Configuring Incoming Email (IMAP/POP)

Incoming Mail Server Configuration

An incoming mail server allows Quickenerp to:

• Receive replies to emails and append them to the correct record's chatter.
• Create new records from incoming emails (e.g. a new lead from a website contact form).
• Route emails to Discuss channels via aliases.

Navigation

Go to Settings > Technical > Incoming Mail Servers (requires developer mode).

Creating an Incoming Mail Server

1. Click Create.
2. Name – A label (e.g. "General Inbox – IMAP").
3. Server Type – Choose IMAP (recommended) or POP. IMAP is preferred because it keeps emails on the server and syncs state. POP downloads and deletes by default.
4. Server Name – e.g. imap.gmail.com for Gmail.
5. Port – 993 for IMAP SSL, 995 for POP SSL, 143 for IMAP STARTTLS.
6. SSL/TLS – Enable for secure connections.
7. Username – Full email address.
8. Password – Email password or App Password.
9. Under Actions to Perform on Incoming Emails, you can define rules that process incoming emails automatically:

• Create a New Record – e.g. create a Lead from an email to sales@company.com.
• Find Existing Records by Email Address – e.g. match the sender email to an existing contact.
• Thread into Existing Chatter – Link the email to the record.

Email Aliases

Email aliases allow you to create special-purpose email addresses that route to specific functions:

Configure aliases in each module's settings. For example, CRM alias is in CRM > Configuration > Settings.

Troubleshooting Incoming Mail

• Emails not being fetched – Check the "Fetchmail: Retrieve Incoming Mail" scheduled action is active.
• Emails fetched but not acted on – Review the action rules on the incoming server. Check the server logs for errors.
• Authentication errors – Verify the password/App Password. Gmail App Passwords expire rarely but may need regeneration.
• Duplicate processing – IMAP is safer than POP. POP deletes emails after fetching, which can cause issues if multiple servers process the same mailbox.