Set Up a Standard IMAP Event Source

This section describes how to set up a standard IMAP event source. You would set up a "Standard IMAP event source," for example, if you are accessing an IMAP mailbox within your local infrastructure or IMAP mailboxes that are not hosted on Microsoft Exchange Online.

If you want to access an IMAP mailbox hosted on Microsoft Exchange Online, you can find the relevant instructions in the section " Set Up an IMAP Event Source for Exchange Online."

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.

Step-by-Step

To set up a standard IMAP event source, follow these steps:

  1. Start 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 the item or press ENTER.

  4. The "General" dialog box appears.

    Title

    Enter a title for the event source here.

    Description

    You can enter a description for the event source here.

    Multilingualism

    You can enter texts in multiple languages.

    For detailed information on this, see the " Multilingualism" section.

  5. Click "Next."

    This takes you to the "Event Source Type" dialog box.

    Select "Standard IMAP."

  6. Click "Next."

    This will take you to the "Email Server" dialog box.

    Starting with Intrexx version 12.0.0

    IMAP Server

    Enter the name of the IMAP server here.

    IMAP Port

    Enter the port through which the IMAP server can be accessed here. By default, this is port 993.

    Connection Reliability

    Select the security level here.

    • None

    • STARTTLS

    • SSL/TLS

    Typically, you should select "SSL/TLS."

    Username and Password

    Enter the login credentials here for a user who has access to the mail server or the corresponding mailbox.

    Starting with Intrexx version 12.0.0

    If you click the small downward-pointing arrow to the right of the key icon, a menu will open where you can choose whether to save the password with the process or retrieve it from the Credential Store.If you select "From Credential Store," the key icon changes, and the password input field becomes a drop-down list from which you can select the desired credential. The name of the credential is then saved during the process.

    You can find all additional information about the Intrexx Credential Store and the use of credentials in process elements here.

    Folder path

    Enter the path to the folder you want to monitor here. The root directory of an IMAP mailbox is usually named INBOX. Folder names and the path separator depend on the IMAP server product being used and its configuration.

    Example

    On Microsoft Exchange Server, the path separator is a forward slash (/) by default.

    The inbox folder is called INBOX.

    Here is a possible directory structure:

    • Responsibilities  
    • Drafts  
    • Deleted items  
    • Sent Items  
    • Junk email  
    • Newsletter  
      • Newsletter/IBM
      • Newsletter/Microsoft
      • Newsletter/Intrexx GmbH
    • Outbox  
    • INBOX  
    • Company  
      • Customer Service
        • Customer Service/customers/a
        • Customer Service/customers/b
        • Customer Service/customers/c
      • Sales  
    • Contacts  

    When communicating with email servers, it is common practice to encrypt the connection. When configuring an IMAP event source, it is therefore generally not enough to simply enter the host name of the IMAP server. In addition, the IMAP server's SSL certificate must be registered in the current portal's certificate store ( Portal Main Menu / Portal Properties / Certificates) if the certificate is not included with Intrexx by default. After registration, the portal service must be restarted.

  7. Click "Next."

  8. This will take you to the "Options" dialog box.

    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—either through a final action in the configuration dialog or via a Groovy script—in such a way that the filter condition no longer applies, the IMAP event will be executed repeatedly for the first email in the query's result set—not just at the next scheduled time according to 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 consists of a folder path and a filter. 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 out, simply 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 box where you can edit the settings.

    Name

    The name of the IMAP provider setting is shown here.

    Value

    The value of the IMAP provider setting is shown here.

    Add an entry

    Creates a new row. In the "Name" column, you can select a setting or enter one directly. You can enter the value by double-clicking the corresponding cell.

    You can find an overview of the possible entries at the following link: Package com.sun.mail.imap

    Delete entry

    Removes the currently selected setting from the list.

    You can find information about IMAP provider settings here.

    Access to Shared Mailboxes

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

    • mail.imaps.auth.plain.disable

    • mail.imaps.auth.ntlm.disable

    Run process with administrator rights

    With this setting, the process's actions are performed with the appropriate permissions.

  9. Click "Next."

    This takes you to the "User Selection" dialog box.

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

    Default User from the Portal Properties

    If no specific user is selected, this option automatically uses the user defined in the portal properties.

    Static users

    A specific user is specified here.

    Select a user

    Opens a dialog box where a user can be selected.

    User from System Value

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

    Edit system value

    Opens a dialog box in which a value from a system data group can be referenced.

  10. Click "Next."

    This will take you to the "Connection Test" dialog box.

    Test

    Click here to test the IMAP connection.

  11. Click "OK."

Your Next Steps

Set Up an IMAP Event Handler

More Information

Set Up an IMAP Event Source for Exchange Online