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FacilitiesDesk allows you to configure the incoming E-mail settings and the outgoing E-mail settings such that it fetches the mails that are sent to the Facilities management team and sends notifications and feedback to the Supervisors, Requesters and Vendors. In addition, you can mark all your junk mails under Spam on defining certain filter criteria for the mail. Also, you can enable e-mail parse for the incoming email and set various request fields from the email content.
To configure FacilitiesDesk mail server settings,
Click the Admin tab in the header pane. The configuration wizard page opens.
In the General Settings
block, select Mail Server Settings icon . The
Mail Server Settings page opens.
Incoming Mail Settings
By default you have Incoming Mail Settings tab selected. All the fields marked * are mandatory fields. Enter the server name, user name, password, e-mail address, port, and the time interval in which the mail needs to be fetched periodically. The time period is in minutes. The e-mail type should be selected from the combo box.
Click Save. On successful connection to the server, the success message is displayed and the UI changes as below,
To start fetching the mails, click the Start Fetching button. Once the mail fetching is started, the Save button in the incoming mail server settings is disabled. If you wish to change any of the settings, then you need to stop mail fetching, make the changes, save them and then restart the mail fetching.
Outgoing Mail Settings
In the Email Settings page, click the Outgoing tab. The outgoing mail settings form opens.
Specify the outgoing mail Server Name/IP Address, reply-to e-mail address, and port. These three are the mandatory fields.
If there is an alternate server, then enter its name in the Alternate Server Name / IP Address field.
Enter the name of the sender in the Sender's Name field.
Choose the e-mail type, which is usually SMTP. The Port associated to SMTP is 25 by default.
If your SMTP server for outgoing mails require authentication, then select the check box Requires Authentication.
Enter the User Name and Password in the respective fields.
Click Save.
Spam Filter
You can mark all your junk mails under spam by defining filter criteria for the mails. Once you set a criteria and mark a mail as spam then that e-mail will be dropped and no new requests will be created out of them. To configure spam filter,
Click on the Spam Filter tab.
Define a rule by selecting a Criteria from the combo box. And also select the Conditions from the combo box.
And specify the filter content in the given text field by clicking the choose button.
Ex: if criteria is SENDER and Condition is CONTAINS then the content can be xyz@acme.com.
Click Add to Rules button to add the criteria to the rules and match it with the incoming mails. Specify Match all of the following (And) or Match any of the following (OR) option to match with the rule by selecting any of the radio buttons.
Save the details.
E-mail Parser
While raising requests via mail into the application, the various parameters such as Status, Priority, Urgency, Level and so on are set using Business Rules. A easier and less complex method to auto set the fields is by using E-mail Parser. The fields is set within delimiter in the email description and on parsing, the corresponding fields are filled in the request form.
Click E-mail Parser tab.
Specify the E-mail Subject Content for which you wish to parse the request. Say, @@Status@@.
Specify the Parser Delimiter. Say @@, $$. Both the fields are mandatory.
Select the check box beside Enable E-mail parser. All the incoming 'E-mail Subject Contains' the value specified, the email content is parsed and various request fields will be set based on "Parse Delimiter' field value.
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