2.0/Email - Settings
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ProcessMaker can be configured to send out email to keep its users apprised of new cases in their Inbox and notify them at specified times while running cases. This page explains the settings to configure ProcessMaker to use an email server.
Basically, it's necessary to configure this email settings in order to use the following components.
- Tasks: To automatically email an user when assigned to a case.
- Events: Send Message Events, to email users at particular times during the course of a case.
- Conditional notification with the PMFSendMessage() function in a trigger.
- Case Notes: to send comments an information about cases.
Email Configuration
To allow ProcessMaker to send out email notifications, login to ProcessMaker with a user, such as the "admin" user, who has the PM_SETUP permission in his/her role.
Then, go to ADMIN > Settings > Email and check the 
Enable Email Notifications option.
First, define which email engine is used by ProcessMaker:
- Email Engine: Select the email engine which will be used to send out emails:
- 1. SMTP (PHPMailer) - http://phpmailer.codeworxtech.com/field
- Select this option to use an email server which supports the Simple Mail Transport Protocol (SMTP). If your organization does not have its own email server (such as sendmail, postfix, or exim), use an external email service (such as Gmail, Yahoo or Hotmail) which supports SMTP. If using an external email service, check the configuration information below for Hotmail, yahoo or Gmail or see this list for the SMTP configuration of other email providers.
- 2. Mail (PHP) - http://www.php.net/mail/
- Select this option to use PHP's mail() function. The server running ProcessMaker needs to have a Mail Transfer Agent (MTA) installed on it and needs php.ini to be configured to use it. If unable to deliver mail, check the sendmail_path setting. If using a Windows server, it may be necessary to change the SMTP and stmp_port settings.
- Note: SMTP (OpenMailer) which was an option in older versions of ProcessMaker is no longer recommended.
From version 2.0.40 on, the Email set up can be configured by the Admin user to prevent future changes as below:
Once it is configured, the information of the Email set up will appear only in view mode, and if it is open; the chart will be able to be edited it and will show the lock open.
If the admin user wants to make any changes to this information, he is able to do it by opening the lock: 
To keep the changes save, the user will have to close the lock again: 
SMTP (PHPMailer)
If using the SMTP (PHPMailer) option, then define the following fields:
- Server: The IP address or domain name for the email server. For example, "smtp.mail.yahoo.com" or "smtp.example.com".
- Port: The port number used by the email server. Generally port 25 is used, or alternatively port 587. If connecting to the email server with a SSL or TLS connection, generally port 465 is used. If left blank, the default port 25 will be used.
- Note: Make sure that that a firewall is not blocking this port on your ProcessMaker server.
Require authentication: Check this option to enable authentication. When checked, the Password field is displayed.
- Account From: The name of the user account from which emails are sent.
- Password: The password for the user account.
- Send a test mail: Check this option to send a test mail. When checked, it displays the Mail to field.
- Mail to: The email account to which the test mail will be sent.
- Use Secure Connection: Select whether the email requires a secure connection:
- No: Not a secure connection to the email server.
- SSL: Select if using Secure Sockets Layer to connect to the email server.
- TLS: Select if using Transport Layer Security to connect to the email server.
Mail (PHP)
If using Mail (PHP) option, no configuration information needs to be entered, except the type of secure connection.
- Send a test mail: Check this option to send a test mail. When checked, it displays the Mail to field.
- Mail to: The email account to which the test mail will be sent.
- Use Secure Connection: Select whether the email requires a secure connection:
- No: Not a secure connection to the email server.
- SSL: Select if using Secure Sockets Layer to connect to the email server.
- TLS: Select if using Transport Layer Security to connect to the email server.
Testing the Email Configuration
After filling in the email settings, click on the Test button to test the email configuration.
If an error message in red appears, then try different settings and test again.
If the Send a test mail option was selected, an email should arrive from "Process Maker OS":
Once all the tests pass, click the Save Changes button to save the email configuration.
Email Configuration for Gmail
- Email Engine: SMTP (PHPMailer)
- Server: smtp.gmail.com
- Port: 587
- Require authentication:
- Account From: account_name@gmail.com
- Password: account_password
- Use Secure Connection: TLS
Email Configuration for Yahoo!
Without SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.mail.yahoo.com
- Port: 25 or 587
- Require authentication:
- Account From: account_name@yahoo.com
- Password: account_password
- Use Secure Connection: No
With SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.mail.yahoo.com
- Port: 465
- Require authentication:
- Account From: account_name@yahoo.com
- Password: account_password
- Use Secure Connection: SSL
Business email account without SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.bizmail.yahoo.com
- Port: 25 or 587
- Require authentication:
- Account From: account_name@company_name.com
- Password: account_password
- Use Secure Connection: No
Business email account with SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.bizmail.yahoo.com
- Port: 465
- Require authentication:
- Account From: account_name@company_name.com
- Password: account_password
- Use Secure Connection: SSL
Email Configuration for HotMail
Without SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.live.com
- Port: 25 or 587
- Require authentication:
- Account From: account_name@hotmail.com
- Password: account_password
- Use Secure Connection: No
With SSL:
- Email Engine: SMTP (PHPMailer)
- Server: smtp.live.com
- Port: 465
- Require authentication:
- Account From: account_name@hotmail.com
- Password: account_password
- Use Secure Connection: SSL
Checking the Email Configuration
To make sure that ProcessMaker is properly configured to connect to an email server, go to ADMIN > Settings > Email and send a test email. If ProcessMaker is unable to connect to the email server, check the address, port number and firewall.
