Set Up User Email Accounts

You can set a personal and team email accounts similarly done with Microsoft Outlook that works with POP, IMAP and HTTP servers. This document will guide you on how to setup individual and team email accounts provided that these email accounts are active and is working. You will also learn how to assign a default email account, edit and delete email accounts from the Connected Business user’s list of email accounts used.

Set Up Individual Email Accounts

To create individual email accounts,

1. Go to System Manager module, click Accounts ► My Accounts. The My Account form will be displayed.
   
   
2. Click on Email tab. Click New button from the menu to create a new account. The Email Account Wizard will be displayed. If you have an existing email accounts already created, you can see the list on the Email tab.
   
   

   You may also add a new email account by going to CRM module ► Mail. The Email Account Wizard will display. Click Next to continue. Click Add button to setup new email account.

   

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3. On the Server Type page, select the type of server that works with your email account. Click Next button to continue.
   

   Support for IMAP and HTTP servers will be available in the future versions of Connected Business.

   
   

   Fields	Description
   POP3	Connects to a POP3 email server to download your email.
   Title	Connects to an IMAP email server to download email and synchronizes mailbox folders.
   SE Title	Connects to an HTTP email server to download email and synchronizes mailbox folders e.g. Hotmail

   
   
   
4. On the Internet Email Settings page, enter the user account information on the following fields:
   

   

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   Fields	Description
   User Information
   Your Name	Specify the name of the mail account that will appear on the From field in the email notifications sent to entity contacts. This field is required.
   Email Address	Specify the email address.
   SE TitleConnects to an HTTP email server to download email and synchronizes mailbox folders e.g. Hotmail
   Logon Information
   User Name	The user name used to login your email account.
   Password	The password used to access the email account.
   Remember Password	Tick this checkbox to remember the password.
   Logon Using Secure Password Authentication	Tick this checkbox to logon using secure password authentication.
   Server Information
   Incoming Mail Server	The server information used for incoming mail messages. e.g. pop.gmail.com for gmail accounts
   Incoming Mail Server	The server information used for outgoing mail messages. e.g. pop.gmail.com for gmail accounts

   
   
   
5. Click on the More Settings… button to set up other server settings. The Advanced Settings window will display.
   
   

   Fields	Description
   General
   Mail Account	Specify the name of the mail account that will appear on the From field in the email notifications sent to entity contacts. This field is required.
   Other User Information	Organization – Specify the name of your organization. Reply Email – This email will be used by entity contacts when replying to any of the email notifications they received. This field is optional. When left empty, the email account used for replies is the default email account used.
   Outgoing Server
   My Outgoing Server SMTP Requires Authentication	When checked, all outgoing mail messages will require authentication.
   Use Same Settings as my Incoming Mail Server	When selected, the user has the flexibility to use another account used for outgoing mail messages. Username – specify the username of the email account. Password – specify the password of the email account.
   Logon using Secure Password Authentication (SPA)	Tick this checkbox to logon using a secured password authentication.
   Advanced
   Server Port Numbers	Incoming Server(POP3) – the port number used for incoming server mail settings for a specific email account. Outgoing Server(SMTP) – the port number used for outgoing server mail settings for a specific email account. This Server Requires an encrypted connection (SSL) – Tick this checkbox to require an encrypted connection. Use Defaults – When checked, the system will automatically supply these fields with the default port numbers used for incoming and outgoing mail server settings. The default values are POP – 110; SMTP – 25.You may refer to this article for more information.
   Server Timeouts	Specify the time on how long you will be notified when the server timeouts.
   Delivery	Leave a copy of messages on the server – When checked, it will leave a copy of the mail messages on the server which will serve as backup copy. Remove from server after “X” days – When checked, all mail messages copied in the server will be removed from the mail server. Specify the number of days the mail messages will be deleted in the mail server. Remove from server when deleted – When checked, all messages are automatically removed from the mail server (e.g. Yahoo, Gmail, Hotmail, etc) when deleted using the Connected Business email client.
   Other
   Other Options	If these checkboxes below are unchecked, any emails received will be automatically assigned to the entity to contact record that sent it as the FROM fields which consists of the sender’s Caller ID or Email Address. Mark Incoming Emails as Private – if checked, any incoming emails will not appear on the entity or contact record. Mark Outgoing Emails as Private – if checked, any outgoing emails will not appear on the entity or contact record.
   Reset Email Sending Status	You may reset the email “Sending” Status to “Ready to Send” by clicking on the Reset button.
   Clear Email Error Status	You may clear the email error status of you emails by clicking the Clear button.

   
   
   
6. Click Finish to complete setting up your email accounts.

Assign a Default Email Account

If you have multiple email accounts used under one user account, you need to set a default email account that will be used.

1. Go to System Manager, click Accounts > All Account. Select the User Account on the Active Users tab.
   
   
2. On the General tab, set the default email account on the Email Account Code field.
   
   

   

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3. Click Save and Close button to apply the changes.
   
   

   You can also change the default email account code for the logged in Connected Business user by going to CRM module > Mail. Click Email Account button from the Connected Business Email Inbox window, the Email Account Wizard will display. Click Next to continue.
   
   Select the email account on the list of account names, then click Set as Default button. You may check if the default email accounts are changed through the All Accounts form in the System Manager.

Setup Team Email Account

To create team email accounts such as This email address is being protected from spambots. You need JavaScript enabled to view it., follow the process below:

1. Go to System Manager Module, select Accounts > Team. Select what team to create the team email to. The Team form will then display.
   
   
2. On the Details section, click on the ellipsis button to create the email account for the team. This will display the Email Account Wizard.
   
   
3. Follow the steps on how to Setup Individual Accounts to create the team email account.
   
   
4. On the Users section, select the users who will use the team email account by clicking on the > or > > button.
   

   

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5. Click Save and Close button to apply the changes.

Edit Email Account

1. Go to System Manager, click Accounts > All Account. Select the User Account on the Active Users tab.
   
   
2. On the Email tab, select the account name that you want to edit the email account.
   
   
3. Click Edit button from the menu. The Email Account Wizard will display then, click Next to continue.
   
   
4. To edit the fields on the Internet Email Settings page, refer to Setup Individual Email Accounts.
   
   
5. Click Save and Close button to save the changes.
   
   
   

   You can also edit the default email account code for the currently logged in Connected Business user by going to CRM module > Mail. Click Email Account button from the Connected Business Email Inbox window, the Email Account Wizard will display. Click Next to continue.
   
   Select the email account on the list of account names, then click Change button. You may check if the default email accounts are removed through the All Accounts form in the System Manager.

Delete Email Account

1. Go to System Manager, click Accounts > All Account. Select the User Account on the Active Users tab.
   
   
2. On the Email tab, select the account name that you want to delete the email account.
   
   
3. Click Delete button from the menu. Click Yes on the pop-up confirmation.
   
   
4. Click Save and Close button to save the changes.
   
   
   

   You can also change the default email account code for the currently logged in Connected Business user by going to CRM module > Mail. Click Email Account button from the Connected Business Email Inbox window, the Email Account Wizard will display. Click Next to continue.
   
   Select the email account on the list of account names, then click Remove button. You may check if the default email accounts are removed through the All Accounts form in the System Manager.