Email Administration

Introduction

Hornbill includes some powerful email integration capabilities. This is performed in Hornbill Administration in the context of Instance Configuration under the "Email" menu item.

Outbound Mail Routing

This is where the outbound mail functionality is configured. It is best practice to allow your mail server to act as an SMTP Smart Host which relays mail, originating from your Hornbill instance, on to the intended recipients.

Shared Mailboxes

Configuring a Shared Mailbox enables Hornbill to import mail from an existing mail server account using either the industry standard POP3 or IMAP protocols. To link the outbound configuration with the Shared Mailbox, you must set a default address (based on the created Domain) via the "Addresses" tab of the Shared Mailbox properties.

Start Setting Up Your Mailbox

Templates

Email templates can be used to pre-populate emails with information to create a standard format for outbound emails. Emails may be sent automatically from Business Process Workflows or manually from within an app.

App Selection
Entity Selection
Email Editor
Variables

Routing Rules

Once emails arrive in your Hornbill instance, it is possible to configure certain actions based on the email content.

Email Options

Archiving Emails

The Shared Mailboxes can be configured to automatically move the email into a folder of your choice. In the context of Collaboration Core.

webapp.email.archive.enabled

- The default setting for this is 'ON'

- When this setting is set to 'OFF' the email will remain in its current folder and the default folder setting will be ignored

webapp.eamil.archive.folderName

- The default folder name for this is 'Deleted Items'

- This setting applies to all Shared Mailboxes that Service Manager Users have access to.

Email Settings

Hornbill has a wide range of settings to enable you to control how email is handled. These will be specific to the context of the application you are working on and will be located in Settings->Application. General Email Settings are located in your Instance Configuration.

A few of the general settings are explained below, to see the full range of settings available navigate as follows

) Open Hornbill Administration
) Select Instance Configuration from the Application selector in the top left
) Under the left hand menu option 'Email' select 'Settings'

mail.autoresponder.enable - Enables auto responder rules processing
mail.importer.enabled - Set this to 'on' if you want the server to process inbound POP3 and IMAP mail.
mail.inbound.allowDirectPersonalMailboxRouting - Enables/Disables direct inbound routing to personal mailboxes
mail.inbound.enabled - Enables/Disables the ESP mail server from receiving any mail via inbound SMTP
mail.inbound.maxMessageSize - Sets the maximum allowable message size (in megabytes) to accept. Specify ZERO for no limit (not recommended)
mail.importer.pollInterval - Sets the importer poll interval in seconds
mail.messageTracking.inbound - If enabled, the ESP server will keep a copy of each message received
mail.messageTracking.outbound - If enabled, the ESP server will keep a copy of each message sent