Mailboxes

CodeSmith Insight can monitor your email accounts and create cases from those emails. This page will describe the mailbox settings page and how to configure your mailboxes to be monitored.

Mailbox Warning

Insight will import and delete mail messages from the external mailbox. Your mail will not be lost as it will be inside of Insight. People who wish to keep mail inside of a particular mailbox may wish to refrain from integrating that mailbox.

Mailbox Polling

Insight checks the mailbox by polling it, this polling time is configurable. Different billing plans have different minimum poll times.

From the Mailbox grid you have access to the "Check Mail" button. This will queue a job to bypass the poll timer of the selected mailbox, causing it's mail to be checked almost instantly.

Configuration Wizard

To help make the integration process as easy as possible, Insight provides a Mailbox Wizard to help integrate external mailboxes for use with Insight.

Step 1: You Information

This step asks for the most basic information regarding the mailbox you would like to integrate with.

Field	Description
Your Name	The mailboxes display name.
Email Address	The email address.
Password	The mailbox password.
Confirm Password	Confirm the mailbox password.

Step 2: Mail Service

This step allows you to configure the mail service settings. These settings may be automatically identified by the wizard for common mail services (such as Gmail or Live Mail). If these settings were properly identified this step will be skipped, and you will be advanced automatically to step 3.

Field	Description
Incoming Type	Mail service options include IMAP or POP3.
Incoming Server	The URL of the incoming server.
Incoming Port	The Port of the incoming server.
Outgoing Server	The URL of the outgoing server.
Outgoing Port	The Port of the outgoing server.
SSL	Whether the mail service uses SSL.

Step 3: Save and Activate

This step will display the results of a mailbox test. Green indicates that your mailbox has been successfully tested and is ready for use. Red indicates that an error occurred while testing the mailbox, and that additional changes may need to be made before this mailbox can be used.

Either way you can save the mailbox, or click the mailbox editor link to see or edit the more advanced options of the mailbox.

Mailbox Admin Panel

The Mailbox Panel is only available to administrators. To access this settings panel, first you will need to go to the Settings tab on the bottom left of the application, then click on the Mailboxes node. Once the Mailbox grid is visible you can create, delete, or select a Mailbox to edit.

General Tab

The General tab allows you to configure the general settings used by Insight to control the mailbox.

General Options

Field	Description
Name	The name of the mailbox.
Description	Description of the mailbox.
Is this mailbox active?	Whether the mailbox is currently active and checking for new emails.
Use this as the default mailbox?	If the mailbox is marked as the default, it will be used when no mailbox is specified.

System Options

Field	Description
Auto Reply Template	The template that will be used to create the content of an auto response send back to anyone who submits an email to the mailbox. If you do not want to send an auto response, just select "None".
Poll Interval	This determines how frequently the mailbox is polled for new emails. There may be limitations on the available options in this field based on your billing plan.

Email Tab

The Email tab allows you to configure the SMTP and POP3 settings for the mailbox.

User Information

Field	Description
Display Name	The mailbox display name that will appear in outbound emails.
Address	The mailbox email address.

Incoming Mail Server Information

Field	Description
Incoming Type	The type of mail server used. Insight supports connecting to IMAP and POP3 mail servers.
Server	The mail server name. (Example: imap.gmail.com)
Port	The mail server port. (Example: 993)
SSL	Whether or not to use a secure connection when connecting to this server.
Username	The username to login to this server. (Often this is just the email address.)
Password	The password to login to this server. (When editing a mailbox this field will be blank, only specify a value if you wish to update the password.)
Inbox Folder	The IMAP folder where new emails are located. (Only applicable to IMAP.)
Archive Folder	The IMAP folder where new archives are located. (Only applicable to IMAP.)

Outgoing Mail Server Information

Field	Description
Server	The mail server name. (Example: smpt.gmail.com)
Port	The mail server port. (Example: 465)
SSL	Whether or not to use a secure connection when connecting to this server.
Username	The username to login to this server. (Often this is just the email address.)
Password	The password to login to this server. (When editing a mailbox this field will be blank, only specify a value if you wish to update the password.)

Case Tab

The Case tab allows you to configure default settings for cases received from the mailbox

Field	Description
Project	The project assigned to new cases.
Type	The case type assigned to new cases.
Tags	The tags assigned to new cases.
Custom Fields	The custom field values assigned to new cases. These are in the form of a connection string ie. Field1=value;Field2=value;

Custom Fields Format:

CustomField="Value";

Example:

MailServer="GMail";SentTo="Tom";

Signature Tab

The Signature tab allows you to control the signatures of outbound emails.

Field	Description
Signature	The signature that will auto populate the bottom of outbound emails. This signature can use snippet variables.
Branding Text	Branding that is added to the bottom of outbound emails as they are sent, and will not appear in the editor. This is only editable to users not on the Free Billing Plan.