Overview

When setting up users, you must also configure Email Accounts so that users can send and/or receive emails.

We also recommend you use the System Configuration options to configure the following emails to go to your support or administration team.

a Feedback Email Address so users can email any issues via the Administration→ Support Menu → Email Support menu option.
an Error Reporting Email Address so users can email error logs via the Report button in a system error message; see Error Messages.
a System Email Address so PhixFlow can email system requests. For example, PhixFlow uses this address to send user password reset requests; see Changing or Resetting Your Password.

It is important to set a system email address as the registered owner of the email account. This is because some email services reject emails that are not from the registered owner of the email account.

If you are setting up a service to poll an email account for incoming messages, we recommend you read the article Reading Data From an Email Account (Analysis Models) or Setting up an Email Endpoint (Actionflows), which cover how to do this, plus examples.

If PhixFlow cannot connect to the email server, it will time-out the sending of email after 10 seconds.

Worked Example and Troubleshooting

Email Account Integration

Properties Tab

Property Pane Toolbar

For information about the toolbar options, see the Common Properties page, Toolbars and Controls section.

Once you have set up an account, hover over the More Options menu and choose Test Configuration to check you have configured the email account correctly.

PhixFlow tests the values currently appearing on the screen. Remember to save the configuration after the test is successful.

Basic Settings

Field	Description
Name	Enter the name of the configured email account.
Enabled	Tick to make this email account active. If this is an outbound account, it will be used to send emails whenever required. If this is an inbound account, PhixFlow will connect to the server periodically (at the defined polling interval) and download new messages.
Protect During Import	Untick to allow this email account to be updated or deleted by import from another PhixFlow instance. Tick to retain the email account settings if this email account is imported from another PhixFlow instance. Also to prevent this email account being deleted during import. Click here to expand... When you have several instances of PhixFlow, for example development and production instances, you may want some item properties to be different for each instance. Usually, when you export from a source instance, then import to a target instance, PhixFlow overwrites item properties with those from the source instance. In the target instance, tick this box to prevent the current setting being overwritten by the source item.
Type	Select Outbound to set this as an outbound email account, used to send emails. There can only be one active outbound account at any one time. Select Inbound to set this as an inbound account, used to receive (download) emails.
Host	Enter the host address of the configured email account.
Protocol	Available when Type is Inbound. Select the protocol used during the email fetching
Encryption	Select the encryption used during the sending or receiving of emails.
Use Default Port	Tick to automatically calculate the port from the protocol and encryption type.
Default Port	Enter the default port number.
Port	Available when Use Default Port is not selected. Enter the port number of the configured email account.
Authorisation Type	Select: No Authorisation: no user credentials will be provided. Local: to provide user credentials from PhixFlow. When you select this option, the Login and Password properties are available. External: to provide user credentials from the secure keystore. When you select this option, the Username Key and Password Key properties are available. Use this option for greater security. OAuth 2: access using a client token. When you select this option, the Login, Client Token Configuration, Client Token Instance and Status properties are available.
Login	Available when Authorisation Type is Local or OAuth2. Enter the username used to log in onto the configured email account.
Password	Available when Authorisation Type is Local. Enter the password used to log in onto the configured email account.
Username Key	Available when Authorisation Type is External. Enter the alias that identifies the username in the keystore.	Your system administrator adds usernames, passwords and their aliases (keys) to the keystore. They will notify you of the key to use. See Adding Data to a Keystore.
Password Key	Available when Authorisation Type is External. Enter the alias that identifies the password in the keystore.
On Email Received (PhixFlow version 11.3+)	Available when Type is Inbound. Choose from: Hold for collection via file collector: emails are processed by a File Collector in an Analysis model See Sending Emails Trigger an email endpoint actionflow: emails are processed by an Email Endpoint See Email Endpoint Properties
Email Endpoint Action (PhixFlow version 11.3+)	Available when Type is Inbound and One Email Received is Trigger an email endpoint actionflow. Select a Email Endpoint to run when an incoming email is received in the designated email account.
Client Token Configuration	Available when Authorisation Type is OAuth2. Select an client token to use for OAuth2 authorisation from the dropdown menu or create one from the application repository.
Client Token Instance	Available when Authorisation Type is OAuth2. This field is read-only.
Status	Available when Authorisation Type is OAuth2. This field is read-only. Select the button to authenticate the email account.
Folder	Available when Type is Inbound. Enter the folder which the emails will be fetched from. If using a sub folder, the folder path must be entered here, for example, `Inbox/Endpoint` If left blank, the default inbox folder will be used. Collected emails are saved to FileUploadDirectory\default\in\YYYYMMDD\FolderName, where: FileUploadDirectory is the value specified in System Configuration Screen YYYYMMDD is a folder created by the system for each day FolderName is a system generated folder for each new message.
Properties	Enter the '`key=value`' list of the configured email account properties. Each pair should appear on a new line.
Test To:	Available when Type is Outbound. Enter the address to which test emails will be sent.
Polling Interval (s)	Available when Type is Inbound. Enter the interval, in seconds, of the email fetching from the account. If left blank, the value configured in the server.properties file will be used.
Maximum emails fetched in one batch (PhixFlow version 11.3+)	Available when Type is Inbound. Set a maximum number of emails to be retrieved at one time. The default is 50.
Process messages after (PhixFlow version 11.4+)	Available when Type is Inbound. Enter a date and time and PhixFlow will ignore any messages received before this time. This is useful where you want to limit the date range of emails to be processed, such as only process new emails from a certain date.
Ignore messages older than (hours) (PhixFlow version 11.4+)	Available when Type is Inbound. Enter a number in hours and PhixFlow will ignore any messages received more than that many hours ago. This is useful where you want to limit the date range of emails to be processed, such as only process emails from today and newer.
Delete Read Messages	Tick to delete emails from the mail server either immediately after they are downloaded or after a period of time, set in Delete After Days.
Delete After Days	Available when Delete Read Messages is selected. Enter the number of days for which messages are kept before they are deleted from the server. If left empty or set to 0 messages are deleted immediately after they are downloaded.
Debug	Tick to output email debug messages to the log files.

Worked Example and Troubleshooting

Email Account Integration

Description

We recommend that you always enter a description to explain the purpose of this item.

Audit Tab

Audit Summary

See the Common Properties page, Audit Summary section.