[ADD] email_communication: new documentation regarding general emailing
Creation of a new submenu under Applications/General for the Email communication.
Moved advanced of dicuss to this new submenu + adding of content regarding
frequently asked question in support.
Redirection has been done on other files pointing to Discuss/Advanced to match
the new folder email_communication.
Modified content in:
- Email servers: split and move configuration part under email_domain
- Email domain: covering information about SPF DKIM and DMARC configurations by JQU
- Email templates: (how to use the functions) by GOR
- Email common: answering frequently asked questions + common issues by ALA
closes odoo/documentation#1550
X-original-commit: ce8a02d46a
Signed-off-by: Vergote Baptiste (bve) <bve@odoo.com>
This commit is contained in:
BVE
@@ -11,4 +11,3 @@ Discuss
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:titlesonly:
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discuss/overview
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discuss/advanced
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@@ -1,12 +0,0 @@
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:nosearch:
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========
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Advanced
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========
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.. toctree::
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:titlesonly:
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:glob:
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advanced/email_servers
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advanced/email_template
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@@ -1,271 +0,0 @@
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============================================================
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How to Use my Mail Server to Send and Receive Emails in Odoo
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============================================================
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If you are a user of Odoo Online or Odoo.sh...
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==============================================
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You have nothing to do! **Odoo sets up its own mail servers for your database.**
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Outgoing and incoming emails work out-of-the-box!
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Unless you plan to send large batches of mass mailing that could require the
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use of an external mail server, simply enjoy your new Odoo database.
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Scope of this documentation
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===========================
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This document is **mainly dedicated to Odoo on-premise users** who don't
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benefit from an out-of-the-box solution to send and receive emails in Odoo,
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unlike `Odoo Online <https://www.odoo.com/trial>`__ & `Odoo.sh <https://www.odoo.sh>`__.
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.. warning::
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If no one in your company is used to manage email servers, we strongly recommend that
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you opt for those Odoo hosting solutions. Their email system
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works instantly and is monitored by professionals.
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Nevertheless you can still use your own email servers if you want
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to manage your email server's reputation yourself.
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You will find here below some useful
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information on how to integrate your own email solution with Odoo.
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.. note:: Office 365 email servers don't easily allow to send external emails from hosts like Odoo.
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Refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-c805d654b4c4>`__
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to make it work.
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How to manage outbound messages
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===============================
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As a system admin, go to :menuselection:`Settings --> General Settings`
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and check *External Email Servers*.
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Then, click *Outgoing Mail Servers* to create one and reference the SMTP data of your email server.
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Once all the information has been filled out, click on *Test Connection*.
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Here is a typical configuration for a G Suite server.
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.. image:: media/outgoing_server.png
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:align: center
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Then set your email domain name in the General Settings.
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.. note::
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If you get a ``[AUTHENTICATIONFAILED] Invalid credentials (Failure)`` warning when you *Test
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Connection* on a Gmail address, activate the *Less secure app access* option. A direct link can
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be `accessed here <https://myaccount.google.com/lesssecureapps?pli=1>`_.
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In addition to that, enable the IMAP setting on your Gmail account.
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Can I use an Office 365 server
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------------------------------
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You can use an Office 365 server if you run Odoo on-premise.
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Office 365 SMTP relays are not compatible with Odoo Online unless you configure
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Odoo to force the outgoing "From" address (see below).
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Please refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-c805d654b4c4>`__
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to configure a SMTP relay for your Odoo's IP address.
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How to use a G Suite server
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---------------------------
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You can use an G Suite server for any Odoo hosting type.
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To do so you need to setup the SMTP relay service. The configuration steps are explained in
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`Google documentation <https://support.google.com/a/answer/2956491?hl=en>`__.
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.. _discuss-email_servers-spf-compliant:
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Be SPF-compliant
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----------------
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In case you use SPF (Sender Policy Framework) to increase the deliverability
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of your outgoing emails, don't forget to authorize Odoo as a sending host in your
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domain name settings. Here is the configuration for Odoo Online:
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* If no TXT record is set for SPF, create one with following definition:
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v=spf1 include:_spf.odoo.com ~all
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* In case a SPF TXT record is already set, add "include:_spf.odoo.com".
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e.g. for a domain name that sends emails via Odoo Online and via G Suite it could be:
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v=spf1 include:_spf.odoo.com include:_spf.google.com ~all
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Find `here <https://www.mail-tester.com/spf/>`__ the exact procedure to
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create or modify TXT records in your own domain registrar.
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Your new SPF record can take up to 48 hours to go into effect,
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but this usually happens more quickly.
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.. note:: Adding more than one SPF record for a domain can cause problems
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with mail delivery and spam classification. Instead, we recommend using
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only one SPF record by modifying it to authorize Odoo.
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Allow DKIM
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----------
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You should do the same thing if DKIM (Domain Keys Identified Mail)
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is enabled on your email server. In the case of Odoo Online & Odoo.sh,
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you should add a DNS "odoo._domainkey" CNAME record to
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"odoo._domainkey.odoo.com".
