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- Click on Admin → Manage Email Accounts
- Add details for a new account - see examples below for POP3 and IMAP; to make this an inbound account, don't tick the Outbound box
- Click Test Configuration to ensure the settings are correct
- Tick the Enabled box, then save any changes
Some examples follow, but also see the section troubleshooting if you have problems connecting to you email account.
Example Settings using POP3
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You don't need to know this to complete the configuration of the file collector, but sometimes you might find it helpful to be able to find the files delivered by the email polling service. In system configuration you will have, under the tab System Directories, a setting File Upload Directory. For example:
If you have not specified a tag in the subject line of your incoming emails, files will appear in directories:
E.g.
If you have specified a tag in the subject line of the emails, files will appear in directories:
E.g. with the tag "accdataemail"
Archiving If you set an archive directory, your files will be moved once they have been read in by the file collector. This will be to:
E.g. if you set the archive directory to "archive" (as in the examples above), your files will be moved to directories like:
or, if you are using the tag "accdataemail":
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Troubleshooting
Authentication Errors
The error below indicates that a successful connection has been made to the mail server, on the correct port and protocol, but one or more of several possible authentication errors has occurred:
- Incorrect Password. As well as checking the password is correct, ensure no special characters are being used such as ampersand as these seem to cause this error.
- Incorrect Username. Double-check that the username is the actual mailbox name as setup on the mail server and not the alias or email address, which may sometimes be different.
- Cannot authenticate. In some cases, the details are correct but the server is refusing to allow authentication to take place, due to the authentication protocol being used. This error is received when attempting to connect to Google Mail because Google requires the username and password to be supplied in an OAuth token.
Timeout / Incorrect Port Error
The error below typically appears are a delay of up to 1 minute and normally indicates the port number being used is the wrong one for the type of operation. For example, you receive this error if trying to send mail using a CenterView Account on port 995 instead of 587.
Incorrect Host or Port Error
The error below appears again if the port number is incorrect, but this is typically if the port is not in use at all. For example, this error is received when attempting to send mail using a CenterView account on port 586 instead of port 587. This error also occurs if the host name is incorrect, for example if attempting to send mail using a CenterView account to smtp.office364.com on port 587, instead of smtp.office365.com.
No Secure Connection
The error below usually occurs if attempting to authenticate without sending the username and password via an encrypted tunnel, when the server requires one. This error is essentially saying that no authentication details were provided, because the mail server is rejecting to allow them to be sent in plain text. This can usually be resolved by supplying the two properties in the configuration:
mail.smtp.auth=true
Which says that authentication will be used and;
mail.smtp.starttls.enable=true
Which creates a secure / encrypted connection, before sending the authentication details.
Related articles
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