The Email Agent requires a unique dedicated account on either an external POP3 or an external IMAP mail server. The DocuShare Email Agent monitors the external mail account for incoming messages. When a message appears, the Agent processes that message; converts it into a new DocuShare Mail Message object, complete with properties and ACL; and distributes the message according to the addressees.
If the message is addressed to a Collection, then the Agent moves the message into that Collection. If the message is addressed to a Group, then the Agent forwards the message to the group members — as defined in the properties for that Group.
Prerequisites:
· A unique dedicated email account created on either an external POP3 or an external IMAP mail server. (example dsmail@mailserver.com) and the username and password used for this account.
Solution:
1. Log into DocuShare as admin.
2. Click the Admin Home link on the Navigation bar.
3. Click the [+] symbol next to Services and Components.
4. Click the [+] symbol next to Email Agent. The Email Account Configuration page displays.
5. In the Dedicated Email Address field type the Email Agent’s email address on the email server.
NOTE: The address should be dedicated to the Email Agent installed on this Docushare server and not used for any other purpose. Example dsmail@domain.com
6. In the Mailbox Login Name field enter the username of the Email Agent’s account on the email server.
7. In the Mailbox Password field enter the password for the Email Agent’s account on the email server.
8. In the Password Confirm filed enter the same password entered in the previous field.
9. In the Email field type the fully qualified domain name of the email server that is used with the Email Agent. Example: mailserver.domain.com
10. From the Email Server Type menu select the email server protocol that your email server uses (POP3 or IMAP)
11. In the Mail Folder field enter the name of the Email Agents mail folder. The default is INBOX. (This field is used when the email server is using IMAP)
12. Click the Apply button.
13. Click on the User Account link on the left hand side of the page. The User Account Configuration page displays.
14. In the Handle of the Email Agent User field enter the handle of the user who is the designated Email Agent user. By default, this user’s personal collection will be used as the Default Collection for email messages.
NOTE: The Email Agent user is the default owner assigned to email messages that are sent from users who do not have DocuShare accounts and that cannot be sent to the specified locations. For example, when the sender does not have write access to a collection or workspace, it is strongly recommended that you dedicate this account for use with the Email Agent. Example: User-18.
15. In the Default Collection field enter the handle of a collection. The collection specified will be used to store email messages when they cannot be sent to the specified collection. This can occur when a user specifies an incorrect collection handle or when the user does not have sufficient access permissions to the collection.
NOTE: If you do not specify a collection, the Email Agent user’s personal collection is used. Example: Collection-12
16. Click the Apply button.
NOTE: If Required, you can also configure additional email agent properties in the Digital Certificate, Advanced and Email Server Integration pages.
NOTE: If there is a problem with either the addressed collection or the addressed group, the Email Agent places the problem message into the defined default collection (Step 15) on the DocuShare site. If configured to do so, the Email Agent also emails a confirmation to the sender.
NOTE: The default collection tends to accumulate a lot of unclaimed messages, so the administrator should either act as postmaster and periodically reroute or remove misdirected and old messages from the collection, or make the default collection visible so users can access the collection and claim their own messages. One way of making the default collection visible is to make it a root collection that appears on the site home page. The administrator should give All Users except Guests, Reader and Writer permission to the collection.
NOTE: When DocuShare receives the email, it compares the from field to it’s list of user email address to try to associate the email sender to a DocuShare user (case sensitive) If DocuShare finds a match, the owner of the newly added object becomes the user and their permissions are used. If DocuShare cannot find a email that matches or the user does not have permission to the Collection that they are trying to place an object in, then the message will be placed in the default mail folder.