3.3 - Email Settings

Overview

ProcessMaker can be configured to send out emails to keep its users apprised of new cases in their inbox and notify them at specified times while running cases. This page will explain the settings that can be used to configure the email servers within ProcessMaker.

The user can configure the email servers to be able to use the following components:

• Tasks: Automatically emails a user when they are assigned to a task in a case.
• Events: Sends Message Events to users at particular times in the course of a case.
• Trigger code with the PMFSendMessage() function.
• Case Notes: Sends the case notes in emails to the users who have participated in the case.

Note: The email settings have been tested with Gmail, Yahoo and Hotmail services. It is not recommended to use Office 365, since it has not been tested and some configurations may not work as expected.

Edit the Email Server Configurations

Allow ProcessMaker to send out email notifications by logging in to ProcessMaker with a user such as "admin", who has the PM_SETUP permission in their role.

Then, to edit the Email Server configuration go to ADMIN > Settings > Email Servers and the following interface will appear.

Note: Users must have the PM_SETUP_EMAIL permission assigned to their role to access the ADMIN > Settings > Email Servers option.

Select the only item listed in the page that opens. This item represents an email server that is not configured yet called "MAIL". Click on the Edit button to change the configuration of this email server.

A new window named "Edit Email Server" will appear, where the following options for the "Email Engine" field are presented:

• SMTP (PHPMailer)
• SMTP - IMAP (PHPMailer)
• Mail (PHP)

These options will be explained in sections below.

Email Server Configuration Options

In the Edit Email Server window, the Email Engine field must first be defined. In this dropdown select either:

• SMTP (PHPMailer): This option sends email using the PHPMailer program. Select this option to use an email server that 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) that supports SMTP. If using an external email service, read the configuration information below for Hotmail, Yahoo or Gmail, or see this list for the SMTP configuration of other email providers.
• SMTP - IMAP (PHPMailer): This option stores email messages on a mail server, but allows the end user to view and manipulate the messages as though they were stored locally on the end user's computing device(s). Available Version: As of ProcessMaker 3.4.0.
• Mail (PHP): Select this option to use PHP's mail() function to send the email via the Mail Transfer Agent (MTA), such as SendMail, Postfix or Exim, which is installed and configured on the same server where ProcessMaker is installed. Make sure that the php.ini file on the server is configured to use the MTA. 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.

SMTP (PHP Mailer)

If this option has been selected in the Email Engine option, the following fields must be filled in:

Where:

• Server: The IP address or domain name for the email server. For example, "smtp.gmail.com", "smtp.mail.yahoo.com" or "smtp.example.com".
• Port (default 25): 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. (See also the corresponding settings by email provider.)

  Note: Make sure 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.
  • Password: The password for the user account.
• Sender Account: The name of the user account from which emails are sent. Some email servers, such as Gmail, require that the account name include the full email address, such as: johndoe@gmail.com.
• Sender Email: Email account from which the email notifications will be sent. Otherwise as of ProcessMaker 3.3.0, if Sender Email is empty, the Sender Account replaces it.
• Sender Name: Set the name of the email address from which emails are sent, such as "My Company Admin". If left blank, then emails will be sent from "ProcessMaker" by default. When the flow of a process reaches an Intermediate Email event and the Sender Name is left blank, the Sender Name displays the value of the Sender Account field by default.
• Use Secure Connection: Select whether the email requires a secure connection:
  • No: No secure connection to the email server required.
  • TLS: Select to use Transport Layer Security to connect to the email server.
  • SSL: Select to use Secure Sockets Layer to connect to the email server.

  Note: It is strongly recommended to establish secure connections with email servers using SSL or TLS security certificates by enabling one of the two previous options.

• Send a test mail: Check this option to send a test mail. When checked, it displays the Mail to field.

  • Mail to: Email account to which the test mail will be sent.
• Set as default configuration: If checked it, will set this email configuration as the default from now on.

Note: To use Office 365 that usually requires more time to connect than other message services, as of ProcessMaker 3.3.0 an IT manager can define the SMTP server time out when sending emails. For this purpose in the env.ini file, configure the smtp_timeout parameter.

Mail (PHP)

If using this option, no configuration information needs to be entered.

• Sender Email: The email account from which the email notifications will be sent. Otherwise as of ProcessMaker 3.3.0, if Sender Email is empty, the "Mail (PHP)" label replaces it.
• Sender Name: Set the name of the email address from which emails are sent, such as "My Company Admin". If left blank, then emails will be sent from "ProcessMaker" by default. When the flow of a process reaches an Intermediate Email event and the Sender Name is left blank, the Sender Name displays the value of the Sender Account field by default.

• Send a test mail: Check this option to send a test mail. When checked, it displays the Mail to field.

  • Mail to: Email account to which the test mail will be sent.

Testing the Email Configuration

After filling in the email settings, click on the Test button to test the email configuration.

