SMTP setup for email

Matis

Hello,

after testing with different account, i found out that there is something not working correctly.

My setup is like this:

SMTP (Gmail)

auth email for SMTP: jhon@exemple.com

IMAP (Gmail)

auth email for SMTP: jhon@exemple.com

2 department:

Support --> with email: support@exemple.com
Billing --> with email: billing@exemple.com

The "issue" is that when tickets or invoice are sent to the client they will always come from SMTP auth email (jhon@exemple.com) and not from the correct department.

The strange part is that if i send an email from the test SMTP the sender is correct (support@exemple.com)

So a small recap:

the "from:" field is not respected on email sending for tickets and billing it's work only on "Test email sending"

Matis

I'm digging the source code, i found that this vars "config_mail_from_name" and "config_invoice_from_email"

"config_mail_from_name" defined here

https://github.com/itflow-org/itflow/blob/0377eeb94e8ba74ae5fe633a0b6911fee8386d89/settings_mail.php#L74C22-L74C22

"config_invoice_from_email" defined here

https://github.com/itflow-org/itflow/blob/0377eeb94e8ba74ae5fe633a0b6911fee8386d89/settings_invoice.php#L44C71-L44C97

Called from

Ticket
https://github.com/itflow-org/itflow/blob/0377eeb94e8ba74ae5fe633a0b6911fee8386d89/post/ticket.php#L194

Billing

https://github.com/itflow-org/itflow/blob/0377eeb94e8ba74ae5fe633a0b6911fee8386d89/post/invoice.php#L934

Matis

Also i found out that there is a "Sales" department, this will change to 3 section

Support --> with email: support@exemple.com
Billing --> with email: billing@exemple.com
Sales --> with email: sales@example.com

johnny

Hi @Matis

I need to update this so all mail related things are in 1 section

You need to configure email mail from and from name in each section

For SMTP > Settings > Mail (noreply@bigIT.com | BigIT No Reply) (user: noreply@bigit.com pass: ****) --- This SMTP user will be used to send all email out make sure it can send on behalf of each email from you configure below or else it will fail to send. Other system tasks will use the noreply@BigIT.com like when sharing an Item such as a document or login etc

The IMAP portion of Mail is just used for monitoring for new tickets that was sent to the imap box usually support@BigIT.com

For Ticketing: Settings > Tickets (ex support@bigIT.com | BigIT Support)

For Invoice: Settings > Invoice (ex billing@bigIT.com | BigIT Billing)

For Quotes: Settings > Quotes (ex sales@bigIT.com | BigIT Sales)

johnny

Hi @matias

We updated Mail Setting to be much more intuitive and for better understanding on how email from operates with each function. Go ahead and update and let us know if this makes more sense or if there is something more we can do.

You also have the ability to send a test email from each email address to make sure they are going through

Thank you for your input.

https://github.com/itflow-org/itflow/commit/597b7575d62ce775f40533b68a33df6dd1be4995

Matis

johnny Thanks for the quick response !!

I tested the system with the new commits but still ended up with the wrong email on the test inbox.

I use google workplace with 1 email and 3 aliases, on the client inbox i still receive email from the email and not from the aliases defined on the 3 field added.

BTW thanks for your hard work ! 😉

johnny

Your welcome =]

Here what you can do for all the email from fields just put in the one email address that you will use across the board and that should suffice. they don't necessary have to be different email addresses for each entity, we just give you option to do so.

Bigbug

Just wondering why am i missing the "Test Email Sending" feature?

any help appreciated 🙏.

johnny

You have to fill in the SMTP configuration for it to show up

Bigbug

I have a little security concern about the password visibility option in the SMTP/IMAP setting
usually those passwords are not made to look at after putting it in there, and anyone that has access to my ITFlow account automatically has access to all of my emails.

I think that the option to view that password should be removed

(if you're using an app password you can always recreate one, so no need to view the old one)

Thanks 🙏

johnny

I agree we will do so

johnny

Actually SMTP / IMAP password can only be seen by Admins, Techs and Accountants cant see it

Bigbug

Even though, even the admin doesn't have to see it.
lets say (shouldn't happen…) that some evil breaks in… my emails should still be safe.

Also it shouldn't be visible in the DB because if he downloads the DB he shouldn't be able to retrieve it.

wrongecho

@Bigbug - The password still needs to be stored somewhere for ITFlow to be able to access it, especially for unattended operations like automated invoice and ticket emails.

The only exception to this is with encrypted username/password entries - these are encrypted and only accessible by logged in users. This comes with its own challenges.