Set up IMAP event source for Exchange Online

This section describes how to set up a Microsoft Exchange Online IMAP event source. Create an "IMAP event source for Exchange Online" if the IMAP mailbox is hosted at Microsoft Exchange Online.

If you want to access an IMAP mailbox that is not hosted on Microsoft Exchange Online, you can find the related instructions in the section Set up default IMAP event source.

You have the option of defining processes in an email inbox as triggering events for Intrexx processes. For example, you can define that when an email is received, another email is sent or a record is written.

To set triggering events, access to the mailbox must be set up via IMAP.

For Intrexx to access the IMAP mailbox on Microsoft Exchange Online, you must perform a number of activities in Microsoft Azure, Microsoft Exchange Online and Intrexx. The following chart provides an overview of the main activities.

Microsoft Azure

Step-by-step guide

Proceed as follows to register Intrexx as an application in Microsoft Azure:

  1. Log in to Microsoft Azure with your Microsoft 365 login data (https://portal.azure.com).

    You will find yourself on the Microsoft Azure homepage.

    You can register Intrexx as an app via the menu item App Registrations or via Azure Active Directory.

    The following provides a description for the Azure Active Directory.

  2. Click on Azure Active Directory.

    You will now be on the Azure Active Directory homepage.

  3. Click on the menu item "App registrations".

    You will now be on the "App registrations" page.

  4. Click on "New registration".

    You will now be on the "Register an application" page.

    Name

    Description

    Name

    Enter the name that your portal will be registered under in Microsoft Azure here. Choose any name you like.

    Example

    "MailAccount -John"

    Supported account types

    Select which account types can access Intrexx here. Click on the "Help me choose..." button provided by Microsoft on this page for further information.

    Redirect URI (optional)

    Select "Web" from the drop-down list.
    Enter the redirect URI. The URI is put together as follows:
    Base URL/service/oauth2/authorize

    Example

    The redirect URL for the base URL "https://exampleportal/" looks like this:
    "https:/portalexample./service/oauth2/authorize"

    Note You can find the base URL via the "Portal" menu -> "Portal properties".

  5. Click on "Register".

    You will now be on the app page that provides you with all relevant information about the created app.

    You can find the client ID () and tenant ID () here.

    Copy the client ID and the tenant ID.

  6. Click on the menu item "Certificates and secrets".

    You will now be on the "Certificates and secrets" page.

  7. Click on "New client secret".

    The "Add a client secret" area will appear.

  8. Provide your client secret with a description and define when it should expire.

  9. Click on "Add".

    You will be taken back to the "Certificates and secrets" page.

    The client secret will be shown at the bottom right.

    You will need this later to set up the event source in Intrexx.

  10. Copy the client secret.

    You have registered Intrexx in Microsoft Azure.

    At the same time, you generated and copied the client ID, the tenant ID and the secret client key.

More information

For Intrexx to access the IMAP mailbox, the API permission "IMAP.AccessAsApp" must be granted for the previously registered application ("MailAccount -John").

A detailed description of the procedure can be found in the Microsoft online help at the following link:

For the next step, you need to obtain the approval of the administrator of the organization (tenant).

A detailed description of the procedure can be found in the Microsoft online help at the following link:

Microsoft Exchange Online

After the application you register ("MailAccount -John") is approved by the organization's administrator, the administrator must register the registered application's user principa name in Exchange using Exchange Online PowerShell.

User Principal Name

In Microsoft Active Directory, a User Principal Name (UPN) is a username and domain in an email address format. In a UPN, the username is followed by an @ sign, followed by the Internet domain of the Active Directory.

A UPN is not the same as the user's email address. For ease of use, the UPN often corresponds to the email address. However, UPN and email have different internal uses and are defined in different Active Directory attributes. Administrators can set a different UPN and email address.

A detailed description of the procedure can be found in the Microsoft online help at the following link:

More information

What is UserPrincipalName?

Intrexx

Step-by-step guide

To set up an IMAP event source for Exchange Online, proceed as follows:

  1. Open the process in which you want to set up an IMAP event source.

  2. Select the "IMAP event source" element and drag and drop it onto the workspace.

  3. Double-click on the element or press ENTER.

  4. The "General" dialog is displayed.

    Title

    Enter a title for the event source here.

    Description

    You can enter a description for the event source here.

    Multilingual

    You can enter texts in multiple languages.

    For detailed information, see section Multilingual portals.

  5. Click on "Next".

    The "Event source type" dialog appears.

  6. Select "Exchange Online".

    Default IMAP

    If you want to set up a "Default IMAP Event Source", please refer to the section Set up default IMAP event source for the instructions.