If there is an error when configuring the server, then a red X will appear in red as seen in the image below. Try changing some of the 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 on the Save Changes button to save the email configuration.

Note: Take into account that when using one email account in the Sender Account field, but a different Sender Email account, the from account sent in the emails will always be the account set in the Sender Account field. The account set in the Sender Email field will be sent as the reply-to.

Settings of Common Email Providers

The following sections explain how to set the email server of four common email providers, which are:

• Gmail
• Gmail using SMTP Relay
• Yahoo
• Hotmail
• Outlook

Email Configuration for Gmail

• Email Engine: SMTP (PHPMailer)
• Server: smtp.gmail.com
• Port: 587
• Require authentication:
• Sender Account: account_name@gmail.com or account_name@company_name.com
• Password: account_password
• Use Secure Connection: TLS

Gmail 2-Step Verification

If using a 2-Step Verification Gmail account, it is necessary to use a Google Application Password to make a connection with ProcessMaker.

To do this, log into your Gmail account and go to your App passwords page. Click Select app and choose the Other option.

Write ProcessMaker in the text field and click the Generate button.

An App password (the 16 character code in the yellow bar) will be generated. Copy the code and click on Done to close the window. Take into consideration that each app password is only used once, and once generated that app password code cannot be seen again.

The new app password will be listed and ready to use.

Now, go to the Email Server Configuration in ProcessMaker, and instead of your normal password place the 16-character code in the Password field.

After filling in the email settings, click on the Test button to test the email configuration.

Turn on Access for less secure apps in Gmail

Warning: G Suite began to remove Enforce access to less secure apps (LSA) for all users on October 30, 2019. Please refer to the ProcessMaker's Email Configuration for Gmail using SMTP Relay for functionality that might meet your needs.

Gmail does not allow emails to be sent from apps that it seems less secure. The Access for less secure apps option needs to be enabled in the Gmail account in the Sender Account field if sending the test email fails with the error message: SMTP Error: Could not authenticate

Google will send an email to your Gmail account warning:

Google just blocked someone from signing into your Google Account
xxxx@gmail.com from an app that may put your account at risk.

For example:

Click on the "allowing access to less secure apps" link at the bottom of the email. It will open a new tab or window to allow access from less secure apps. In the Access for less secure apps option, select the Turn on radio button.

Now, it should be possible for ProcessMaker to send out emails from the Gmail account.

Email Configuration for Gmail using SMTP Relay

Use the following settings to configure Gmail to use an SMTP relay:

• Email Engine: SMTP (PHPMailer)
• Server: smtp-relay.gmail.com
• Port: 587
• Sender Account: account_name@company_name.com
• Use Secure Connection: TLS

To run correctly the email server, before you must enable the SMTP relay.

Enable SMTP Relay

If your organization uses an SMTP service through Google, you can configure the SMTP relay service to route outgoing mail. Take into account you must have G Suite. For this purpose, follow these steps:

1. Log on as an administrator account.

2. Click at the top right.

3. Click More.

4. Click Admin.

   

5. The Admin Console screen displays. Click Apps.

   

6. The Apps screen displays. Click G Suite.

   

7. The G Suite screen displays. Click the Gmail row.

   

8. The Settings for Gmail screen displays. Scroll to the bottom of the page and click Advanced settings.

   

9. The General Settings tab displays. On the left, make sure to select the top-level organization.

10. Scroll to the Routing section, hover over the SMTP relay service setting, and then do one of the following:

    • If an SMTP relay is not configured, click Configure.
    • If the setting is already configured, click Edit or Add Another.

    In this case click Add Another.

    

11. The Add setting window displays. In the SMTP relay service section, enter a unique description.

    

12. In the Allowed senders section, select the users who are allowed to send messages through the SMTP relay service. In this case ProcessMaker recommends Only addresses in my domains. It means that the sender doesn't have to be a recognized G Suite user, but must be in one of your registered domains. This can be useful when you have third-party or custom applications that need to send messages. If you chose to only accept messages from specified IP addresses in my domains, the IP addresses / ranges section becomes enabled.

13. In the Authentication section, check Only accept mail from the specified IP addresses. It means the system only accepts mail sent from these IP addresses as coming from your domains. After checking Only accept mail from the specified IP addresses, add IP addresses by following these steps:

    a. In the IP addresses / ranges section, click ADD IP RANGE or Add IP range.

    b. A new window displays. In the Description field, enter a description for the IP address or range.

    

    c. In the IP address/range field, enter the IP address or range. Use the Classless Inter-Domain Routing (CIDR) format to enter an IP range; for example, 123.123.123.123. Use your own public IP address. The maximum number of IP addresses that you can specify in the range is 65,536. It is recommended that you keep the allowed IP range as narrow as possible for security reasons. You can also use IPv6 address formats to specify an IP address; for example, 1050::5:600:300c:326b.

    d. Check the Enabled box to enable this IP address or range.

    e. Click SAVE. The new IP range is listed in the IP addresses / ranges section.

