Setting up email using basic SMTP authentication is easy, but it's not recommended because of its security limitations. In addition, it does not work with Gmail or most Microsoft accounts. If you use Gmail, see Email Setup with Gmail OAuth 2.0 for instructions. If you use Microsoft 365 or Exchange services, see Email Setup with Microsoft Graph or Email Setup with Microsoft OAuth 2.0 for instructions. The one exception is Microsoft Exchange on-premise accounts, which still support basic authentication.

Set Up Outbound Email

Follow the steps below to set up the default outbound account in Agiloft.

1. Go to Setup > Email and SMS > Configure Email Server.

2. Review the SMTP server listed. By default, the SMTP Server is set to agiloft.mail, which will work if Sendmail is installed on your server. Otherwise, you will need to identify an SMTP server to use. 

3. Review the SMTP options selected below the server address and make adjustments if necessary. The SSL/TLS option is used if the server supports encryption, for maximum security. If this does not work, the STARTTSL option often works, as it negotiates security after the initial exchange. 
4. Enter the SMTP login, which is the first half of the email address for the default SMTP account. The login should not include the full address; only enter the part that precedes the @ sign.
5. Enter the SMTP password for the account.

6. Define the Default outbound email address for your system. The outbound address does not have to be a functional email address, but it must be formatted like an email address for validation purposes. If you do plan to send emails using this address as the From address, it's best to match the email server's domain so that the emails are less likely to be marked as spam.

7. Test your email setup by entering your email address in the text box and clicking Finish.

Next Steps

Now that the default outbound account is set up, continue to the appropriate next step:

• If you're enabling inbound email, proceed to Set Up Inbound Email below.
• If you're not enabling inbound email, see Recommended Email Setup.

Set Up Inbound Email

Setting up an inbound email account is done on a per-table basis. We recommend you connect one inbound account for the Contracts table, so correspondence and documents related to contracts are captured in those records. In some cases, you might set up additional inbound accounts for other process tables like Sourcing Events. Each table in which records will be created or updated by email must have its own inbound account. One table can have more than one email account to serve different purposes.

Follow the steps below to set up an inbound email account. The instructions use the Contracts table as an example, but you can follow these steps to configure inbound email for other tables as well.

1. Go to Setup > Email and SMS > Inbound Email Accounts. This list includes all existing inbound email accounts for all tables.
2. Edit the demo configuration for Contract. If you've already configured Contract and are adding another inbound account, select a different demo configuration to modify or click New to create a new configuration.
3. On the Table tab, if the table isn't already selected because this is a new configuration, select the table that will receive inbound email. If you're editing an existing configuration, the table is already selected.
4. Click Next.
5. On the Server tab, select IMAP and enter the server name and port to use for the connection.
6. Click Next.
7. On the Account tab, enter the Email address.

8. In the Email Account field, enter the complete username, which may include a domain or other information.

   It is possible to use a shared mailbox for the inbound account if you're using username and password authentication. Shared mailboxes are typically owned by a non-shared account that is used for authentication. Use the shared account in the Email field, use the password for the owner account in the Password field, and combine the two accounts in the Email Account field in this form: accountowner@example.com/sharedmailbox@example.com.

9. Enter the password for the authenticating account.
10. Select the Activity desired for this account. You can use this to disable active use of this account.
11. For IMAP accounts, if desired, enter the folder path where incoming emails should be filed.
12. Go to the last tab and click Finish. 

Next Steps

Now that an inbound account is set up, continue to the appropriate next step:

• If you want to set up an inbound account for another table, repeat the steps in Set Up Inbound Email above.
• If you've finished setting up inbound accounts, see Recommended Email Setup.