Configuring E-mail Box

As an omnichannel platform, 4biz connects with multiple communication channels. The variety is presented both in types and formats of the channels, as well as in their quantity. In this way, 4biz enables the simultaneous and connected use of several communication channels, facilitating contact between the service provider and consumer.

Among the communication options, email is one of the most active and popular ways. 4biz is capable of sending and receiving e-mails from several different accounts, even if they are on separate email servers. Therefore, the information flow can be built to meet business needs.

For example: Configuring a different email account for each contract managed by 4biz, where each e-mail box is hosted on the corresponding client's email server.

In this configuration, we have the following advantages:

Communication with clients is facilitated by using an email address familiar to their organization.
The impact of unavailability on communication is reduced once the loss of access to a server affects only the related contract.
Messages are properly stored and grouped by contract.

Procedure to register the mailbox

Access the functionality through the Navigation Menu > Parametrization > E-mail box;
Click on "New";
Complete the field "Description" to identify the e-mail connection;
Choose the type of E-mail box. Each one has a different purpose, namely:
1. The "Input" type means that E-mails that arrive in the specified email box will be read and processed. Use this option to indicate where users' messages will arrive.
  - In this case, new registration fields will be opened, such as:

- Server (host address or server IP); - Server port (Connection port); - User (E-mail address); - Connection Password; - Provider (Connection protocol, might be imaps, pops, imap, or pop); - Folder of the inbox where the e-mails will be stored (It is usually Inbox).

...
1. The "Output" type indicates the connection that will be used by 4biz to send e-mails originated by system actions. For example, confirmation of the opening of a request, request for approval, or the completion of a service.
  - In this case, new registration fields will be opened, such as:

- Server (host address or server IP); - Server port (Connection port - usually the value is 25); - Sender (Identification to be presented to the consignee); - Indicate whether secure authentication of type TSL/SSL is required; - Indicate whether connection user authentication is required. If so, the corresponding user and password fields will be required.

5. Click on "Save" to perform the operation.

Procedure to link an E-mail box to a Contract

If you want to link one of the previously registered e-mail boxes to a contract, follow the procedure:

Access the Navigation Menu > Processes > Portfolio and Catalog Management > Contract Registration;
Then link the e-mail box you want0 in the "E-mail Outbox" field to. The mailbox must be previously registered;
Click on "Save" to perform the operation.

Procedure to link an E-mail box to a workflow

If you want to link an e-mail box to a workflow, follow the procedure below:

Access the Navigation Menu > Tracker > Flow Design;
When creating or editing a flow, find the "Diagram" tab. Add or edit a "Send message - Email" connector;
In the "Message" tab, in the "E-mail Outbox Configuration" field there are 2 options:
- Choose the "Contract" option for the component to use the e-mail box indicated in the flow-related contract.
- Choose the "Specific" option to indicate the desired e-mail box.
Complete the parametrization of the email sending indicating in the "Recipients" tab, the users or groups that will be the recipients of the messages;
Click on "Save" to perform the operation.

🖊 Information: By default, every flow primarily uses the output system mailbox. Therefore, it is only necessary to indicate a specific mailbox, if it is necessary to satisfy a particular requirement of a workflow.