Implement SmartMail

SmartMail allows X number of mail servers and X number of mailboxes to be periodically polled and their attachments downloaded to disk.

This is used primarily in conjunction with inbound Purchase Invoices from Suppliers to import their attachments into DbCapture.


SmartMail also allows any number of mail servers to relay outbound emails. This is a seperately licensed capability, see the How to Apply Licenses section to check this.

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Apply licences

Now understood, from the licenses you received:

Where licensed for the SmartMail (outbound delivery):

1. Using Windows File Explorer, navigate to where you un-compressed your licenses, and copy the 5bbedc8dad89d73b20197cf8.json to your clipboard
2. Using Windows File Explorer, navigate to the C:\V1Home\SmartSuite\SmartMail\licenses directory and paste it
3. Navigate to services.msc and start the V1SmartMail service.

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Pre-Requisites

• You must be logged on to the V1 Server where the Server installation has been performed
• The Server Components installation is under C:\V1Home (change as appropriate)
• You have access to the mail server you intend to use and the capability to create / administrate mailboxes. Have the credentials to hand
• As an example, your domain is mycompany.com. Change as appropriate
• The Inbound mailbox has already been configured as part of the standard implementation guide

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Access the Configuration Screen

SmartMail can only be configured in debug mode to prevent erroneous usage.

1. Open services.msc and stop the V1SmartMail service (if started)
2. Open a CMD prompt as administrator, cd to the C:\V1Home\SmartSuite\SmartMail directory
3. Enter the following command:

node.exe src/app.js config

4. Press enter, wait for the message 'awaiting command ...' to display
3. Open your Web Browser of choice and navigate to http://127.0.0.1:8444, this is the configuration screen

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General Configuration

1. Set log mode to console and file
2. Set Log Level to log errors only
3. Set Store log file Audit to yes
4. Set Purge log files older the # days to 30
5. Using File Explorer, ensure the path to cscript.exe is correct
6. Set cycle mailBoxes to Run continuously
7. Set poll time in seconds to be no lower than 30, 60 seconds or higher is advised.
8. Click the dustbin icon to remove any sample Mail Servers
9. Click the dustbin icon to remove any sample Mail Boxes
10. Click the Test connection button at the bottom of the screen to ensure internet connectivity to the V1 License Server
11. Click the Save Configuration button at the bottom and agree when the dialog pops up

You're now have a clean system ready to be configured.

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Inbound Mail Server Configuration

1. Click the Add New Server button
2. Where prompted, add an identifier, a plain english name for this server that is meaningful. NOTE: Avoid spaces in this name
3. Select the type of mailserver protocol it supports
4. If IMAP or POP3, confirm the host and inbound port, whether it requires tls and or ssl
5. Click OK

Repeat the above for as many mail servers as are required, taking note of the identifier as you'll need this when configuring each mailbox.

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Inbound Mail Box Configuration - IMAP or POP3

This example will assume you are using this extraction of an attachment.

1. Click the Add new Mailbox icon to a new mail box
2. Where prompted, add an identifier, a plain english name for this mailbox that is meaningful. NOTE: Avoid spaces in this name
3. Chose the Server ID is the same as the one configured in the previous chapter
4. Enter an email address to be polled for attachments
5. Enter the password to access this mailbox
6. Click the box Enabled
7. In the first dropdown, select EXTRACT as the action
9. Where prompted for File extensions, enter PDF|ZIP
10. Supply an Attachment path of C:\V1Home\Pickup\IMAGES
11. Click the plus icon
12. In the second dropdown, select SAVEMSG as the action
13. Supply a Message path of C:\V1Home\Pickup\EMAILS
13. Of the 4 tick boxes, tick just the middle 2, leaving the first and last UN-ticked
14. Click the plus icon
15. In the third and final dropdown below, select DELMSG
16. Click OK
15. Click Save configuration at the bottom of the screen.

The mailbox is ready to go, continue to the Inbound Mail Box Test chapter.

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Inbound Mail Box Configuration - Outlook (with / without MSGraph) or GMAIL - Additional Authentication

16. Go back to your CMD window. When clicking the Save configuration button, this will generate a URL in this window. Copy this to your clipboard
17. Open your web-browser of choice and paste in the URL
18. Your mail provider (whether Outlook or GMAIL) will request permission to access this mailbox, agree.
19. You will be given a code, copy this to your clipboard
20. Paste this into the CMD window, press enter.
21. Assuming successful, you will get a success message

The mailbox is ready to go, continue to the Inbound Mail Box Test chapter.

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Inbound Mail Box Test

NOTE: If using in conjunction with a service, stop the service to stop it from importing the any tests into DbCapture, leave it running if you do want to test.

1. Close your browser
2. Go back to the CMD window you launched to start V1 SmartMail in debug mode, close the window
3. Open services.msc and start V1SmartMail service.
4. Open two file explorers
5. Open one to the attachment path i.e. C:\V1Home\Pickup\IMAGES
6. Open one to the images path i.e. C:\V1Home\Pickup\EMAILS
7. Send an email with a PDF attachment to the mail box you've just created, wait 60 seconds.

You should see evidence of attachments in the IMAGES directory and the email content in the EMAILS directory.

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Outbound Mail Server Configuration

Repeat the steps in the above Access the Configuration Screen section.

NOTE: Be in a position to receive an email from a test relay you'll do after the config.

1. Click the Configure SMTP button
2. Select the Mode Normal, click Save Mode
3. Click the dustbin to remove any sample servers
4. Click Add New SMTP
5. Click the box for Default SMTP
6. Enter the Host, Port and authentication as specified by your provider
7. Click the Test email button, where received, click Save.
9. Close your browser
10. Go back to the CMD window you launched to start V1 SmartMail in debug mode, close the window
11. Open services.msc and start V1SmartMail service.

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How to check it's working

Aside from receiving emails / their attachments, consult the Logs for more detail on all inbound / outbound (where applicable) activity.