In this article, you will learn how to configure your mailbox to work within Actionstep.
Email is a key part of the information associated with most business activity. By following the steps within this article, you can configure a mailbox to work within Actionstep itself, so that you can keep track of inbound and outbound correspondence from one location. Please refer to the video below for an outline of basic mailbox concepts:
There are three ways to get email into Actionstep:
- POP Mailbox on your domain. You can create a new mailbox on your existing domain and enter the connection details into Actionstep. Actionstep will then connect to this mailbox every 5 minutes (or whenever a user clicks "check for new mail") and download all messages in this mailbox.
- Mailgun Wildcard: As an alternative to a POP email address on your domain, Actionstep can create a Mailgun subdomain for you (typically <anything>@<your organization key>.actionstep.com). Any email sent to this subdomain will be instantly received by Actionstep (rather than waiting 5 minutes). You can select this option when you first signup for Actionstep.
- Outlook / Gmail Plugins: If you have one of our plugins installed in Outlook or Gmail, you can instantly copy email and attachments to Actionstep from within those applications. Note: the plugins use the API to connect directly so you do not require a POP or Mailgun subdomain if you use this method exclusively.
You can also refer to the video below for further clarification on how these different options work:
Configuring Your Mailbox
To get started on configuring your mailbox, navigate to:
Admin -> Email -> Email Setup
Clicking on the drop-down field for 'Choose an Email Provider' will reveal five different options.
Outbound Only: Use this option if you only want to send email from Actionstep but not receive mail in Actionstep. You will need to enter your email address, server name, port number, username and password. In addition you will need to ensure your SPF settings in your email system are set correctly to prevent your outbound email potentially being marked as spam. More on this below under the heading "Spam Filter Settings." You can choose whether to use Actionstep's servers for outbound email or your own SMTP settings. If using your own SMTP settings you will need to add this information, and may also need to change your default port if using port 25 for SMTP (which is the default - check with your IT provider if unsure).
Microsoft Office 365: If you are using Microsoft Office 365, you will only need to enter your login/email address and password.
Microsoft Exchange Server: If you are using Microsoft Exchange Server, you will only need to enter your login/email address, server address, and password.
Gmail/Google Apps: If you are using Gmail/Google Apps you will only need to enter your login/email address and password. (Note that Gmail/Google Apps only works with the business version of these products). You will also be asked to select whether this is a wildcard/catchall account (this is recommended - more on this below).
Other email provider: If you are using a different email provider to those listed above, you will need to enter the email address, server name, port number, username, password, and select whether it is a wildcard/catchall account.
Once you are happy with your email settings, click on 'Save' at the bottom of the page to save them.