Email service

Intrexx offers you the option of sending automated emails. There are two ways to trigger these emails:

  • By clicking on a configured button

  • In Processes, with the corresponding process elements

The basic requirement for sending e-mails is the configuration of the e-mail service in the "Tools" module. So, first set up, test and activate the email service.

All information on configuring buttons in applications for sending e-mails can be found here.

All information on the automatic sending of emails in processes can be found here.

Configure

Clicking this button opens a wizard where the service can be set up.

Default sender

Name

Enter the default sender here. The default sender is used if no individual sender has been defined in an application or process.

Email

Enter the email address of the default sender here.

Click "Next".

Email server

Up to Intrexx version 12.1.0:

SMTP server / SMTP port

Enter the name or the IP address of the SMTP server here.

The default port is 25. If in doubt, please contact your system administrator. The mail server used does not necessarily have to be on the local network of the Intrexx Portal Server.

Authentication

The settings in this area should be defined according to what your mail server requires.

Connection security

You can select "None", "STARTTLS" or "SSL/TLS" as the connection security.

Authentication methods

How the password is transferred can be defined here.

PLAIN

Transfers the password unencrypted as plain text.

Login

Takes the password unencrypted from the user input in the end device.

CRAM-MD5

Encrypts the password with the CRAM-MD5 algorithm.

NTLM

Authentication takes place via NTLM.

User name / Password

Enter the corresponding user name and password.

Click "Next".

From Intrexx version 12.1.0:

OAuth2 authentication for Exchange Online

As of Intrexx version 12.1.0, you will find the "Type" selection list here. This allows OAuth2 authentication to be selected for Exchange Online instead of standard authentication.

Preparation for Microsoft Entra ID

In order to set up OAuth2 authentication for Exchange-Online in Intrexx, the following steps must be carried out:

1. Register a new app at https://entra.microsoft.com/#view/Microsoft_AAD_RegisteredApps/ApplicationsListBlade/quickStartType.

2. Select "New registration".

3. Enter the freely selectable name of the application. The name must not contain any spaces.

4. Select the option "Only accounts in this organization directory" for the supported account types.

5. Click on "Register".

API permissions

1. Click on "API authorizations" in the menu on the left.

2. Click on "Add authorizations" here.

3. Select the option "APIs used by my organization" here.

4. Enter "Office 365 Exchange Online" in the search field.

5. Search for "SMTP.SendAsApp" in the search field under "Application permissions".

6. Activate the "SMTP.SendAsApp" option.

7. Click on "Add authorizations". The authorization is then added to the app registration.

You must then release these settings for the organization / tenant via "Grant administrator approval for <TENANT>".

Certificates and secrets

1. Select the menu item "Certificates and secrets".

2. Click on "New secret client key".

3. Enter a description and click on "Add".

This will generate a new client key for the email service in your Intrexx portal.

Important: Copy the created client key ("value") directly after creation, as it will no longer be displayed later! You will need the client key for further configuration in the email service in your Intrexx portal.

PowerShell

In order for Intrexx to be able to send emails correctly, a new service principal must be entered in Exchange Online. This step must be carried out via a PowerShell.

  • Install-Module -Name ExchangeOnlineManagement

  • Import modules ExchangeOnlineManagement

  • Connect-ExchangeOnline -Organization <Tenant ID>

  • New-ServicePrincipal -AppId <Application ID> -ObjectId <Object ID> -DisplayName <Display Name>

The values "Application ID", "Object ID", "Display Name" and "Tenant ID" can be found on the following page of the app registration you have just created:

https://entra.microsoft.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview

Configuration in Intrexx

Finally, the email service can be configured in your Intrexx portal. You will find the information required there in your created app registration under

https://entra.microsoft.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview

and the previously created client key.

Enter the following details here:

SMTP server:

smtp.office365.com

SMTP port

587

Tenant

Client ID of your Microsoft 365 client

User principal name

E-mail address of the user with whom Intrexx should log in to Exchange Online

Application ID

Application ID of your app registration

Application secrets

Value of the created client key

Sending settings

Maximum email size

The maximum size of sent emails can be specified here. If the field is left blank, the size of the e-mails is not taken into account. Select your required unit using the drop-down list.

