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X-original-commit: 9eb9fa7e19
Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
Signed-off-by: Timothy Kukulka (tiku) <tiku@odoo.com>
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Timothy Kukulka (tiku)
2022-12-08 16:44:17 +00:00
committed by Zachary Straub (ZST)
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content/applications/general/email_communication/email_servers.rst
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@@ -6,87 +6,81 @@ Odoo Online or Odoo.sh users
============================
Since **Odoo sets up its own mail servers for the database**, outgoing and incoming emails already
work out-of-the-box. So for **Odoo Online** and **Odoo.sh** customers, nothing needs to be done!
work out-of-the-box. So for **Odoo Online** and **Odoo.sh** customers, nothing needs to be
configured!
Unless an external mail server is required to send large batches of mass mailing, simply use the
standard online Odoo database normally since it has already been preconfigured for email.
Unless an external mail server is required to send large batches of mass emails, simply use the
standard online Odoo database normally since it has already been pre-configured to send email.
.. important::
The Odoo server is subject to a daily email limit to prevent abuse. The default limit is 200
emails sent per day for databases with an **Enterprise** subscription. This limit can be
increased under certain conditions. See the :doc:`FAQ <faq>` or contact support for more
information.
Scope of this documentation
===========================
This document is **mainly dedicated to Odoo on-premise users** who don't benefit from an
This document is **mainly dedicated to Odoo on-premise databases** who don't benefit from an
out-of-the-box solution to send and receive emails in Odoo, unlike `Odoo Online <https://www.odoo.
com/trial>`_ and `Odoo.sh <https://www.odoo.sh>`_.
com/trial>`_ and `Odoo.sh <https://www.odoo.sh>`_. Incoming and outgoing servers must be configured
for on-premise databases.
The following sections below contain information on how to integrate an external email server with
Odoo.
.. warning::
If no one in the company is used to managing email servers, Odoo Online and Odoo.sh are strongly
recommended. Those Odoo hosting types' email systems work instantly and are monitored by
professionals. Nevertheless, a company can use their own email server if they want to manage the
email server's reputation themselves.
If no one in the company is employed to manage email servers, Odoo Online and Odoo.sh are
strongly recommended. In these Odoo hosting types email sending and receiving works instantly
and is monitored by professionals. Nevertheless, a company can use their own email server if
they want to manage the email server's reputation themselves. For more information see
:doc:`Configure DNS records to send emails in Odoo <email_domain>`
.. note::
Office 365 email servers don't easily allow the sending of external emails from hosts like Odoo.
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>`_ to make it work.
.. _email_servers/notifications:
Default notifications system
============================
Documents in Odoo (such as a CRM opportunity, a sales order, an invoice, etc.) have a discussion
thread, called *chatter*.
When a database user posts a message in the chatter, this message is sent by email to the followers
of the document as a notification (except to the sender). If a follower replies to the message,
the reply updates the chatter, and Odoo relays another reply to the followers as a notification.
Messages sent back to the chatter from users or external users will appear in the chatter from
their respective email, or as the name listed in their *Contacts* record.
These notifications are sent using a default from address. For more information see
:ref:`Use a default email address <email_communication/default>`.
Manage outbound messages
========================
As a system admin, go to :menuselection:`Settings --> General Settings --> Discuss` in Odoo, and
enable the :guilabel:`External Email Servers` option. Then, click :guilabel:`Save`. Next, click
:guilabel:`Outgoing Email Servers` and click :guilabel:`Create` to create a new outgoing mail
server record in Odoo. Reference the SMTP data of the external email server. Once all the
information has been filled out, click :guilabel:`Test Connection`.
enable the :guilabel:`Custom Email Servers` option. Then, click :guilabel:`Save`. Next, click
:guilabel:`Outgoing Email Servers` and click :guilabel:`Create` to create a new outgoing mail server
record in Odoo. Reference the SMTP data of the external email server. Once all the information has
been filled out, click :guilabel:`Test Connection`.
Here is a typical configuration for a G Suite server.
