Mail Server Configuration Settings

Use the Mail Server settings to configure mail servers for the Mail Client or Notification Server (on-demand only).

The following options are available on the Add Mail Server page:

• Connection Information
  • Name

    A unique name that identifies the mail server.

  • Protocol

    The mail server protocol (POP3, IMAP, or Exchange). Configure the remaining fields based on the protocol that you select.

  • Host

    For POP3 and IMAP servers, enter the server host name.

  • Port

    For POP3 and IMAP servers, enter the port number.

  • Use SSL

    For POP3 and IMAP servers, select this check box to send and receive messages through a secure connection.

  • Port is SSL Dedicated

    For POP3 and IMAP servers, select this check box 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 Fortmatted 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 (on-demand only).

    • This prevents messages containing HTML-based text from being dropped.
    • If this option is selected, the Mail Client processes messages that contain "text/plain" and "text/html".
    • Clear the check box to force the Mail Client to only process plain text messages.
  • 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 enabled for the POP3 protocol, messages are always deleted. If this option is disabled, the message is deleted if it is processed successfully, and left marked as unread if processing fails.
    • If this option is enabled for the IMAP protocol, messages are only deleted if they are processed successfully. If this option is disabled, messages are only marked as read (regardless whether they are processed successfully or not).
    • If this option is disabled for POP3 and IMAP servers, messages are processed and only marked as read (not deleted). This means unread messages may collect in the mailbox and the Mail Client will attempt to process them on every cycle until they are manually deleted.
    • If this option is disabled for Exchange servers, messages are processed and only marked as read (regardless whether they are processed successfully or not).
• E-mail Submission
  • 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.

    • This option is only applicable if Include HTML formatted e-mail messages is selected.
    • This option is useful when combined with the Attach HTML e-mail as PDF option below.
    • If HTML rendering is disabled due to security concerns, then disabling Use HTML e-mail section is preferable so that only plain text is attached (instead of attaching text with HTML tags that is more difficult to read).
  • 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).

    • This option is only applicable if Include HTML formatted e-mail messages is selected.
    • This option is useful if you receive incoming e-mails with HTML and embedded images because it preserves the text and image sequence in the original e-mail.
    • The Mail Client host machine must have at least one .ttf Unicode font installed in the Windows font directory to ensure that high-ASCII characters appear in the resultant PDF.
    • You can customize the following .css file to set the preferred font:

      \notificationsrv.war\WEB-INF\classes\pdf.css

    • Contact Support or visit the Knowledgebase for help with modifying the size or layout of the resultant PDF.
  • 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.

  Table 1. text/plain messages

  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

  Table 2. text/html messages

  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”.

• E-mail Recorder (On-demand only)
  • 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.

    • This option is only applicable if Include HTML formatted e-mail messages is selected.
    • This option is useful when combined with the Attach HTML e-mail as PDF option below.
    • If HTML rendering is disabled due to security concerns, then disabling Use HTML e-mail section is preferable so that only plain text is attached (instead of attaching text with HTML tags that is more difficult to read).
  • Attach HTML E-mail as PDF

    Select this option to attach "text/html" formatted e-mails as PDF attachments to the SBM item.

    • This option is only applicable if Include HTML formatted e-mail messages is selected.
    • This option is useful if you receive incoming e-mails with HTML and embedded images because it preserves the text and image sequence in the original e-mail.
    • The Mail Client host machine must have at least one .ttf Unicode font installed in the Windows font directory to ensure that high-ASCII characters appear in the resultant PDF.
    • You can customize the following .css file to set the preferred font:

      \notificationsrv.war\WEB-INF\classes\pdf.css

    • Contact Support or visit the Knowledgebase for help with modifying the size or layout of the resultant PDF.
  • Include Embedded Attachments When Using E-mail Recorder

    Select this option to attach files included with e-mail messages to items.

    • If you require that incoming messages be sent by SBM users, the e-mail address must match that of a user who has privileges to add attachments to items in the project.
    • If this user does not have privileges to add notes but has privileges to add attachments, then only the attachments are added to items.
    • If this user only has privileges to add notes, but not attachments, then only the notes are added to items.
  • Insert E-mail as Note

    Select this option to attach e-mail messages that are sent from items as notes to those items.

    • Once the e-mail is sent, the message appears in the Notes section of the SBM item.
    • The Message Address Details portion of the note contains the To and CC contents of the e-mail. Replies that are added through E-mail Recorder also display these details in the notes that are created.

  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.

  Table 3. text/plain messages

  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

  Table 4. text/html messages

  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”.