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For example, for "foo.com" they should have a record "odoo._domainkey.foo.com"
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that is a CNAME with the value "odoo._domainkey.odoo.com".
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Restriction
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-----------
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Please note that the port 25 is blocked for security reasons. Try using 587, 465 or 2525.
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Choose allowed "From" email addresses
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-------------------------------------
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Sometimes, an email's "From" (outgoing) address can belong to a different
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domain, and that can be a problem.
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For example, if a customer with address *mary@customer.example.com* responds to
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a message, Odoo will try to redistribute that same email to other subscribers
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in the thread. But if the domain *customer.example.com* forbids that kind of
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usage for security (kudos for that), the Odoo's redistributed email would get
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rejected by some recipients' mail servers.
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To avoid those kind of problems, you should make sure all emails use a "From"
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address from your authorized domain.
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If your MTA supports `SRS (Sender Rewriting Scheme)
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<https://en.wikipedia.org/wiki/Sender_Rewriting_Scheme>`_, you can enable it
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to handle these situations. However, that is more complex and requires more
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technical knowledge that is not meant to be covered by this documentation.
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Instead, you can also configure Odoo to do something similar by itself:
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#. Set your domain name in the General Settings.
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.. image:: media/alias_domain.png
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:align: center
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#. Click on *Outgoing Mail Servers*
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#. Create a new one.
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#. Fill its *From Filter*.
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.. image:: media/outgoing_server_from_filter.png
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:align: center
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* Use a domain (such as ``mycompany.example.com``) to keep the original "From"
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address for mails that come from that domain.
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* Use an address (such as ``outgoing@mycompany.example.com``) to allow only
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that outgoing address.
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* Keep it empty to use this server for any email address.
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With this configuration in place, if Odoo sends an email that doesn't match any
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of the *from filters*, it will alter the email's "From" before sending it to
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the MTA.
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It will use the default outgoing email address, composed like this:
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``{mail.default.from}@{mail.catchall.domain}``.
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#. In developer mode, go to :menuselection:`Settings --> Technical -->
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Parameters --> System Parameters`.
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#. Add these system parameters:
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* ``mail.default.from``: local part of default outgoing email address.
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* ``mail.catchall.domain``: domain part of default outgoing email address.
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.. _discuss/email_servers/inbound_messages:
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How to manage inbound messages
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==============================
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Odoo relies on generic email aliases to fetch incoming messages.
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* **Reply messages** of messages sent from Odoo are routed to their original
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discussion thread (and to the inbox of all its followers) by the
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catchall alias (**catchall@**).
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* **Bounced messages** are routed to **bounce@** in order to track them in Odoo.
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This is especially used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__
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to opt-out invalid recipients.
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* **Original messages**: Several business objects have their own alias to
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create new records in Odoo from incoming emails:
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* Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/crm>`__),
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* Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__),
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* Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page/project-management>`__),
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* Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page/recruitment>`__),
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* etc.
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Depending on your mail server, there might be several methods to fetch emails.
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The easiest and most recommended method is to manage one email address per Odoo
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alias in your mail server.
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* Create the corresponding email addresses in your mail server
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(catchall@, bounce@, sales@, etc.).
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* Set your domain name in the General Settings.
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.. image:: media/alias_domain.png
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:align: center
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* If you use Odoo on-premise, create an *Incoming Mail Server* in Odoo for each alias.
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You can do it from the General Settings as well. Fill out the form according
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to your email provider’s settings.
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Leave the *Actions to Perform on Incoming Mails* blank. Once all the
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information has been filled out, click on *TEST & CONFIRM*.
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.. image:: media/incoming_server.png
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:align: center
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* If you use Odoo Online or Odoo.sh, We do recommend to redirect incoming messages
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to Odoo's domain name rather than exclusively use your own email server.
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That way you will receive incoming messages without delay. Indeed, Odoo Online is fetching
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incoming messages of external servers once per hour only.
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You should set redirections for all the email addresses to Odoo's domain name in your
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email server (e.g. *catchall@mydomain.ext* to *catchall@mycompany.odoo.com*).
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.. tip:: All the aliases are customizable in Odoo.
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Object aliases can be edited from their respective configuration view.
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To edit catchall and bounce aliases, you first need to activate the
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:ref:`developer mode <developer-mode>`.
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Then go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`
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to customize the aliases (*mail.catchall.alias* & * mail.bounce.alias*).
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.. image:: media/system_parameters.png
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:align: center
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.. note:: By default inbound messages are fetched every 5 minutes in Odoo on-premise.
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You can change this value in :ref:`developer mode <developer-mode>`.
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Go to :menuselection:`Settings --> Technical --> Automation -->
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Scheduled Actions` and look for *Mail: Fetchmail Service*.