.. image:: email_servers/outgoing-server.png
:align: center
:alt: The typical G Suite configuration on Odoo.
Then, go back to :menuselection:`Settings --> General Settings --> Discuss` and set the email
domain name in the :guilabel:`Alias Domain` name. Finally, click :guilabel:`Save` to finish setting
up the email server.
.. seealso::
- :doc:`/administration/maintain/google_oauth`
- :doc:`/administration/maintain/azure_oauth`
.. note::
If an `[AUTHENTICATION FAILED] Invalid credentials (Failure)` warning appears when
:guilabel:`Test Connection` is clicked for a Gmail address, activate the :guilabel:`Less secure
app access` option. A direct link can be `accessed here <https://myaccount.google.com/
lesssecureapps?pli=1>`_.
In addition to that, enable the :guilabel:`IMAP setting` on the Gmail account.
Use an Office 365 server
------------------------
An Office 365 server can be used if the database's hosting type is **Odoo on-premise**. Office 365
SMTP relays are not compatible with Odoo Online or Odoo.sh unless Odoo is configured to
:ref:`force the outgoing "From" address <email_communication/default_from>`.
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>`_ to configure an SMTP relay for the Odoo database's IP address.
Use a G Suite server
--------------------
A G Suite server can be used for any Odoo hosting type. To do so, set up the SMTP relay service.
The configuration steps are explained in `Google documentation <https://support.google.com
/a/answer/2956491?hl=en>`__.
Ensuring the outgoing domain has :abbr:`SPF (Sender Policy Framework)`, :abbr:`DKIM (DomainKeys
Identified Mail)` and :abbr:`DMARC (Domain-based Message Authentication, Reporting, &
Conformance)` set up on the :abbr:`DNS (Domain Name System)` will improve deliverability. For
more information see :doc:`email_domain`.
.. _email_servers/restriction:
Restriction
-----------
Port restriction
----------------
Please note that port 25 is blocked for security reasons on Odoo Online and Odoo.sh platforms. Try
Note that port 25 is blocked for security reasons on the Odoo Online and Odoo.sh platforms. Try
using ports 465, 587, or 2525 instead.
.. _email_communication/default_from:
.. _email_communication/default:
Use a default "From" email address
----------------------------------
@@ -94,112 +88,56 @@ Use a default "From" email address
Sometimes, an email's "From" (outgoing) address can belong to a different domain, and that can be a
problem.
For example, if a customer with the email address *mary\@customer.example.com* responds to a
For example, if a customer with the email address `mary\@customer.example.com` responds to a
message, Odoo will try to redistribute that same email to the other subscribers in the thread.
However, if the domain *customer.example.com* forbids that kind of usage for security, the email
However, if the domain `customer.example.com` forbids that kind of usage for security, the email
that Odoo is trying to redistribute would get rejected by some recipients' email servers.
To avoid that problem, make sure all emails use a "From" address from the same authorized domain.
To avoid that problem, Odoo sends all emails using a "From" address from the same authorized
domain.
If the MTA supports `SRS (Sender Rewriting Scheme) <https://en.wikipedia.org/wiki/Sender_Rewriting
_Scheme>`_, SRS can be enabled to handle these situations. However, that is more complex and
requires more technical knowledge that is not meant to be covered by this documentation.
Access the :guilabel:`System Parameters` by activating :ref:`developer mode <developer-mode>` and
going to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` menu.
Instead, Odoo can be configured to do something similar by itself:
To force the email address from which emails are sent, a combination of the following keys needs to
be set in the system parameters of the database:
#. Set the :guilabel:`Alias Domain` name in the :menuselection:`Settings --> General Settings
--> Discuss`.
.. image:: email_servers/alias-domain.png
:alt: Setting the domain alias configuration on Odoo.
#. Turn on :doc:`developer mode </applications/general/developer_mode>`.
#. Go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`.
#. Add one system parameter from the following list:
* To use the same "From" address for *all* outgoing messages, use the key `mail.force.smtp.from`
and set that address as value (such as `outgoing@mycompany.example.com`).
