Managing Akuiteo's configuration from the Administration console

This screen allows you to configure the sending of emails via Akuiteo. Depending on certain actions (features, triggers, etc.), there is a sending emails system integrated in Akuiteo. Akuiteo uses the SMTP (Simple Mail Transfer Protocol) exchange protocol to send emails.

Email properties are set up in the Administration console, from Configuration > Email.

If you want to set up the email sending for both current configuration cases, please refer to:

• Configuring for Office 365
• Configuration for Microsoft Graph
• Configuration for Google Workspace

Enter the following properties and click on Save for each information entered or modified:

Configuring for Office 365

Accessing the Azure portal

1

In a web browser, enter the following address https://portal.azure.com/ and log in as an administrator.

2

In the home page, click on Azure Active Directory.

Registering Akuiteo in the Azure AD's directory

1

Click on App registrations from the left menu, then click on New registration.

2

Give a Name to this new registration (Akuiteo Exchange 365 for example) and leave the Accounts in this organizational directory only (XXX only - Single tenant) option checked. Click on Register.

The app page is displayed.

3

Copy the following information:

• Application ID (customer)
• Directory ID (tenant)

To do so, hover over each field then click on the icon that enables you to copy the information to the clipboard. Keep this information in a separate document.

Creating a "client secret" to identify the Akuiteo server

1

Click on Certificates & secrets from the left menu, then click on New client secret.

2

Enter a Description ( Secret client Akuiteo for example) then select an Expiration date for the key, depending on your security policy. Click on Add.

Important

When the expiration date is reached, you must create a new "client secret".

3

Hover over the Value field then click on the button to copy the information to the clipboard. Keep this information in a separate document.

Important

You must copy these values right after creating the client secret because the information will not be accessible afterward and you must generate a new client secret.

Requesting API permissions

1

From the API permissions menu, click on Add an authorization then on APIs used by my organization.

2

From the APIs list, search and click on the Office 365 and Exchange Online API, then click on Application authorizations.

3

From the authorizations list, check the full_access_app authorization then click on the Add authorizations button.

4

From the Configured permissions page, click on the Grant admin consent for XXX button, then click on Yes to confirm.

Configuring the Administration console in Akuiteo

In the Administration console from Configuration > Email, fill in the following fields then click on Save for each information specified or modified:

Field	Description
Process for sending emails activated	Check this option to enable the email sending
SMTP host	Empty
SMTP port	Empty
SMTP user	Empty
SMTP password	Empty
Use OAUTH authentication (Exchange 365 only)	Check this box.
Tenant ID	Enter the Directory ID (tenant) value from Azure.
Client ID	Enter the Directory ID (customer) value from Azure.
Client Secret	Enter the Value of the client secret from Azure.
Using the STARTTLS switch	Check this box
Mail postmaster	If the Force postmaster as sender of all emails is checked, fill in the email address used as sender of all emails sent. This email address cannot match with another existing email address, for example donotrespond@akuiteo.com.
Force postmaster as sender of all emails	Check this box if you want to use a "postmaster" email address as sender of all sent emails. Important For security reasons, check this option. If the option is not checked, the email address of the connected user is used as sender for each email sent.
Maximum time after which the system no longer sends default emails	Default value
Time interval between sending two email campaign	Default value
Time period (in days) for keeping emails in database	Default value
At the starting, do not send the pending emails	Default value

Configuration for Microsoft Graph

Accessing the Azure portal

1

In a web browser, enter the following address https://portal.azure.com/ and log in as an administrator.

2

In the home page, click on Microsoft Entra ID.

Registering Akuiteo in the Azure AD's directory

1

Click on App registrations from the left menu, then click on New registration.

2

Give a Name to this new registration (for example Akuiteo Microsoft Graph Mail) and leave the Accounts in this organizational directory only (XXX only - Single tenant) option checked. Click on Register.

The app page is displayed.

3

Copy the following information:

• Application ID (customer)
• Directory ID (tenant)

To do so, hover over each field then click on the icon that enables you to copy the information to the clipboard. Keep this information in a separate document.

Creating a "client secret" to identify the Akuiteo server

1

Click on Certificates & secrets from the left menu, then click on New client secret.

2

Enter a Description ( Secret client Akuiteo for example) then select an Expiration date for the key, depending on your security policy. Click on Add.

Important

When the expiration date is reached, you must create a new "client secret".

3

Hover over the Value field then click on the button to copy the information to the clipboard. Keep this information in a separate document.

Important

You must copy these values right after creating the client secret because the information will not be accessible afterward and you must generate a new client secret.

Requesting API permissions

1

From the API permissions menu, click on Add an authorization then on Microsoft Graph API.

2

Click on Application permissions.

3

From the authorizations list, check the Mail.ReadWrite and Mail.Send authorization then click on the Add authorizations button.

4

From the Configured permissions page, click on the Grant admin consent for XXX button, then click on Yes to confirm.

Configuring the Administration console in Akuiteo

In the Administration console, from Configuration > Mail, specify the required information (see Configuring the sending of emails).

