Overview

The Email (& SMS) administration screen provides system-wide settings for mailboxes and how your email works in Actionstep.

Navigation

The Email Admin screen is located at Admin > Email (& SMS).

Settings

The Email Admin screen offers several options for setup and settings.

Inbound email/Pop Collection

Actionstep allows you to specify a POP3 mailbox for emails to be downloaded and assigned to Matters automatically.

This is achieved by an automatic process which runs every 5 minutes which downloads new emails and analyzes each email based on the recipient or subject.

NOTE

This feature is not recommended to be enabled for new systems, instead we recommend using our Microsoft Office 365 add-in. Additionally, support for POP3 is being phased out by Microsoft, which may prevent the connection with Office 365.

This feature is now deprecated and will be phased out of Actionstep in the future (no current timeline). Please consider using the Microsoft Office 365 add-in or the Google Gmail add-in to assign and upload email instead.

This feature works by using POP3 protocol to download emails. This will generally cause all email in the selected mailbox to be downloaded to Actionstep then deleted from the server.

DO NOT connect this to your personal mailbox.

DO NOT connect a real mailbox to a test or trail Actionstep system that you do not intend on keeping.

Email is not an easily transferable data set as there is no standard (like CSV) for exporting many emails. Once Actionstep has downloaded your email, you will require a lot of technical skill to transfer from Actionstep to your original mailbox.
If in doubt, please use the Office 365 or Gmail add-ins instead.

Outbound email

The Outbound email screen provides a means for setting up system mailboxes and configuring system settings for how your outbound email works in Actionstep.

System mailboxes

System mailboxes are shared for all users. Any user can send an email from mailboxes added here. There are several options for which mailboxes can be setup.

Add an Office 365 mailbox	An office 365 mailbox can be added to Actionstep. This requires that the user log into Office 365 to allow the integration.
Add a Gmail mailbox	A Gmail mailbox can be added to Actionstep. This requires that the user log into Gmail and allow the integration.
Add an SMTP mailbox	Mailboxes can be added with SMTP details. This requires a host name, authentication method, port number, and login credentials. As this may be more advanced, it might be necessary to consult your IT department or do a websearch for the details of your specific email service.
Enable mailgun integration	Actionstep provides free email functionality which is provided by Mailgun (https://www.mailgun.com) This service allows you to send and receive emails via matters@yourorganizationkey.actionstep.com without any setup or configuration. Note: This mailbox is not as reliable as a 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. 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.

System Settings

Step change emails	This determines which mailbox (user or system) is used when emails are sent as part of a step change. When OFF, the default system mailbox will be used. When ON, the user mailboxes will be used (when they are available) to send emails on workflow step changes. Note: When no mailboxes are defined for the system or user, a message will appear: "Unable to find a mailbox to send email from. Please setup a system mailbox."
Mandatory disclaimer	Enabling this feature will allow you to set a disclaimer which will appear on all emails sent from within Actionstep. It provides a text editor to add your disclaimer.
Default signature	Enabling this feature will allow you to set the default signature for all users. Users have the option of overriding this if they wish. You can use merge fields here to customize it where needed.
Compose externally	Allows you to click on email addresses in Actionstep and use your desktop email client instead of the built-in email compose screen. An example of where this can be used is the primary participant card on matters.
Append ID in subject	Adds a specially formatted code in the subject of the email so it can be properly associated i.e. [id=42]. Note: Items sent via your desktop email application will not be kept in Actionstep unless you are using the Actionstep Outlook plugin and you associate the email when sending