* To keep the original "From" address for emails that use the same domain, but change it for
emails that use a different domain, use the key `mail.dynamic.smtp.from` and set the value as
the email address that should be used in those cases (such as `outgoing@mycompany.example.com`
).
.. _email_communication/inbound_messages:
Manage inbound messages
=======================
Odoo relies on generic email aliases to fetch incoming messages.
* **Reply messages** of messages sent from Odoo are routed to their original discussion thread (and
to the inbox of all its followers) by the catchall alias (**catchall@**).
* **Bounced messages** are routed to **bounce@** in order to track them in Odoo. This is especially
used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__ to opt-out invalid
recipients.
* **Original messages**: Several business objects have their own alias to create new records in
Odoo from incoming emails:
* Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/
crm>`__),
* Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__),
* Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page
/project-management>`__),
* Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page
/recruitment>`__),
* etc.
Depending on the mail server, there might be several methods to fetch emails. The easiest and most
recommended method is to manage one email address per Odoo alias in the mail server.
* Create the corresponding email addresses in the mail server (catchall@, bounce@, sales@, etc.).
* Set the :guilabel:`Alias Domain` name in :menuselection:`Settings --> General Settings -->
Discuss`.
* If the database's hosting type is Odoo on-premise, create an :guilabel:`Incoming Mail Server` in
Odoo for each alias. This can be done from the General Settings as well. Fill out the form
according to the email provider's settings. Leave the :guilabel:`Actions to Perform on Incoming
Mails` field blank. Once all the information has been filled out, click on :guilabel:`TEST &
CONFIRM`.
.. image:: email_servers/incoming-server.png
:align: center
:alt: Incoming mail server configuration on Odoo.
* If the database's hosting type is Odoo Online or Odoo.sh, redirecting incoming messages to Odoo's
domain name instead of the external email server is recommended. That way, incoming messages can
be received without delay. Odoo Online only fetches incoming messages of external servers once
every hour. Redirections for all email addresses should be set to Odoo's domain name in the email
server (e.g. *catchall\@mydomain.ext* to *catchall\@mycompany.odoo.com*).
All the aliases are customizable in Odoo. Object aliases can be edited from their respective
configuration view.
.. tip::
To edit catchall and bounce aliases, first activate the :ref:`developer mode <developer-mode>`.
Then, go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` to
customize the aliases (*mail.catchall.alias* & *mail.bounce.alias*).
.. image:: email_servers/system-parameters.png
:align: center
:alt: System parameters with catchall configuration in Odoo.
By default, inbound messages are fetched every 5 minutes in Odoo on-premise.
- `mail.default.from`: accepts the local part or a complete email address as value
- `mail.default.from_filter`: accepts a domain name or a full email address as value
.. note::
This value can be changed in :ref:`developer mode <developer-mode>`. Go to
:menuselection:`Settings --> Technical --> Automation --> Scheduled Actions` and look for
:guilabel:`Mail: Fetchmail Service`.
The `mail.default.from_filter` works only for `odoo-bin` configurations or the default Odoo email
server, otherwise this parameter can be set using the `from_filter` field on `ir.mail_server`.
.. _email_servers/outgoing-email-server:
The field can be a domain name or an entire email address, or it can remain empty. If the sender's
email address does not match this set filter, then the email will be encapsulated using a
combination of the two system parameters: `mail.default.from` and `mail.catchall.domain`.
Utilizing the From Filter on an outgoing email server
=====================================================
.. example::
In the following example, the from email address is replaced with the combination of the the two
system parameters (`mail.default.from` and `mail.catchall.domain`). This is the default\
notifications configuration in Odoo: ``“Admin” <admin@example.com>`` => ``“Admin”
<notifications@mycompany.com>``.
In other words if the email address of the author does not match `mail.default.from_filter`, the
email address is replaced by `mail.default.from` (if it contains a full email address) or a
combination of `mail.default.from` and `mail.catchall.domain`.
