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.
To automatically email a user when assigned to a case, see the Notification tab under Task Properties. To email users at particular times during the course of a case, create a Send Message Event. For greater flexibility, create a conditional notification with the PMFSendMessage() function in a trigger.
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 > Email Settings 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.
If using Mail (PHP) option, no configuration information needs to be entered. If using the SMTP (PHPMailer) option, then define the following fields:
- Server: The IP address or domain name for the email server. If using a SSL or TLS connection for greater security, prepend "ssl://" or "tls://" to the address. For example, "ssl://smtp.mail.yahoo.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.
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: tls://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
With SSL:
- Email Engine: SMTP (PHPMailer)
- Server: ssl://smtp.mail.yahoo.com
- Port: 465
- Require authentication:
- Account From: account_name@yahoo.com
- Password: account_password
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
Business email account with SSL:
- Email Engine: SMTP (PHPMailer)
- Server: ssl://smtp.bizmail.yahoo.com
- Port: 465
- Require authentication:
- Account From: account_name@company_name.com
- Password: account_password
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
With SSL:
- Email Engine: SMTP (PHPMailer)
- Server: ssl://smtp.live.com
- Port: 465
- Require authentication:
- Account From: account_name@hotmail.com
- Password: account_password
