in the assignment map, the system assigns it to the default owner or workgroup.

Sender Name Section

Element Description
Name Source The source of the display name to be used in an email sent from this account. One of the following options can be selected in this box:
  • Email Account Settings: Makes the Sender Name box on this form available for editing. The sender information in the header of a new email sent from the system email account will include the display name of the system email account specified in the Sender Name box (or the identifier of the system email account specified in the Email Account ID box if the Sender Name box is empty), followed by the email address of the system email account enclosed in angle brackets. In a new system email account, this option is selected by default, but this setting can be modified at any time.
  • Employee Name: The sender information in the header of a new email sent from the system email account will include the display name of the employee who initiated the sending of the email (or the identifier of the system email account specified in the Email Account ID box if the email has been generated automatically—that is, for any automatic notification), followed by the email address of the system email account enclosed in angle brackets.
    		•  If a third-party email server is used, such as the Office 365 server, then the correct name of the sender, based on the email account settings, will be displayed in the sent emails only if the connector is configured to use the SMTP relay, as described in the following article: Option 3: Configure a connector to send mail using Office 365 SMTP relay.
Sender Name The display name of the system email account to be used in an email sent from this account if Email Account Settings is selected in the Name Source box.
If a user is selected in the Personal Account For box in the Summary area of the form, the system inserts here the user’s display name, which is composed of the first name and last name specified on the Users (SM201010) form.

Automatic Assignment of Emails

Element Description
Email Assignment Map The map to be used for automatic assignment of emails when the automatic processing of incoming mail has failed to assign an email to an owner. If incoming mail processing is not activated for the email account, the email assignment map is not applicable.
You can create and modify the assignment rules by using the Assignment and Approval Maps (EP205500) form.
Default Email Workgroup The workgroup to which an email is assigned if it has failed to match the criteria specified in the assignment map.
Default Email Owner The employee to whom an email is assigned if it has failed to match the criteria specified in the assignment map. If a workgroup is specified in the Default Email Workgroup box, you can select an owner from only the employees that belong to this workgroup.
If a user is selected in the Personal Account For box, the system does one of the following:
  • Inserts in this box the employee specified in the Linked Entity box of the Users (SM201010) form, if the box contains an employee
  • Does not fill in this box if the Email Service Plug-In box of the Summary area of this form contains SendGrid

Back to TopPlug-In Tab

On this tab, you can configure settings of a plug-in used for integration with an external email service, which is selected in the Email Service Plug-In box in the Summary area of the form.

Table Toolbar

The table toolbar includes the buttons described below.

Button Description
Reload Settings Updates plug-in settings (except the API key) from SendGrid.

Table Columns

Column Description
Setting The name of the setting, which is specific to the email service plug-in selected in the Email Service Plug-In box in the Summary area of the form.
Description The description of the setting.
Value The value of the setting.