Configuring the sending of emails
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:
Specify the following properties and click on Save for each information specified or modified:
| Field | Description |
|---|---|
| Process for sending emails enabled |
Check this option to enable the email sending When this option is not checked, no email is send via Akuiteo. |
| SMTP host | Specify the SMTP server's address. |
| SMTP port | Define the SMTP port. |
| SMTP user | Login to connect to the SMTP server, if it is secured. |
| SMTP password | Password to connect to the SMTP server, if secured. |
| Use OAUTH authentication (Exchange 365 only) |
Enable or disable OAUTH authentication to connect to the SMTP server. This option must be enabled if Exchange 365 is used by Akuiteo in your organization. Otherwise, it must be disabled. |
| Use Graph API Library |
Check this box if you use the Microsoft Graph API. For more information about Microsoft graph configuration, refer to Configuration for Microsoft Graph. |
| Tenant ID |
This field must be specified if Use OAUTH authentication (Exchange 365 only) or Use Graph API Library is enabled. Specify the tenant ID provided by Microsoft for the OAUTH authentication or the connection to the Microsoft Graph API. |
| Client ID |
This field must be specified if Use OAUTH authentication (Exchange 365 only) or Use Graph API Library is enabled. Specify the client ID for the OAUTH authentication or the connection to the Microsoft Graph API. |
| Client Secret |
This field must be specified if Use OAUTH authentication (Exchange 365 only) or Use Graph API Library is enabled. Specify the client secret for the OAUTH authentication or the connection to the Microsoft Graph API. |
| Using the STARTTLS command | At the start of the exchange, it allows you to use a STARTTLS command to encrypt the exchange. |
| Mail postmaster |
If the Force postmaster as sender of all emails parameter is checked, specify 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. |
| E-mail address used to send e-mails with Outlook(New) |
Specify the email address to be used as the sender for emails when the new Microsoft Outlook is set as the email software from the Akuiteo preferences. If the field is not specified, the email address specified in the Mail postmaster field is used by default. Unlike the Mail postmaster, the email address specified must exist and be associated with an Exchange account that has permission to create a draft (account's Drafts folder). |
| Force postmaster as sender of all emails |
Allows you to set a "postmaster" email address as sender of all emails sent. 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 |
If a sending email is in error status, the server tries to send this email during a certain time in seconds, specified in this property. Passed this time, if the sending email is still in error status, the email will not be send. |
| Time interval between sending two email campaign |
Specify the time, in seconds, between two email campaigns Example If the specified interval is 20 seconds, the sending email process will be executed every 20 seconds. |
| Time period (in days) for keeping emails in database |
Allows you to purge the table containing the stocked emails. At each execution of the sending emails process, emails dated of more than X days (X being the value specified in the property) will be deleted. |
| At the starting, do not send the pending emails | Check this option so it will not send the pending emails at the server starting and so avoiding the overload. |
Configuring for Office 365
Accessing the Azure portal
| 1 | In a web browser, specify 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 | Specify 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 enabled | 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 | Specify the Directory ID (tenant) value from Azure. |
| Client ID | Specify the Directory ID (customer) value from Azure. |
| Client Secret | Specify 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. |
| E-mail address used to send e-mails with Outlook(New) | Empty |
| 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
| Field | Description |
|---|---|
| Process for sending emails enabled | 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) | Uncheck this box. |
| Use Graph API Library | 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. |
| E-mail address used to send e-mails with Outlook(New) |
Specify the email address to be used as the sender for emails when the new Microsoft Outlook is set as the email software from the Akuiteo preferences. If the field is not specified, the email address specified in the Mail postmaster field is used by default. Unlike the Mail postmaster, the email address specified must exist and be associated with an Exchange account that has permission to create a draft (account's Drafts folder). |
| 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 Google Workspace
Setting up Google Workspace
| 1 | In a web browser, specify 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: |
- From the Home tab, click on Add a user.
- Specify the account information.
- Click on ADD A NEW USER button.
- Click on COPY NEW PASSWORD to resume the password of the created user.
- Log off the administration console and log in a first time with this new account to the following address https://www.google.fr/.
- 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 enabled | Check this option to enable the email sending |
| SMTP host | Specify: smtp.gmail.com |
| SMTP port | Specify: 587 |
| SMTP user | Specify the email address of the user dedicated to the sending of emails. |
| SMTP password | Specify 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. |
| E-mail address used to send e-mails with Outlook(New) | Empty |
| 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 |