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.. _Office 365 documentation:
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https://support.office.com/en-us/article/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-365-69f58e99-c550-4274-ad18-c805d654b4c4
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Set up different dedicated servers for transactional and mass mails
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===================================================================
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Odoo's e-mail server has the capability of sending 200 e-mails per day on Odoo SH Cloud Platform.
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However, if needed, you can use a separate Mail Transfer Agent (MTA) servers for transactional
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e-mails and mass mailings.
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Example: use Odoo's own mail server for transactional e-mails, and Sendgrid, Amazon SES, or Mailgun
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for mass mailings. Another alternative is to use Postmark for transactional e-mails, and Amazon SES
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or Sendgrid for mass mailings.
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.. note::
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A default outgoing email server is already configured. You should not create an alternative one
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unless you want to use a specific external outgoing email server for technical reasons.
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To do this, you should first activate the :ref:`developer mode <developer-mode>` and then go to
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:menuselection:`Settings --> Technical --> Outgoing` e-mail servers. There you have to create two
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e-mail MTA server settings. One for transactional e-mails and one for mass mail servers. Be sure to
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mark the priority of transactional e-mail servers as low as the mass email servers.
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Now, go to :menuselection:`Email Marketing --> Settings` and enable *Dedicated Server*.
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With these settings, Odoo uses the server with the lower priority for transactional emails, and the
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server here selected for mass mails.
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Note that in this case, you have to set your domain's Sender Policy Framework (SPF) records to
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include both transactional and mass mail servers. If your server resides with xxxx.odoo.com, the
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available options are Sendinblue and Mailchimp, as your e-mails would be originated from the
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xxxx.odoo.com domain.
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@@ -1,59 +0,0 @@
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===============
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Email Templates
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===============
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We all know writing good emails is vital to get a high response rate, but you do not want to
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rewrite the same structure every time, do you? That is where email templates come in.
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Without the need to rewrite the entire email structure every time, you save time to focus on
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the content. Multiple templates also let you deliver the right message to the right audience,
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improving their overall experience with the company.
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Enable it and understand a few concepts
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=======================================
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The :ref:`developer mode <developer-mode>` must be activated. Then, go to :menuselection:`Settings
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--> Technical --> Templates`. A view of the existing templates is shown.
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.. warning::
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**It is highly recommended not to change the content in existing templates unless the user has
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prior knowledge about placeholders.**
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To add a new one, click on *Create* and choose the type of document this template is used with. In
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the example below, the template would be sent to job applicants.
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.. image:: media/newtemplate.png
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:align: center
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:alt: New email template form in Odoo
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| Under *Email Configuration*, fields such as *From*, *To (Emails)*, *To (Partners)*, require
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placeholders. If the *From* field is not set, the default value is the author’s email alias, if
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configured, or email address.
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| Under *Advanced Settings*, if an *Outgoing Mail Server* is not set, the one with the highest
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priority is used.
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| The option *Auto Delete* permanently deletes the emails after they are sent, saving space in your
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database.
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Writing content including placeholder expressions
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-------------------------------------------------
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Under the tab *Dynamic Placeholder Generator*, look for the *Field* you would like to use.
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.. image:: media/placeholders.png
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:align: center
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:alt: View of the dynamic placeholder generator tab under a new template in Odoo
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Next, copy the *Placeholder Expression* and paste it in the *Body* of the email, under the *Content*
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tab, using - essentially - the *Code View*.
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.. image:: media/codeview.png
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:align: center
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:alt: View of the body code view under the content tab in Odoo
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Deactivate the *Code View* option by simply clicking on it again, and easily design the message.
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Click on *Preview* to check how the email looks before sending it.
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.. image:: media/preview.png
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:align: center
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:alt: View of the content with the standard body view in Odoo
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@@ -7,6 +7,8 @@ and chat. Share information, projects, files, prioritize tasks, and stay connect
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and partners throughout applications. Forge better relationships, increase productivity and
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transparency by promoting a convenient way of communicating.
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.. _discuss_app/notification_preferences:
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Choose your notifications preference
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====================================
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@@ -93,4 +95,4 @@ sidebar and on the *Messaging menu*.
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.. seealso::
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- :doc:`team_communication`
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- :doc:`../advanced/email_servers`
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- :doc:`/applications/general/email_communication/email_servers`
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+1
-1
@@ -47,7 +47,7 @@ For every Trigger option, **conditions** can be applied, such as:
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- *Create New Record*: a new record with new values is created.
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- *Update a Record*: updates the record that triggered the action.
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- *Execute several actions*: defines an action that triggers other server actions.
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- *Send Email*: an automatic :doc:`email <../../discuss/advanced/email_template>` is sent.
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- *Send Email*: an automatic :doc:`email </applications/general/email_communication/email_template>` is sent.
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- *Add Followers*: followers are notified of changes in the task.
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- *Create Next Activity*: creates an activity such as: *Call*, *Email*, *Reminder*.
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- *Send SMS Text Message*: sends an :doc:`SMS </applications/marketing/sms_marketing/pricing/pricing_and_faq>`.
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Reference in New Issue
Block a user