Incoming and Outgoing Email Imaging Automation

This feature allows you to automatically image outgoing and incoming emails.

Note: This is a Version 10 Feature. For information on obtaining Version 10 or any other optional Module, please contact the Sales Department.

Process Information

This process is designed to work with special IMAPS mailbox. As you are receiving incoming emails, you will add J=AccountNumber to the subject line and forward the email to this special email box. The process will check this box periodically throughout the day and import any new emails as an image and then forward the email success mailbox.

For any images that fail to import, the process will send them to a failed mailbox to be corrected and forwarded back to the import mailbox or to be imported manually.

To have this process run throughout the day, it will require a CollectMax login and must be started either manually or with automation each day.

Incoming Emails

To use this feature your are required to have the Document Management Module. For Information in obtaining this module, please contact the Sales Department.

Your systems administrator or IT department will need to setup an internal mailbox with folders for incoming mail and failed imports. They will need to be sure the Firewall is allowing port 143 if they are using IMAP(not recommended) or port 993 if they are using IMAPS(recommended). They will need the IMAPS services enabled and have a valid SSL Certificate. The SSL Certificate must be binded to IMAPS in Exchange, as well as make sure that IMAPS is enabled on the user(s)’s mailbox.

Once the mailbox is setup, they need to open CollectMax and click the Interfaces button.

In the list of processes on the Network Tab, click the IMAP Processing Interface and click the process button or double click on IMAP Processing.

Inbox Email Setup

From here you IT Department should set the following items up:

Host EMail Address: Enter the Email box address. For Example: mail.mydomainname.com
Mailbox User ID: Enter the User ID login. For Example: lrichards@mydomainname.com
Mailbox Password: Enter the Password for the email box.
Set your Mailbox Authorization Type: User Password or SASL- Simple Authentication and Security Layer
Set your Mailbox TLS - Transfer Layer Security Level.
Set your Mailbox SSL - Security Sockets Layer.

You can click the Test button to test the connection. If it works, click save to save the settings. If it doesn't work, have your IT contact Technical Support.

GMAIL

Note: GMail has updated its email feature to require OAuth Dual Party Authentication. This is NOT compatible with CollectMax or this Module. Therefore, GMail will not work with this feature even with the below recommended settings. JST cannot change these GMail requirements. We recommend Exchange for this feature.

GMail Recommended Setup

The following is the GMail Recommended setup for the IMAP Settings Screen and GMail.

In the settings of the GMail Account, you will need to select less secure settings.

Please use these settings when using a GMail account. Again, updates to GMail, make it no longer compatible with this module.

Email Attachment Settings

Next, click the Attach Settings button and set the Mail and Attachment settings:

Set the following settings that apply:

Source Mailbox: Select the mailbox that will receive the forwarded emails to be imaged. Click the button to pull all available mailboxes for your email.
Success Mailbox: Select the mailbox to forward copies successfully imported images.
Prepend Subject Line: Select the text you would like to be added to the subject line on successfully imaged emails when they are forwarded to the Success Mailbox.
Failed Mailbox: Select the mailbox to forwarded copies of unsuccessfully imported images.
Prepend Subject Line: Select the text you would like to be added to the subject line on unsuccessfully imaged emails when they are forwarded to the Failed Mailbox.
Email Image Type: Select the Image Type for the saved image emails.
Once started, please set how ofter to check the source mailbox for new emails to import.
Set the time to stop the process for the day. The process will stop and no more images will be imported until the next day.
The attachments will be saved with the email image. If you would like to have the attachments save separately, then check the box to extract and save attachments.

Note: This option will save all attachments even if the attachment is a signature block or logo image. Please use caution when selecting this option.

For outgoing History emails, enter a blind copy email address to send that email to your mailbox to be imported.

Start Processing

Click the start process button to start the process manually. Its recommended this be started on a workstation where it can be run all day without interruption.

Some statistical information will be captured as it runs throughout the day.

You can click the Stop Process button if you wish to stop the import process.

Log

A list of attempted image imports will be listed on the Log Tab for both successful and unsuccessful attempts to image the each email in the mailbox.

Automation

The IMAP process can be run with automation. Once all settings are set, click the button and select Report Settings(Automation) and click the New button to add an Automation script code and description.

See Automation for information on how to setup automation.