In addition to the main e-mail account from the company data, other e-mail accounts can be connected so that own employees can also work with other accounts. This is useful, for example, if the company uses several mail addresses to communicate with contacts or if each employee has his own mailbox.

These e-mail accounts are used in different places in the system.

CRM → Sending correspondences
Customer inquiries → Importing emails into the xentral ticket system
Customer support → Replying to emails in the xentral ticket system
Logistics → Sending of documents
Backup → Archiving emails from employee accounts

Sending documents

A document can be sent via the action "send".

Documents can be sent by printer, fax, e-mail, phone call, or other.

By default, all e-mails are sent using the default e-mail setting, which is found in the basic settings. There it can be set that the web server either sends:

with the mail() function provided by PHP
or with the specified SMTP account

Note: When sending automatic e-mails for follow-up confirmations and reminders from the Tasks module, an e-mail address must be stored in this module (E-Mail Accounts) that is identical to the one in the basic settings. SMTP must be activated for this address (see SMTP settings below).

Create new e-mail account

When sending e-mails, it can be selected in xentral whether e-mails are to be sent using the user's own e-mail address (user) or the company's e-mail address. In the ticket system, the e-mail address to which the e-mail was received is automatically used as the outgoing one. Via "+NEW", a new e-mail account can be created.

IMAP settings

IMAP mailboxes can be connected by storing all relevant access data in xentral and saving the settings.

Displayed name → Name is displayed as the sender of the e-mails from this account
Email address → Sending address. Must match the mailbox address, e.g. max.mustermitarbeiter@beispiel.de
Username → Login name for the mailbox. Usually the email address or an account name , e.g. p123456
Internal description → Internal description of the mailbox (optional). E.g. "Personal account Max sample employee" or "Collective account Sales"
Password → To the e-mail account
IMAP server → IMAP server of the mailbox
IMAP port → IMAP port of the mailbox, usually 143 (without encryption) or 993 (with encryption via SSL)
Enable outgoing folder → E-mails are copied to the outgoing folder

SMTP settings

These settings are optional. If you want to be able to send mails from this e-mail account, you have to activate SMTP additionally. The corresponding SMTP settings are stored in xentral in the same way as the IMAP settings. The e-mail address, the user name, and the password are automatically taken from the settings in the "IMAP settings" section.

SMTP server → SMTP server of the mailbox
SMTP port → SMTP port of the mailbox, usually 25 (without encryption) or 465 (with encryption via SSL)
SMTP-SSL → set encryption via TSL or SSL
SMTP authentication → Authentication is also possible via PHPMailer 6.1 or Google OAuth
Enable SMTP debug → Debugging is enabled for this SMTP account
Sender email address → If the email address to be used for sending is different from the IMAP email address, it can be maintained here
Sender Name → If the sender name is different from the IMAP displayed name, it can be maintained here
Client Alias → Enter the client alias here if it is used

In most cases, it is sufficient to specify only one SMTP account for this purpose since many e-mail servers also allow e-mails to be sent with other e-mail addresses of the same domain (via an account). If the server does not allow this, an extra SMTP account must be created for each outgoing e-mail address.

Ticketsystem

Selection → Activate or deactivate xentral ticket system for this account
Default projects → Default project to which the emails are to be assigned
Default queue → emails are automatically assigned to the queue
From date → Date from which the emails will be picked up
Outgoing e-mail address → Always use the incoming e-mail address as the outgoing one
Delete emails on server → Emails are irrevocably deleted from the server upon receipt. If this setting is not enabled, emails will not be deleted by xentral
Mark ticket as completed → Automatically mark ticket as completed on import

Email Archive

Under Email Archive, emails can be archived or automatically deleted after a specified number of days.

