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sharpResponse - Documentation - Create and configure mailbox scanning |
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This article explains how to create new instructions for mailbox scanning and how to configure the mailbox connection correctly. To enable sharpAutoMailer to scan your mailboxes for emails to which the package might be sent, you need to configure the application to connect to the mailbox. There are a few preliminaries you need to know about how the mail is being retrieved from your mailbox. If you are advanced user or simply couldn’t care less about technical aspects of it, simply skip the next section of the manual and go to the practical side of it.
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Description |
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E-mail scanning – how it works?
The basic concept is that the software connects to your email provider directly and accesses your mailbox by sending and receiving messages. The basic exchange of messages includes sending hello message, then authenticate the account i.e. username and password and extract number of email messages in the maildrop. If emails exists the software downloads them locally and then parses it to validate and establish whether a package should be sent to the originator of the email.
In order to connect to the email provider you need to know
- provider’s mail access address
- what protocol can be used to download emails from the server, these can be POP3 or IMAP
- whether the network ports by which the software connects to the servers are open in the network (check your firewall or router)
- username and password for the maildrop
You can find all the information from your email provider. Please note, that some email providers don’t allow you to download email locally and require you to use web based email client. In this case there is no way you can connect the sharpAutoMailer to the mailbox. For example www.hotmail.com does not allow POP3 or IMAP access to the mailboxes for standard account, you need upgrade your account to use this facility.
If that’s the case simply reroute the mail from the hotmail.com to an account that you can access and use that instead. There are many free email providers, including us. If you need full access email box simply email technical support and we will set one up for you on one of our IPN servers.
Create new mailbox
To create new mailbox click Mailbox Configuration button from the toolbar. All available mailbox scanner configurations are listed on the left hand side and the settings of the mailbox is shown on the right hand side of the window. By clicking on individual mailbox config the settings on the right will be shown specific for the selected mailbox.
Click New button to create new mailbox scanner. Type in the name of the mailbox. This name is only visible to you and applies only to sharpAutoMailer, in order for you to distinguish one mail box from another. You can use any name you want.
Configuring the mailbox scanner
Transport. Here you need to specify how the software connects to the mailbox. There are two protocols available for the email downloading. POP3 and IMAP. It is most likely that your email provider will accept both protocols. We recommend POP3 as this is a standard well tested protocol. Ports are normally 110 for POP3 and 143 for IMAP.
Login. Enter your username and password for the email box access.
Replay From name. This defines the header of the email that will be sent from this mailbox. For example, this information will be visible to the recipient of the email, such that when they click reply button the email will be sent to the name and reply from email address.
Keep copy of the received emails locally. This option allows you to specify that you want to keep copies of the emails locally on your PC. Such that when an email is downloaded it will be saved, including all attachments and you can access this email anytime. This is recommended practice for the sake of traceability of received message.
Delete received messages option specifies whether you want emails to be deleted from the server once the application has downloaded them. If you check your emails using other programs or use web client to browse through emails, leave this box unchecked. The software will not download the same message twice.
Size limit. Here you can specify the maximum size of the email message to be downloaded. Since the sharpAutoMailer downloads the whole email before parsing it, it can be quite heavy on your internet connection if you often receive large emails. If it is set to 0, there is no limit imposed on the mail message size.
Click Test button to test the connection. This will connect to the server using the configuration you have defined and test the access to the mailbox.
Click Apply to save changes.
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