Smart POP and SMTP
Thursday, September 29, 2016 1:34 AM


Smart POP accounts are used to accrue messages from multiple e-mail addresses, through a single connection. For example, if an e-mail server is configured to allow this, we can set-up one account "@example.com" to retrieve e-mails for person1@example.com, person2@example.com & personX@example.com et cetera. In this way we can save effort by avoiding setting up individual accounts for each person. Additionally, in some situations administrators may not even know all possible addresses and we can use smart POP to get e-mails for all addresses from the domain "@example.com".

Additionally Smart POP accounts allow us to dispatch messages into ticketboxes by analyzing the "To" & "Cc" fields of the incoming e-mails, against the "Address to Folder" mapping table (found in the [Smart POP] tab of the "E-mail account Properties" page). In cases where the table is not flexible enough (for example, a full list of possible e-mail addresses is not known) use e-mail dispatching rules. This lesson will show you how to add a POP account to the Smart POP feature.


 

After creating a new ticketbox (see the lesson Adding a New Ticketbox for more information)...

In the Administration screen, expand the [E-mail Accounts] node, expand the [Shared by ticketboxes] node and select the [Smart POP] folder. In the right hand pane, right click and select [New...].



 

The "E-mail account Properties" page will appear. Under the [General] tab, please fill in the description & POP3 settings for the account you wish to import e-mails from.

Finally click the [Test POP3] button, you will be asked to enter the pop3 server password again and if your settings are correct, you will receive a popup confirming success.




Click the [Smart POP] tab and then specify the ticketbox where the e-mails will be imported to, by clicking the [...] button. Select a ticketbox from the "Select Folder" dialog and click [OK] to add it (note: only one folder can be selected).



 

Enter the e-mail address associated with this ticketbox in the [Address:] field.

Click the [Add] button to add the ticketbox & detail, then finally click [Ok] to create the association.




We can see the newly created Smart POP entry. You can add additional entries or delete existing ones by right clicking and selecting [New...] or [Delete...] respectively.




In the Workspace screen, we can see the ticketbox is filled with e-mails imported form the private e-mail account associated with it. The user can now access private e-mails within FocalScope.


Smart SMTP

Smart SMPT is a counterpart to Smart POP. When sending a message or a reply out from a ticketbox, there is always the question "What to put in the [From] field and which account (SMTP server) to use to send the message?". By setting up Smart SMTP, the administrator answers this question for e-mails received by Smart POP accounts. For such messages FocalScope will use the "Folder to Address" mapping table (found on the [Smart SMTP] tab of the "E-mail account Properties page") to match the address of an incoming message and assign a "From" account for it. For new outgoing e-mails, FocalScope will request the selection of one pre-configured SMTP account & address in the mapping table for that folder. This lesson will detail how to add an SMTP account to the Smart SMTP feature.


 

After creating a new ticketbox (see the lesson Adding a New Ticketbox for more information)...

In the Administration screen, expand the [E-mail Accounts] node, expand the [Shared by ticketboxes] node and select the [Smart SMTP] folder. In the right hand pane, right click and select [New...].



 

The "E-mail account Properties" page will appear. Under the [General] tab, please fill in the description & SMTP settings for the account you wish to send e-mails from.

Finally click the [Test SMTP] button, you will be asked to enter the SMTP server password again and if your settings are correct, you will receive a popup confirming success.




Click the [Smart SMTP] tab and then specify the ticketbox where the e-mails will be created in and sent from, by clicking the [...] button. Select a ticketbox from the "Select Folder" dialog and click [OK] to add it (note: only one folder can be selected).



 

Fill in the [Address:] field with the "from e-mail" you want to attach to e-mails sent from this folder/account. Also add the display [Name:] which will be displayed in sent e-mails.

Click [Add] to finish adding the ticketbox and details, then click [Ok] to create the new association.




We can see the newly created Smart SMTP entry. You can add additional entries or delete existing ones by right clicking and selecting [New...] or [Delete...] respectively.




In the Workspace screen, if we create a new mail in the [Sent Private Mail] ticketbox, we will note in the [From:] field the Name and E-mail we specified in the Smart SMTP association. If we send the mail it will be created in the folder and be sent using the SMTP server we configured.