Configuration for Google Workspace

Setting up Google Workspace

1

In a web browser, enter the following address https://admin.google.com to access the Google administration console and login as an administrator.

2

Create a user account dedicated to the sending of emails if it is not already done:

1. From the Home tab, click on Add a user.
2. Enter the account information.
3. Click on ADD A NEW USER button.
4. Click on COPY NEW PASSWORD to resume the password of the created user.
5. Log off the administration console and log in a first time with this new account to the following address https://www.google.fr/.
6. Log off again and go back to the administration console.

3

From the Security > Access and data control > Less secured applications menu, check Authorize users to manage their access to the less secured applications, then click on SAVE.

4

Log off the administration console and log in as the dedicated user to the following address https://www.google.fr.

5

Access the following address https://www.google.com/settings/security/lesssecureapps and enable the "Authorize applications less secured" parameter.

Configuring the Administration console in Akuiteo

In the Administration console from Configuration > Email, fill in the following fields then click on Save for each information specified or modified:

Field	Description
Process for sending emails activated	Check this option to enable the email sending
SMTP host	Enter: smtp.gmail.com
SMTP port	Enter: 587
SMTP user	Enter the email address of the user dedicated to the sending of emails.
SMTP password	Enter the password of the dedicated user.
Use OAUTH authentication (Exchange 365 only)	Unchecked box.
Tenant ID	Empty
Client ID	Empty
Client Secret	Empty
Using the STARTTLS switch	Check this box
Mail postmaster	If the Force postmaster as sender of all emails is checked, fill in the email address used as sender of all emails sent. This email address cannot match with another existing email address, for example donotrespond@akuiteo.com.
Force postmaster as sender of all emails	Check this box if you want to use a "postmaster" email address as sender of all sent emails. Important For security reasons, check this option. If the option is not checked, the email address of the connected user is used as sender for each email sent.
Maximum time after which the system no longer sends default emails	Default value
Time interval between sending two email campaign	Default value
Time period (in days) for keeping emails in database	Default value
At the starting, do not send the pending emails	Default value

Akuiteo's users can upload files in the web portals in order to, for example, justify an expense report or give additional information.

The CatchMail must first be configured from the Administration console in order to be used.

Configuration for Microsoft Graph

Accessing the Azure portal

1

In a web browser, enter the following address https://portal.azure.com/ and log in as an administrator.

2

In the home page, click on Microsoft Entra ID.

Registering Akuiteo in the Azure AD's directory

1

Click on App registrations from the left menu, then click on New registration.

2

Give a Name to this new registration (for example Akuiteo Microsoft Graph CatchMail) and leave the Accounts in this organizational directory only (XXX only - Single tenant) option checked. Click on Register.

The app page is displayed.

3

Copy the following information:

• Application ID (customer)
• Directory ID (tenant)

To do so, hover over each field then click on the icon that enables you to copy the information to the clipboard. Keep this information in a separate document.

Creating a "client secret" to identify the Akuiteo server

1

Click on Certificates & secrets from the left menu, then click on New client secret.

2

Enter a Description ( Secret client Akuiteo for example) then select an Expiration date for the key, depending on your security policy. Click on Add.

Important

When the expiration date is reached, you must create a new "client secret".

3

Hover over the Value field then click on the button to copy the information to the clipboard. Keep this information in a separate document.

Important

You must copy these values right after creating the client secret because the information will not be accessible afterward and you must generate a new client secret.

Requesting API permissions

1

From the API permissions menu, click on Add an authorization then on Microsoft Graph API.

2

Click on Application permissions.

3

From the authorizations list, check the Mail.Read authorization then click on the Add authorizations button.

4

From the Configured permissions page, click on the Grant admin consent for XXX button, then click on Yes to confirm.

Configuring the Administration console in Akuiteo

In the Administration console, from Configuration > CatchMail, specify the required information (see Configuring the CatchMail).

A webhook is used to notify an external system of an event occurring in Akuiteo. The goal is to exploit data from detected events.

In the context of webhooks, an event is composed of two major elements:

• The concerned object (ex: an employee, an expense, etc.);
• The action performed on this object (ex: creation, modification, deletion).

When a webhook is configured to detect a certain event and that event occurs, the webhook sends a request to a web address called an endpoint.

An endpoint is a hypertext link on an external server that is used to receive requests sent by webhooks.

Each request contains data about the event that occurred, or at least the ID of the object associated with the event.

The webhook detects events in all of Akuiteo. For example, it is not possible to configure a webhook that detects an event performed by a particular user.

The webhooks are configured i the Administration console, from Configuration > Webhooks.

Creating a webhook

1

In the Webhooks screen, click on New webhook.

2

Enter the information in the Properties section:

Field	Description
Name	Enter a label to name the webhook.
Endpoint (URL)	Enter the link corresponding to the endpoint of the webhook. The endpoint is the hypertext link on the server that receives the requests sent by the webhook.
Active	You can enable or disable the webhook by clicking on the option. the webhook must be enabled in order to work. If it is disabled, it will not work or send any request. A webhook can be enabled anytime from the Webhooks screen.