14. In the Encryption section, check the Require TLS encryption box to require that the communication between your server and Google’s server be TLS encrypted, including the message contents.

    Note: If your email server does not support TLS, do not check this box. If you check this box, Google rejects messages that are not encrypted.

    

15. Click ADD SETTING.

16. The General Settings tab lists the new SMTP relay service at the bottom. Click SAVE. It can take up to an hour for changes to propagate to user accounts.

    

To know more about the SMTP relay setting, see SMTP relay.

Email Configuration for Yahoo!

• Email Engine: SMTP (PHPMailer)
• Server: smtp.mail.yahoo.com
• Port: 587
• Require authentication:
• Sender Account: account_name@yahoo.com
• Password: account_password
• Use Secure Connection: TLS

Note: Yahoo limits accounts to 500 emails per day and emails can only be addressed to a maximum of 100 recipients.

Email Configuration for Hotmail

• Email Engine: SMTP (PHPMailer)
• Server: smtp.live.com
• Port: 25 or 587
• Require authentication:
• Sender Account: account_name@hotmail.com
• Password: account_password
• Use Secure Connection: TLS

Note: Hotmail accounts are limited to a maximum of 300 messages per day and up to 100 recipients per message. However, you can increase your Hotmail message sending limits.

Email Configuration for Outlook

Settings for Outlook accounts:

• Email Engine: SMTP (PHPMailer)
• Server: smtp-mail.outlook.com
• Port: 25 or 587
• Require authentication:
• Sender Account: account_name@hotmail.com
• Password: account_password
• Use Secure Connection: TLS

Checking the Email Configuration

To make sure that ProcessMaker is properly configured to connect to an email server, go to ADMIN > Settings > Email Servers and send a test email as shown in sections above. 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 connect to 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:

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:

In this case, smtp.mail.yahoo.com is using port 25 for unsecured 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:

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:

Windows:

Note: The command is not available in Window 7, check this response in this forum to learn about a way to view the ports.

Sending Emails from Different Server and User Accounts

By default, all emails are sent out by the email server and user account configured in ADMIN > Settings > Email. In some processes, however, it may be appropriate to send emails from a different email server and/or user account. The config parameter has been added to the PMFSendMessage() function, to allow emails to be sent out with a different email server and/or user account.

To create a trigger that sends out an email from a custom email server and/or user account, go to DESIGNER and open a process for editing. Then, go to the Triggers tab and click on New. Then select ProcessMaker Functions and click on PMFSendMessage() in the list:

See the documentation for this function. The parameter to configure an alternative email server is the last parameter of the function.

The function definition of PMFSendMessage():

To use an alternative email server and/or user account, the config parameter of PMFSendMessage() should be set either a string with the UID of the email server or account settings, or an associative array with the following values as the keys:

• MESS_ENGINE: Select the email server that will be used to send out emails. Possible values include:
  • "PHPMAILER": This option sends email using the PHPMailer program, which is recommended if using an external email service (such as Yahoo!, gmail, hotmail, etc.) or if the server running ProcessMaker is not configured to use a Mail Transfer Agent (such as SendMail, Postfix, exim, etc.).
  • "MAIL": This option uses PHP's mail() function to send the email, which means that the server running ProcessMaker should have a Mail Transfer Agent (such as SendMail, Postfix, Exim, etc.) and PHP should be configured to use it. If this option is used, then the MESS_SERVER, MESS_PORT and SMTPSecure parameters are ignored.
• MESS_SERVER: The IP address or domain name of the email server. For example, "smtp.live.com" or "smtp.example.com".
• MESS_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 an SSL or TLS connection, generally port 465 is used.
• MESS_ACCOUNT: The name that will be used in the From field of the message. It can be an email address, such as "johndoe@example.com", or a name, such as "John Doe" or "Acme Inc.". This value depends upon the email provider. For example, the Gmail email server always uses an email address in this field. If this field is an email address, the MESS_FROM_MAIL parameter is ignored, but if it is a name, MESS_FROM_MAIL should be set to a valid email account.
• MESS_FROM_MAIL: If MESS_ACCOUNT is set to a name, set this value to the email address from which the notification will be sent, such as: "johndoe@example.com"
• MESS_RAUTH: Set to 1 if the server requires authentication, meaning that a password is required; otherwise, set it to 0.
• MESS_PASSWORD: The password of the user account.
• SMTPSecure: Select whether the email requires a secure connection:
  • "": Set to an empty string if a secure connection to the email server is not required.
  • "ssl": If using Secure Sockets Layer to connect to the email server.
  • "tls": If using Transport Layer Security to connect to the email server.

Emailing Members of a Group

In this example, the members of a group named "Employees" will receive emails from a Gmail account that is specified in the associative array $serverConfig, which is passed to the config parameter of PMFSendMessage():