Selection → With a dropdown, the options "disabled" or "enable archiving" can be selected
Delete emails → Number of days after which the emails will be deleted. The value 0 or empty means that the emails will never be deleted. The emails should either never be deleted or forwarded to a mailbox for archiving beforehand, so that the archiving can be done completely in the webmail mailbox in parallel

Note: When messages are deleted from the email archive, they are deleted only in xentral. The messages will still exist in the email account.

Employee

The employee to whom the e-mail account is to be assigned can be assigned here.

Employee → here the employee can be selected who is assigned to this mail account

Autoresponder

An autoresponder can be activated for e-mail addresses. The autoresponder can be used, for example, to give customers feedback on the request via a contact form on the website. If this is done via the online store, the autoresponder can also be used by the store. These e-mail addresses can be collected centrally in a pool in xentral in the ticket system. Depending on the e-mail address, the autoresponder can be activated.

Note: You should set the autoresponder to "only one e-mail per day" to prevent other autoresponders from replying to your mail.

Auto-Responder → The autoresponder can be activated here
Only one mail per day → Ideally set here to "only once per day, then only one mail will go out to this address, even if you reply again
Subject → Subject of the autoresponder mail
Text → Text of the autoresponder mail

The following variables can be used in the autoresponder text:

{TICKET} = ticket number (in subject and text)
{BETREFF} = Subject of the incoming mail

Own signature

Own signatures can be set for each mail address or also for a project. If no signature is set in these two areas, the central signature is taken from the basic settings. Here you can also insert footers with images and HTML elements.

To insert images into the signature, please use the following text module:

<img src="url" alt="alternate text">

Activate → own signature can be activated here (Info: the signature can also be activated in the project at the logistics settings for a project (logistics settings at the very bottom))
Signature → text field to set the own signature

Signatures should be set centrally or via the mail address. (A signature directly in the business letter template (e.g. text template when sending an invoice) is possible. However, then the individual template must be edited each time changes are made and the formatting options for the signature are only possible here in text format) In the signature, the variables {MITARBEITER},{MITARBEITER_TELEFON},{MITARBEITER_MOBIL}, {MITARBEITER_EMAIL} and {MITARBEITER_TELEFAX} can be used.

Work with different outgoing email addresses

In xentral it is possible to work with different outgoing email addresses. After logging in with the SMTP account, e.g. muster.max@domain.de, e-mails can also be sent via other e-mail accounts, e.g. via meier@domain.de.

Some SMTP accounts allow sending with several different e-mail sender addresses, others require that there is also a separate SMTP account for each sender address. In the second case, a separate e-mail account must be created for each e-mail and separate SMTP settings must be maintained for each. In this case, an SMTP account must also be created in xentral for each sending e-mail address. The SMTP data must be entered separately for each account. xentral will then automatically use the correct SMTP accounts when sending.

Display sent e-mails in the sent folder

E-mails sent via xentral can be displayed in the "Sent" folder of the e-mail program. To do this, the folder must be set in the respective e-mail account. First you have to select "IMAP outbox active", so that a new line with "IMAP folder sent" appears afterwards.

Gmail (OAuth)

Many newer Gmail addresses support the sending of emails only via the so-called OAuth procedure. To enable this method, a connection to the Google API has to be established first.

Set up a Gmail account

A Gmail account works with the following SMTP settings:

SMTP server: smtp.gmail.com
SMTP port: 587
SMTP SSL: TLS
SMTP authentication: Google OAuth
Sender email address: Gmail address

The user who owns the Gmail account must now authorize xentral to access Gmail. This is done in the user's personal settings. To do this, you first create an account for the Google API and then enter the data in the Google API module. On the start page at the bottom you can then authorize the mail account.

It is not relevant if/which password you have specified within the email account.
As soon as "Google" is entered under Authentication, the oAuth usage screen will always determine which password will be used in the future.

Basically you always have to make sure that the link between address and user is given. For this, there is a priority list that you should follow.

Employee in the email accounts (For this the linked address must have the role "Employee")
Email address in the address
Email address in the user setting

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