Setting Up System Email Mailboxes

Created by Dakota Martin, Modified on Sun, 29 Jan 2023 at 08:33 PM by Kylie Mitchell

Actionstep offers Office 365, Gmail, and SMTP mailboxes. These can be setup to be available to single users or for use by all users in a system. This article describes the process of setting up mailboxes which can be utilized by any user in your system.


 

Navigate to System Mailboxes Setup

Go to Admin > Email > Outbound Email Mailboxes

 

Here, you can setup Office 365, Gmail, SMTP, or Mailgun mailboxes.

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Setting up O365 or Gmail Mailboxes 

To setup and Office 365 or Gmail mailbox, select the corresponding button.



This will bring you to a login screen for the service (Office 365 or Gmail). Once logged in, the page will redirect to Actionstep. 

The mailboxes will be displayed as connected in your Outbound Mailboxes screen.

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The default account is denoted by the DEFAULT badge. To change the default, select Set as default  next to the mailbox type.

When you compose an email, the default system mailbox will automatically be selected if there are no personal mailboxes defined. In the case of personal mailboxes existing, the personal mailbox will appear first.

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Selecting the Edit button next to the mailbox information launches an edit screen for the corresponding mailbox. 

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Gmail


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This provides

  • basic information 
  • Ability to send a test email 
  • Ability to reconnect mailbox (if anything prevents the connection)
  • Ability to delete mailbox from Actionstep 

 

Office 365


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This provides

  • basic information 
  • Ability to send a test email 
  • Ability to reconnect mailbox (if anything prevents the connection)
  • Ability to delete mailbox from Actionstep 

 

 

Setting up and SMTP Mailbox

To set up and SMTP mailbox, first select the Add an SMTP mailbox button. 

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The Add STMP Mailbox  screen will launch.

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Here, you will enter SMTP setup information.

 

NOTE: You may require IT assistance to get this information.

 

Once setup, and email will be set to your login address to ensure the connection is working.

 

Setting up a Mailgun Mailbox

Actionstep provides free email functionality which is provided by Mailgun (https://www.mailgun.com)
This service allows you to send and receive emails via a unique Actionstep email address without any setup or configuration.

 

NOTE: This mailbox is not as reliable as aa commercial system like Office 365 or Gmail and your email may get marked as spam from clients who are not expecting this email domain name.
WARNING: This service is NOT designed to replace your inbox, rather be a quick and easy way to use email within Actionstep. Once enabled you can disable at any time.

 

 

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