Incoming email configuration

Configuring an incoming email server allows OpenSPP to fetch emails from a dedicated mailbox and process them automatically. This is a powerful feature that can create or update records based on the content of the emails. For example, an email sent to support@youremailserver.com could automatically create a new Grievance ticket.

Prerequisites

To configure an incoming email server, you will need:

• A user account with System Admin role. For details on user roles and access levels, refer to the User access documentation.

• The connection details for your IMAP or POP email server:

  • Server type (IMAP or POP)

  • Server address (e.g., imap.youremailserver.com)

  • Server port (e.g., 993 for IMAP with SSL/TLS)

  • Whether SSL/TLS is required

  • Username and password for the dedicated email account.

Objective

After completing this section, you will be able to configure OpenSPP to fetch emails from a mailbox and create new records automatically.

Process

The process is similar to configuring an outgoing server, involving developer mode and navigating to the technical settings.

Activate developer mode

If you have not already, activate developer mode to access the technical settings.

Navigate to incoming email servers

1. Go back to the main Settings page.

2. Click on the Technical menu in the header.

3. Under the Email section, click on Incoming Email Servers.

Create a new server configuration

1. On the Incoming Email Servers page, click the New button.

This will open a form to enter your incoming server details.

Fill in server details

Fill in the form with the details for the mailbox you want OpenSPP to monitor.

• Name: A descriptive name, e.g., Grievance Mailbox.

• Server Type: Choose IMAP Server or POP Server. IMAP is generally recommended.

• Server Name: Enter your server's address, e.g., imap.youremailserver.com.

• Port: Enter the correct port number (e.g., 993 for IMAP).

• SSL/TLS: Check this box if your server uses SSL/TLS encryption.

• Username: The full email address of the mailbox.

• Password: The password for the email account.

• Action to Perform on Incoming Mails: Select Create a new Record.

• Create a New Record: This is a critical field. Select the type of record you want to create from incoming emails. For example, you could select Grievance if you have a grievance module installed. The available options depend on the modules installed in your system.

Test and save

1. Click the Test & Confirm button.

2. OpenSPP will attempt to connect to the mailbox. If successful, you will see a confirmation.

3. If there is an error, re-check all your server settings.

4. Once the test is successful, click Save.

OpenSPP will now periodically check this mailbox for new emails and create records based on your configuration.