  7. Click on "Next".

    The "Email server" dialog appears.

    In this dialog, you have to store the information from Microsoft Azure (Microsoft Azure).

    From Intrexx version 12.0.0

    Default IMAP

    If you want to set up a "Default IMAP Event Source", please refer to the section Set up default IMAP event source for the instructions.

    Client (Tenant)

    Enter the Tenant ID here. You can find this in Microsoft Azure in the "Directory-ID (tenant)" field ().

    User Principal Name

    Enter the user principal name here of a user who has access to Microsoft Exchange Online or the corresponding mailbox.

    Application ID (Client ID)

    Enter the application ID (client ID) here. You can find this in Microsoft Azure in the "Application ID (client ID)" field ().

    Client secret

    Enter the value (!) of the client secret here. You can find this in Microsoft Azure under the "Certificates & secrets" menu item. More detailed information is available in the section Create client secret.

    From Intrexx version 12.0.0

    If you click on the small downward-pointing arrow to the right of the key symbol, a menu opens in which you can select whether the password should be saved with the process or obtained from the credential store. If you select "From credential store", the key symbol changes and the input field for the password becomes a selection list from which you can select the desired credential. The name of the credential is then saved in the process.

    All further information about the Intrexx Credential Store and the use of credentials in process elements can be found here.

    Folder path

    Enter the path to the folder you wish to monitor here. The root directory of an IMAP mailbox is usually INBOX. The folder names and path separators depend on the implemented IMAP server product and also on the configuration.

  8. Click on "Next".

  9. The "Options" dialog appears.

    Polling interval

    This is the time that elapses before new requests are sent to the server. The drop-down list allows you to define the time unit in milliseconds, seconds, minutes, or hours.

    Filter for selecting emails

    Here you can set the emails for selection.

    • Only unseen emails

    • Only seen emails

    • All emails

    If in the IMAP event source the status of the processed emails is not changed via a final action in the configuration dialog or via Groovy script such that the filter condition no longer applies, the IMAP event is always executed again for the first mail from the result set of the query. This will not happen at the next time of execution, as defined by the polling interval, but immediately. It is intended that it is not compulsory to select a final action in the dialog. In that case, a final action should definitely be executed with a Groovy script. It should be ensured that the filter condition for selecting emails no longer applies to the processed emails after the process has been executed. The condition is a combination of the folder path and the filter (see above). Therefore it is always sufficient to move an email to another folder or to delete it. It is equally sufficient to label emails as deleted, for example. If unread emails are filtered, then it is sufficient to mark them as read.

    Execute final actions on the email server

    Mark as seen

    The filtered emails are marked as read.

    Move

    Moves the emails to the folder path defined here.

    Folder path

    Enter the corresponding folder path here.

    Delete

    The filtered emails are marked as deleted.

    Delete and expunge

    The filtered emails are deleted.

    The following settings have a major effect on the content of the selected folder:

    • Move

    • Delete

    • Delete and expunge

    We only recommend these settings for mailboxes specifically set up for this purpose. United Planet assumes no responsibility for errors that result from choosing the incorrect setting here.

    IMAP provider settings

    The provider settings can be configured here.

    Edit IMAP provider settings

    Opens a dialog where the settings can be edited.

    Name

    The name of the IMAP provider setting is shown here.

    Value

    The value of the IMAP provider setting is shown here.

    Add entry

    Creates a new row. A setting can be entered directly or selected in the "Name" column. The value can be entered by double-clicking on the corresponding cell.

    An overview of all entries can be found at the following link: Package com.sun.mail.imap

    Delete entry

    Removes the setting currently selected in the list.

    Information about the IMAP provider settings can be found here.

    Access shared mailboxes

    To access shared mailboxes with the IMAP event source, add the following two parameters with the value "true" here.

    • mail.imaps.auth.plain.disable

    • mail.imaps.auth.plain.disable

    Run process with administrator rights

    If you choose this setting, the process actions are run with the corresponding administrator permissions.

  10. Click on "Next".

    The "User selection" dialog appears.

    You can choose a user whose context should be used to execute the action here.

    Default user from portal settings

    If a specific user is not selected, this option uses the user who is defined in the portal properties.

    Static users

    A specific user can be defined here.

    Select user

    Opens a dialog where a user can be selected.

    User from system value

    The user can also be determined from a system data group.

    Edit system value

    Opens a dialog where the value can be referenced from a system data group.

  11. Click on "Next".

    The "Connection test" dialog appears.

    Test

    Click here to test the IMAP connection.

  12. Click on "OK".

Your next steps

Set up IMAP event handler

More information

Set up default IMAP event source