By default, 10 MB is predefined as the maximum size. This corresponds to the usual expected maximum message size.

Maximum number of emails per session

Here, the maximum number of emails per SMTP session can be constrained. If several emails are available for sending at the same time, the SMTP session is terminated once this limit is reached and a new SMTP session is created in the next round of the sending loop in order to send further emails. The waiting time between the two transits of the sending loop is defined by the ""de.uplanet.lucy.sendmail.sleepInterval"" setting (default : 1000 ms).

Archive sent emails

With this setting, sent e-mails are stored in an archive file. You can change the corresponding path in the expert settings.

Generate process event if e-mail cannot be sent

If this setting is activated, an e-mail is sent after a final failed e-mail transmission

            de.uplanet.lucy.server.mailservice.workflow.event.IBadMailWorkflowEvent

which can be accessed, for example, with the generic event handler

            de.uplanet.lucy.server.mailservice.workflow.eventhandler.BadMailWorkflowEventHandler

.

Further information can be found here.

Maximum number of retries

Here, you can specify the number of times that an undeliverable mail should be re-sent.

Repetition intervals

Below you can set the intervals between the first, second, third and subsequent retries. Each interval will be calculated from the last time the sending was attempted.

We recommend keeping the default settings for the resending of emails.

Click "Next".

Connection test

The configuration can be tested by clicking on the "Test" button. If error messages are displayed, the configuration must be changed or there is no mail server that can be used for the SMTP service. If in doubt, please contact your system administrator.

Click "Finish" to save the configuration of the e-mail service and close the wizard.

If the e-mail service is set up, the settings are displayed on the right-hand side. The email service can be activated or deactivated, and updated, by clicking on the corresponding buttons here.

If you click on "Configure" again here, the configuration overview opens. In addition to the already established settings, you will find the Expert settings here.

Expert settings

Double-click to edit the value of a sending setting.

Add setting

Opens a dialog where a new property can be created.

New property

Select the desired JavaMail properties in "Name" and enter the value. Custom properties can also be entered here directly. Information on the possible settings can be found here.

Determine from which portal the message was sent

Global headers can be set when sending emails. These are placed in every email message sent via the Intrexx email service. A common convention is to have the names of user-defined headers that are not defined by standards begin with X-. To define a global header, create the new property de.uplanet.lucy.sendmail.header in the expert settings as described above. followed by a consecutive number, such as here

            de.uplanet.lucy.sendmail.header.1

Enter the prefix ""X-"" to the value of the key (see above), followed by the name of the header, a colon, and the name of the portal. For example:

            X-Intrexx-Portal:MeinPortal

With it, all emails that are sent from the portal ""My portal"" can, for example, be filtered in Outlook. In our example above, the message header will be ""X-Intrexx-Portal:MyPortal"".

Click on "OK" to save the new setting and close the dialog.

Delete setting

Removes the currently selected property.

Specify path for email archive

In the send settings you will find the setting "Archive sent emails". The directory, where the archived emails are saved, can be modified by double-clicking on the Value column for the de.uplanet.lucy.sendmail.sentMailDirectory setting.

Gmail as an email provider

The password associated with your Google account is, since May 2022, no longer valid to use Gmail as an email provider in Intrexx.

You will need to use an app password instead. Two-factor authentication must be enabled in your Gmail account for this to work.

For existing portals, this issue is identifiable by the following error type:

            Error:
        javax.mail.AuthenticationFailedException:
        534-5.7.9 Application-specific password required. Learn more at 534 5.7.9
        https://support.google.com/mail/?p=InvalidSecondFactor y12-20020a170906470c00b00711d0b41bcfsm2837429ejq.0 - gsmtp

 

More information

Applications: Configuration of buttons for sending e-mails

Processes: Automatic sending of e-mails