POP3 and IMAP Options
For each SBM project that will accept e-mail submissions, you or a network administrator must dedicate a mailbox under the POP3 or IMAP protocol. The SBM administrator must know the mailbox name and password for the mailbox; users who will submit via e-mail must know the e-mail address for the mailbox.
To configure POP3 or IMAP mail server options for the Mail Client, provide the following:
Field | Description |
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Host | Enter the IP address or host name of the mail server that hosts mailboxes that can be used for e-mail submission. These mailboxes will receive incoming e-mails, which will be used to create items in SBM. |
Port | Enter the port number used by the mail server. By default, the port number is set to 110 for POP3 mail servers and 143 for IMAP. |
Use SSL | Select this option to send and receive messages through a secure connection. |
Port is SSL dedicated | Select this option if you know that the server requires an SSL-dedicated port. Otherwise, to use SSL encryption in the standard way, clear this check box. |
Include HTML formatted e-mail messages |
Select this option to include HTML-based text from an incoming e-mail message for e-mail submissions and the E-mail Recorder.
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Delete e-mail messages after processing |
Select this option to have the Mail Client delete messages from your mail boxes after the message has been processed successfully.
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If you use a self-signed SSL certificate, you must add the certificate to the Java VM truststore. Use the Manage Trusted Certificates option on the Tomcat Server tab to add the certificate.
Exchange Options
Use the Exchange (via Web services) protocol to communicate directly with an Exchange server using the MS Exchange Web services API. You might use this option if your company does not allow connection through POP3 or IMAP. If no such restriction exists, consider choosing one of these options because they enable faster connection speeds than MS Exchange.
To configure the Mail Client to use Exchange, provide the following:
Field | Description |
---|---|
Exchange version | Select the current version of your Exchange server. |
Service URL | Enter the service URL for your Exchange server. For example: https://serverName/EWS/Exchange.asmx. |
Include HTML formatted e-mail messages |
Select this option to include HTML-based text from an incoming e-mail message for e-mail submissions and the E-mail Recorder.
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Delete e-mail messages after processing | Select this option to have the Mail Client delete messages from your mail boxes after the message has been processed successfully. If this option is disabled, messages are processed and only marked as read (regardless whether they are processed successfully or not). |
If the Exchange Service URL is secured by SSL, you must provide the certificate authority (CA) chain that signed the endpoint certificate. This means that you must add the public certificate of each CA in the certificate chain to the Tomcat truststore. If the endpoint is secured via SSL, use the Manage Trusted Certificates option on the Tomcat Server tab to import the certificates and trust the chain that signed the endpoint's SSL certificate.
Configuring E-mail Submission
You configure how the Mail Client handles HTML and attachments for e-mail submission in SBM Configurator. You designate mailboxes and map fields for e-mail submission in SBM Application Administrator. For details, refer to the SBM Application Administrator Guide.
In the E-mail submission section, configure the following:
Field | Description |
---|---|
Use HTML e-mail section | Select this option to tell the Mail Client
which part of an e-mail message should be included in the submitted item if
both plain text and HTML parts are present in the e-mail message.
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Attach HTML e-mail as PDF |
Select this option to attach "text/html" formatted e-mails as PDF attachments to the SBM item (in addition to the field mappings you define in Application Administrator).
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Include embedded attachments | By default, attachments embedded in e-mail submissions are ignored. Select this check box to add all embedded attachments, including e-mail signatures, to submitted items. This setting applies to all e-mail submissions. |
The following tables describe how messages are processed depending on the message content type and the various combinations of the Use HTML e-mail section and Attach HTML e-mail as PDF options.
Use HTML e-mail section | Attach HTML e-mail as PDF | Result |
---|---|---|
Enabled | Enabled | PDF is not generated and only plain text is submitted |
Enabled | Disabled | PDF is not generated and only plain text is submitted |
Disabled | Enabled | PDF is not generated and only plain text is submitted |
Disabled | Disabled | PDF is not generated and only plain text is submitted |
Use HTML e-mail section | Attach HTML e-mail as PDF | Result |
---|---|---|
Enabled | Enabled | PDF is generated and HTML is submitted |
Enabled | Disabled | PDF is not generated and HTML is submitted |
Disabled | Enabled | PDF is generated and only plain text is submitted |
Disabled | Disabled | PDF is not generated and only plain text is submitted |
The behavior is the same for incoming e-mails that are “multipart/alternative” depending on whether the type of a particular part is “text/plain” or “text/html”.
