Email Accounts
Executive Summary
Email Accounts is the setup screen for the email accounts the integration uses to send mail. Administrators add an account for either Office 365 or an SMTP server, enter its connection details, authorize Office 365 accounts, and send a test email to confirm the account works. Accounts can be marked as discontinued or deleted.
Key Features
- List the configured email accounts with their address and platform
- Add and edit accounts for Office 365 or SMTP, with a Discontinued option
- Authorize an Office 365 account by requesting a verification code, and renew its sign-in with Refresh Token
- Enter an Office 365 inbox and archive folder name, which are matched to the mailbox folders once the account is authorized
- Send a test email from an account to a recipient you choose
- Delete an account after confirming
Typical Workflow
- Click Add (when permitted), choose the Platform, enter the connection details, and click Save.
- For an Office 365 account, right-click the account, choose Request Auth Code, and click Request. Open the Verify Url shown, enter the Verify Code, sign in, and then click Ok to finish authorization.
- For an SMTP account, no further authorization is needed.
- Select the account and click Send Test Email (or right-click it and choose Send Test Email), enter a recipient, and click Ok to confirm delivery.
- If an Office 365 sign-in expires, right-click the account and choose Refresh Token.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Edit | Add and edit email accounts. Without it, Add and Edit show the warning "You are not authorized to add or edit email accounts". |
Main Grid
The grid lists every email account (14 rows per page).
| Column | Description |
|---|---|
| Code | The account's email address. |
| Platform | Office 365 or SMTP. |
| Manage Records | Edit and delete icons for the row. |
Actions
| Button | Description |
|---|---|
| Add | Opens the Email Address dialog to add an account. Requires the Edit permission. |
| Send Test Email | Opens the Send Test Email dialog for the selected row. Nothing happens if no row is selected. |
| Edit (right-click a row, or the edit icon) | Opens the Email Address dialog for the row. Requires the Edit permission. |
| Delete (right-click a row, or the delete icon) | Deletes the account after you confirm "Are you sure you want to delete this email?". "Email Account Deleted" is shown afterwards. |
| Request Auth Code (right-click a row) | Starts Office 365 authorization for the row. A warning is shown for an SMTP account. |
| Refresh Token (right-click a row) | Renews the Office 365 sign-in for the row. "Authentication Successful" is shown on success, or the reason for failure. A warning is shown for an SMTP account. |
| Send Test Email (right-click a row) | Opens the Send Test Email dialog for the row. |
Dialog Components
Email Address
Opens from Add and from edit.
| Field | Description |
|---|---|
| Email Address | The sending address. Read-only when editing. |
| From Name | Display name shown on outgoing mail. |
| Platform | Office 365 or SMTP. Required. The fields below depend on the choice. |
| Discontinued | Check to mark the account as no longer in use. |
For Office 365:
| Group | Field | Description |
|---|---|---|
| Authentication | Tenant Id | Office 365 tenant ID. |
| Authentication | Client Id | Application (client) ID used to sign in. |
| Authentication | Scope | Permissions requested when signing in. |
| Folders | Inbox (leave blank if standard) | Name of the inbox folder when it is not the standard one. |
| Folders | Archive Folder | Name of the folder processed mail is archived to. |
For SMTP:
| Field | Description |
|---|---|
| SMTP Host | Mail server address. Required. |
| SMTP Port | Port number. |
| Enable SSL | Use an encrypted connection. |
| SMTP User | Sign-in user name. Required. |
| SMTP Password | Sign-in password. Required. The * button beside it shows or hides the password. |
Click Save to save the account or Cancel to close without saving. A warning is shown if the platform is not chosen, or if the SMTP host, user, or password is missing for an SMTP account.
Request Auth Code
Opens from Request Auth Code for an Office 365 account. Shows the Email Address, Platform, Tenant Id, Client Id, and Scope (read-only). Click Request to ask Microsoft for a verification code, or Cancel to close. If Microsoft does not return a code, the reason is shown as a warning.
Verify Code
Opens after a verification code has been issued. It shows the Verify Url, Verify Code, a Message with instructions, and the Device Code, all read-only. Open the Verify Url in a browser, enter the Verify Code, and sign in with the account. Then click Ok here to complete authorization, or Cancel to close.
Send Test Email
Opens from Send Test Email.
| Field | Description |
|---|---|
| Recipient Email | Address the test message is sent to. |
| Subject | Subject line. Starts as "Testing Email From" followed by the account's address. |
| Message box | Body text of the test message. |
Click Ok to send or Cancel to close.
Processing Overviews
This section describes what happens after you confirm a processing action.
Request (Request Auth Code)
- Contacts Microsoft with the account's tenant ID, client ID, and scope to request a device code.
- If a code is issued, closes the Request Auth Code dialog and opens the Verify Code dialog showing the verification address, user code, and instructions.
- If not, shows Microsoft's message as a warning and stays on the Request Auth Code dialog.
Ok (Verify Code)
- Asks Microsoft for the sign-in token using the device code. The code must already have been entered at the verification address.
- On failure, shows the reason as a warning and leaves the dialog open.
- On success, reloads the account. If an inbox or archive folder name has been entered, the account's mailbox folders are read and the inbox and archive folders whose names match (not case-sensitive) are saved to the account.
- Closes the dialog and shows "Authentication Successful".
Ok (Send Test Email)
- For an Office 365 account, sends the message through Microsoft 365 using the account's sign-in. "Test Email Sent" is shown, or "Test Email Failed" with the reason.
- For an SMTP account, sends the message through the saved SMTP server, port, SSL option, and credentials. "Test Email Sent" is shown, or the error message from the server.
- When a message is sent, the account records the date, time, and user of the last test.
- Closes the dialog.