3

Enter the information in the Security section:

Field	Description
Secret	Enter the secret if the endpoint uses a secret. Important The endpoint must be an HTTPS website for the secret to work. Note The signature is generated with the HMAC-SHA256 cryptographic protocol in Base64. Behavior When a request is sent by the webhook using a secret, it contains a signature as a header. This signature is a unique combination that depends mathematically on the content of the request and the secret used. The external system receiving the request can be programmed to check this signature. In that case, the system will try to regenerate the signature using the content of the request and the secret: If the regenerated signature is identical to the one in the header of the request, the secret is correct and the content has not been altered. The request's authenticity is then assured. If the regenerated signature is different to the one in the header of the request, the secret might be incorrect or the content of the request might have been altered. The request's authenticity is then not assured.
Header name	Enter the header name if the endpoint uses a security header. The header is a security element that can be used by the endpoint to only accept webhook requests that contain this header and its value entered in the Header value field.
Header value	Specify the value linked to the entered header in the Header name field if the endpoint uses a security header. If the header value entered in the Header value field is different to the one expected by the endpoint, the request might be considered unauthentic and not coming from Akuiteo.

4

Enter the information in the Event section:

Field	Description
Event type	Select the event type from the drop-down list. The event type corresponds to the type of the object to which the webhook must detect a certain action (ex: an employee, an expense, etc.).
Event action(s)	Select the event action from the drop-down list. It is the action for which the webhook must send a request every time it occurs on the relevant object type (ex: creation, modification, deletion).

5

Click on Create.

The webhook is created. It must be enabled in order to work.

Modifying a webhook

1

On the webhook line, click on .

2

Modify the desired information.

3

Click on Update.

The webhook is modified.

Configuring the login properties

Under the Akuiteo's login credentials section, enter the user credentials in order to connect to Akuiteo in the context of webhooks.

Field	Description
Akuiteo user	Enter the ID of the user that processes the webhooks and click on Save. It is advised to enter a technical user, that is a user for which Technical user? is checked on the Desktop Application then in People > User management.
Akuiteo password	Enter the password of the user that processes the webhooks and click on Save.
Timeout (endPoint)	It is used to enter the duration (in ms) from which the webhook stops waiting for a response from the server then click on Save.
Maximum number of attempts (1-8)	Specify the maximum number of attempts in case of failure of the request. A request is considered as failed when the HTTP code of the response obtained starts with a number different from 2.
Production retry mode	This option is used to define the behavior of retries in case of failure of requests. The option is checked by default. When the option is checked, the interval between each retry increases exponentially between each retry. The calculation formula of this time is: Timeout (endPoint) + try number4 This behavior is recommended if you use webhooks in real conditions because it better manages the simultaneous use of many webhooks. When the option is unchecked, the interval between each retry is 3 seconds. This behavior is recommended only if you want to test webhooks in a test environment because it reduces the interval between retries.

Click on the Test button to test the connection to the Webhook interface using the values specified.

Viewing the webhook requests

The following columns present information about responses to webhook requests.

Field	Description
Latest response	Displays the HTTP response code of the latest request sent by the webhook. If the code obtained starts with 2, the request has succeeded and the cell is green. If the code obtained starts with 4, the request has failed and the cell is red. If the code obtained is N/A, the request has not been send yet.
Successful calls	Displays the number of requests that have successfully reached the endpoint.
Total no. of calls	Displays the number of times the webhook has detected an event and has then sent a request to the endpoint.
Log	The icon in this column allows you to download the log file of the webhook. The log is a .log extension text file that contains the history of all the requests made by the webhook. You can open it with a text editor.

Refreshing a webhook

It is possible to refresh a webhook without having to recharge the whole page on which they are located.

On the line of the webhook, click on in the Actions column.

Deleting a webhook

Important

Deleting a webhook cannot be reversed.

On the webhook line, click on in the Actions column and confirm the deletion.

A proxy is a server that acts as a gateway between a computer and servers outside the organization.

If your organization has set up a proxy, it is possible to specify it in the Administration console so that Akuiteo uses this proxy to connect to external APIs: Arkhineo, Universign, Chorus, and so on.

The proxy is entered in the Administration console, from Configuration > Proxy configuration.

To enter the proxy:

A feature flag is used to enable a feature in Akuiteo. Since this feature can have an impact on what is already available, Akuiteo lets this feature available to users only through an enable/disable tool in order to minimize any impact the feature could have on a customer environment and to be able to test it before using it in a production environment. However, a feature flag is not designed to stay and will be made standard as soon as possible.

Feature flags are available and can be enabled from the Administration console > Configuration > Features.

The Features menu shows the list of all the feature flags available for Akuiteo's current revision. Enable the desired feature flag(s) from the Active column, then log in again to access the new features.

When a feature that requires a feature flag is made standard from a revision onwards, this feature becomes available to all users of this revision and the following ones. The feature flag is removed from the list in the Administration console.

Some features conditioned by feature flag will require a specific setup (setup, DMF, and so on). However, for users that have already enabled a feature flag, there will be nothing more to do when it is made standard. Any setup, customization or other actions done for the feature with the feature flag will not have to be done a second time once it is made standard.