Mail Server Configuration Settings

Use the Mail Server settings to configure mail servers for the Mail Client or Notification Server (SBM 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.
- Authentication Mode
  Select either Basic or OAuth 2. For OAuth 2 security, you must provide additional token details and client information in the OAuth 2 section that appears.
- 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.
- Advanced
  Used by Support for troubleshooting purposes only.
- 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).
OAuth 2
To configure OAuth 2 authentication, you must obtain the Authorization Service URL, Token Service URL, Client Id, Client Secret, and Scope from the application details of your service provider.
When prompted by your service provider, enter the following redirect URL in your service provider's application details:
```
https://serverName:port/commonsvc/appadmin/mail/oauth2
```
(Replace serverName and port with the host name and port of your Application Engine server).
Authorization Server URL
The URL that displays an authorization prompt. This URL should be available from your service provider's documentation.
Token Server URL
The URL that you will use to request an access token and a refresh token.
Scope
If required by the service provider, enter the scope that indicates the kind of data the service provider makes available. Some service providers require that the scope is appended with each request.
Client ID / Client Secret
Used to authenticate against the service provider in order to obtain the access token and refresh token.

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

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.
Access token
When using OAuth 2, SBM uses the access token to connect to the OAuth 2 service provider.

Click the refresh icon to obtain a new access token. This token is returned by the service provider after successful authentication using the Client ID and Client Secret.
Refresh token
When using OAuth 2 and the access token expires, SBM uses the refresh token to obtain a new access token.

Click the refresh icon to obtain a new refresh token. This token is returned by the service provider after successful authentication using the Client ID and Client Secret.
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.
- If this option is selected, you must grant users the Add Note privilege for the necessary projects and/or auxiliary tables. Users do not need to be granted Add Note privileges to attach external e-mail messages to items as notes.
- Clear the check box to allow non-users to attach e-mail messages to items as notes.
- This option may be useful for tracking correspondence from customers or partners, but use caution because it allows unauthorized users to add e-mail messages as notes to items in your system.
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.
- The character limit applies to individual e-mail messages.
- For example, if you specify a 500-character limit, each e-mail message attached to an item can contain no more than 500 characters.
- Messages larger than the specified character limit are truncated once the limit is reached.
- The default value is 0 (in which no limit is imposed).
- The show and hide viewing options do not apply to e-mail messages that have been truncated by this setting.
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.

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”.