Configuring E-mail Recorder
On your mail server, create a dedicated E-mail Recorder mailbox using either the POP3, IMAP, or Exchange server protocols. These mailboxes are typically configured by an IT department or network administrator. The mailbox can have any name, but the SBM administrator must know the name and password for this mailbox.
Review the following information before using E-mail Recorder:
- You configure how the Mail Client handles HTML and attachments for e-mail submission in SBM Configurator; however, you establish e-mail submission for your SBM projects using the SBM Application Administrator.
- The E-mail Recorder mailbox cannot be used for other Mail Client functions, such as e-mail submission or cross-database posting.
- E-mail messages are attached to items in the order they are received.
- HTML is rendered in notes that are created by the E-mail Recorder only if Include HTML formatted e-mail messages is selected in SBM Configurator and Render HTML in Notes is selected in SBM System Administrator.
- By default, e-mail messages that are sent using an external e-mail client are set as restricted, meaning that only users who have privileges to view notes for a particular item can view the attached e-mail. To set an e-mail message sent from an external e-mail client as "unrestricted", users must edit the e-mail message after it is attached to the item as a note and select the Unrestricted check box on the Add/Modify Note dialog box. This enables users who can view the item to view the attached e-mail messages.
- Messages are deleted if they do not contain a valid [ttid: table ID, record ID] string from the mailbox dedicated for E-mail Recorder. To avoid losing e-mail messages not sent by the E-mail Recorder, Serena recommends you do not use the specified mailbox for any other purpose.
- E-mail Recorder messages that are attached to SBM items only display the reply portion of an e-mail reply by default. If users want to view the previous e-mail text, they can toggle the view using the show and hide options while viewing the item. Hiding the prior message text improves the overall readability of E-mail Recorder messages on items.
To enable the E-mail Recorder feature, select Enable E-mail Recorder check box and provide the following:
Field | Description |
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Login name | Enter the login or user name of the mailbox account that will be dedicated to E-mail Recorder. |
Mailbox e-mail address | Enter the e-mail address of the mailbox. This address appears in the To box in e-mail messages sent using E-mail Recorder. |
Mailbox password | Enter the mailbox password. |
Password verification | Verify the mailbox password. |
Only if "From" matches an SBM user |
Select this option to limit the e-mail messages that are attached to items to those sent by users in your system with a matching e-mail address.
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Restrict size of e-mailed notes |
Enter the maximum number of characters that can be added as a note to limit the size of attached e-mail messages.
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Use HTML e-mail section | Select this option to tell the Mail Client
which part of an e-mail message should be included in the submitted item if
both plain text and HTML parts are present in the e-mail message.
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Attach HTML e-mail as PDF |
Select this option to attach "text/html" formatted e-mails as PDF attachments to the SBM item.
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Include attachments when using e-mail recorder |
Select this option to attach files included with e-mail messages to items.
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Insert e-mail as note |
Select this option to attach e-mail messages that are sent from items as notes to those items.
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The following tables describe how messages are processed depending on the message content type and the various combinations of the Use HTML e-mail section and Attach HTML e-mail as PDF options.
Use HTML e-mail section | Attach HTML e-mail as PDF | Result |
---|---|---|
Enabled | Enabled | PDF is not generated and only plain text is attached |
Enabled | Disabled | PDF is not generated and only plain text is attached |
Disabled | Enabled | PDF is not generated and only plain text is attached |
Disabled | Disabled | PDF is not generated and only plain text is attached |
Use HTML e-mail section | Attach HTML e-mail as PDF | Result |
---|---|---|
Enabled | Enabled | PDF is generated and HTML is attached |
Enabled | Disabled | PDF is not generated and HTML is attached |
Disabled | Enabled | PDF is generated and only plain text is attached |
Disabled | Disabled | PDF is not generated and only plain text is attached |
The behavior is the same for incoming e-mails that are “multipart/alternative” depending on whether the type of a particular part is “text/plain” or “text/html”.