System Email Accounts

Form ID: (SM204002)

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

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

Standard: A standard system email account that you have created by using this form
Email Service Plug-In: An email account that you have created by using this form and selected an email plug-in in the Email Service Plug-In box
Exchange: An email account that you have entered on the Exchange Server Configuration (SM204015) form to be used for synchronization with the Exchange server

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


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 form, this action may also initiate the archival of incoming emails for the selected email account.
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 form, this action may also initiate the archival of both incoming and sent emails for the selected email account.
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	Opens the Pick an account dialog box, where you can select the configured account and then send a test email to your email account.
Test	Initiates the testing of the connection over the specified ports to the selected system email account by using the selected protocol.

Summary 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 system 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.
Account Name	The name of the system email account to be displayed in the From box in emails.
Email Address	The email address of the account.
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 MYOB Advanced with SendGrid. If a plug-in is selected, the system displays only the Plug-In and Sender Name tabs.

Service 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.

Table 1. Server Information Section
Element	Description
Incoming Mail Protocol	The protocol to be used to connect to the incoming server. You can select one of the following options: IMAP or POP3. The default value is IMAP. Note: If you have selected the IMAP protocol, every email successfully collected from the server will be marked as read on the server.
Root Folder (on Server)	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 Mail Server	The server to be used to receive emails.
Outgoing Mail Server	The server to be used to send emails.
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.

Table 2. 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 Logon Information section, which is displayed if you select this option. OAuth2: The system uses the OAuth 2.0 method. Attention: The Basic Authentication option is not supported by MS Exchange Online (Office 365); you should use the OAuth2 method. For configuration details, see To Create a System Email Account for Office 365 with OAuth 2.0.
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 available if the OAuth2 option 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 the OAuth2 option is selected in the Authentication Method box and an external application of the Exchange Online SMTP/IMAP/POP3 type is selected in the External Application box.

Table 3. Logon Information SectionThe section is displayed if the *Basic Authentication* option is selected in the Authentication Method box.
Element	Description
Username	The username to be used to access the email account.
Password	The password to be used to access the email account. The entered characters are masked.

Table 4. Security SectionThe section is displayed if the *Basic Authentication* option is selected in the Authentication Method box on the Servers tab.
Element	Description
My outgoing server requires authentication	A check box that indicates (if selected) that the outgoing server requires additional authentication.
Log on using	A check box that indicates (if selected) that the system will use the password and username specified below to access the outgoing server. This check box is available only if the My outgoing server requires authentication check box is selected.
Username	The username to be used to sign in to the outgoing server.
Password	The password to be used to sign in to the outgoing server. The entered characters are masked.
My outgoing server validates From field	A check box that you select to indicate that the outgoing server should validate the From values of the emails.

Table 5. Server Port Numbers Section
Element	Description
Incoming server port (POP3/IMAP)	The port to be used for incoming mail. The default value is `143`.
Incoming server requires encrypted connection (SSL)	A check box that you select if SSL connection to the incoming server is required.
Outgoing server port (SMTP)	The port to be used for outgoing mail.
Outgoing server encrypted connection	The protocol to be used by the outgoing mail server: None, SSL, or TLS.
Timeout	The server connection timeout in minutes.

Table 6. Receiving SectionThe section is displayed if the *IMAP* option is selected in the Incoming Mail Protocol box.
Element	Description
After Receiving	The action that the system should perform after an email is received by MYOB Advanced. 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 MYOB Advanced. 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: 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 Incoming Mail Protocol box.

Sender Name Tab

On the Sender Name tab, you can specify additional requirements for the sender name.


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. Note: 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.

Incoming 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 accounts 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 adding tags to the outgoing emails. The tags are used to link the replies to the original email. The system selects the check box automatically if the Incoming Mail Processing is selected. If you select the Route Employee Emails check box, the system selects and makes unavailable the Add Tags for the Incoming Processing check box.

Table 7. 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.

Table 8. 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 Settings 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 Settings tab on the Customer Management Preferences 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 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 Info 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 Settings tab of the Customer Management Preferences 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 Settings tab on the Customer Management Preferences 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 Document Recognition Service feature is enabled on the Enable/Disable Features form. Note: 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.

Table 9. Final Processing Section
Element	Description
Delete Messages After _____ Processing	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: Any: Messages are to be deleted regardless of whether their processing has been completed successfully. Failed: Messages are to be deleted only if their processing has failed. Successful: Messages are to be deleted only if their processing 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.

Content Tab

This tab has settings related to the content of email messages. You can specify whether attachments are allowed and which types of attachments are permitted. Also, you can allow or forbid the deletion of processed emails.


Element	Description
Remove 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 Types	The extensions of files that are allowed as attachments. If needed, use commas to separate extensions. Note: 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.

Assignment Settings Tab

You use this tab to specify the assignment map that the system will use for assigning emails that have remained unassigned after the automatic processing of incoming mail. The system uses the assignment map only if incoming mail processing is enabled for the system email account.

Also, on this tab, you can specify the default owner or workgroup to which the system will assign the emails that failed to match the criteria specified in the assignment map.


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.

Plug-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 10. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Reload Settings	Opens the dialog box.

Table 11. 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.