Check the Address
If the test email fails, then first verify that the ProcessMaker server can address the email server. Go to the command line of the ProcessMaker server and issue a ping. (Use CTL+C to stop the pings.)
For example:
ping smtp.mail.yahoo.com PING smtp.mail.us.am0.yahoodns.net (98.138.84.55) 56(84) bytes of data. 64 bytes from vcs-s-myc.mail.vip.ne1.yahoo.com (98.138.84.55): icmp_req=1 ttl=48 time=210 ms 64 bytes from vcs-s-myc.mail.vip.ne1.yahoo.com (98.138.84.55): icmp_req=2 ttl=49 time=189 ms 64 bytes from vcs-s-myc.mail.vip.ne1.yahoo.com (98.138.84.55): icmp_req=3 ttl=48 time=210 ms 64 bytes from vcs-s-myc.mail.vip.ne1.yahoo.com (98.138.84.55): icmp_req=4 ttl=48 time=215 ms ^C --- smtp.mail.us.am0.yahoodns.net ping statistics --- 5 packets transmitted, 4 received, 20% packet loss, time 4001ms rtt min/avg/max/mdev = 189.429/206.650/215.775/10.173 ms
Note: Some systems may block the IMCP packets used by ping, so the email server may be operating even if the ping fails.
Check the Ports
Then, check which ports are being used by the email server with a tool such as Nmap which shows which ports are being used.
For example, to check which ports are used by smtp.mail.yahoo.com:
nmap smtp.mail.yahoo.com Starting Nmap 5.21 ( http://nmap.org ) at 2012-03-26 12:55 BOT Nmap scan report for smtp.mail.yahoo.com (98.139.212.139) Host is up (0.16s latency). Hostname smtp.mail.yahoo.com resolves to 3 IPs. Only scanned 98.139.212.139 rDNS record for 98.139.212.139: vcs-s-myc.mail.vip.bf1.yahoo.com Not shown: 996 filtered ports PORT STATE SERVICE 25/tcp open smtp 80/tcp closed http 465/tcp open smtps 993/tcp closed imaps Nmap done: 1 IP address (1 host up) scanned in 11.38 seconds
In this case, smtp.mail.yahoo.com is using port 25 for email and port 465 for email with a secure connection.
To check which ports are being used by the local machine, use netstat -tanp in Linux/UNIX or netstat -anb in Windows.
For example, to figure out which port is being used by the EXIM mail server on the local machine:
netstat -tanp Active Internet connections (servers and established) Proto Recv-Q Send-Q Local Address Foreign Address State PID/Program name tcp 0 0 127.0.0.1:631 0.0.0.0:* LISTEN 1596/cupsd tcp 0 0 0.0.0.0:45367 0.0.0.0:* LISTEN 1113/rpc.statd tcp 0 0 127.0.0.1:25 0.0.0.0:* LISTEN 2269/exim4 tcp 0 0 127.0.0.1:3306 0.0.0.0:* LISTEN 1872/mysqld tcp 0 0 127.0.0.1:80 0.0.0.0:* LISTEN 1464/apache2 tcp 0 0 0.0.0.0:111 0.0.0.0:* LISTEN 1098/rpcbind tcp 0 0 127.0.0.1:7634 0.0.0.0:* LISTEN 1654/hddtemp
Check the Firewall
If the test email fails, then make sure that no firewall is blocking the port used by the email server.
Linux/UNIX:
To see which ports are open, use the netstat command as shown above. To check the status of iptables, use the command: iptables -L -n -v
For example, the following output indicates that iptables isn't configured, so no traffic should be blocked:
iptables -L -n -v Chain INPUT (policy ACCEPT 3951 packets, 2148K bytes) pkts bytes target prot opt in out source destination Chain FORWARD (policy ACCEPT 0 packets, 0 bytes) pkts bytes target prot opt in out source destination Chain OUTPUT (policy ACCEPT 4007 packets, 517K bytes) pkts bytes target prot opt in out source destination
Windows:
To see which ports are open, use the netstat command as shown above.
To check the status of the Windows firewall:
- In Windows XP/2003/Vista, use the command:
netsh firewall show state - In Windows 7/2008, use the command:
netsh advfirewall firewall