If the `from_filter` contains a full email address, and if the `mail.default.from` is the same as
this address, then all of the email addresses that are different from `mail.default.from` will be
encapsulated in `mail.default.from`.
.. _email_communication/from_filter:
Utilizing the "From" filter on an outgoing email server
-------------------------------------------------------
The :guilabel:`FROM Filtering` field allows for the use of a specific outgoing email server
depending on the :guilabel:`From` email address or domain that Odoo is sending on behalf of. This
setting can be used to improve the deliverability or sending success rate of emails sent from the
database. Setting the :guilabel:`FROM Filtering` field can also be used to send from different
domains in a multi-company environment. Access this field in Odoo by navigating to
:menuselection:`Settings --> Custom Mail Servers --> Outgoing Mail Servers --> New`.
:menuselection:`Settings --> Discuss --> Custom Mail Servers --> Outgoing Mail Servers --> New`.
.. image:: email_servers/from-filter-setting.png
:align: center
@@ -231,24 +169,105 @@ first outgoing email server (sorted by priority).
example, if there are two email servers, one with a priority of `10` and the other with a
priority of `20`, then the email server with a priority of `10` is used first.
Set up different dedicated servers for transactional and mass mails
===================================================================
.. _email_communication/mass_mails:
In Odoo a separate Mail Transfer Agent (MTA) server can be used for transactional emails and mass
mailings. Example: Use Postmark or SendinBlue for transactional emails, and Amazon SES, Mailgun or
Sendgrid for mass mailings.
Set up different dedicated servers for transactional and mass emails
--------------------------------------------------------------------
.. tip::
In Odoo a separate email server can be used for transactional emails and mass
mailings. Example: Use Postmark or SendinBlue for transactional emails, and Amazon SES, Mailgun,
Sendgrid or :doc:`Mailjet </administration/maintain/mailjet_api>` for mass mailings.
.. important::
A default outgoing email server is already configured. Do not create an alternative one unless a
specific external outgoing email server is needed for technical reasons.
To do this, first activate the :ref:`developer mode <developer-mode>`, and then go to
:menuselection:`Settings --> Technical --> Outgoing` email servers. There, create two email MTA
server settings; one for the transactional emails and one for the mass mailing server. Make sure
to give priority to the transactional server over the mass mailing server by providing a lower
priority number for the transactional MTA server.
:menuselection:`Settings --> Technical --> Outgoing` email servers. There, create two outgoing email
server settings; one for the transactional emails and one for the mass mailing server. Make sure to
give priority to the transactional server over the mass mailing server by providing a lower priority
number for the transactional email server.
Now, go to :menuselection:`Email Marketing --> Settings` and enable :guilabel:`Dedicated Server`.
With these settings, Odoo uses the server with the lower priority for transactional emails, and the
server here selected for mass mails. Note that in this case, the domain's Sender Policy Framework
(SPF) records must be set to include both transactional and mass mail servers.
Choose the appropriate email server. With these settings, Odoo uses the server with the lower
priority for transactional emails, and the server here selected for mass mails. Note that in this
case, the domain's Sender Policy Framework (SPF) records must be set to include both transactional
and mass mail servers.
.. seealso::
- :doc:`email_domain`
.. _email_communication/inbound_messages:
Manage inbound messages
=======================
Odoo relies on generic email aliases to fetch incoming messages.
* **Reply messages** of messages sent from Odoo are routed to their original discussion thread (and
to the inbox of all its followers) by the alias of the model if there is any or by the catchall
alias (**catchall@**). Replies to messages of models that don't have a custom alias will use the
catchall alias (`catchall@mycompany.odoo.com`). The catchall address, however, does not have
another action attached to it like other aliases might, it is only used to collect replies.
* **Bounced messages** are used as a Return-Path. One example this is especially
useful for is in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__. In this
case bounces are opt-out based on if the email bounced too many times (5) in the last month and
the bounces are separated by one week. This is done to avoid blacklisting someone because of a
mail server error. If these circumstances are met then the email is considered invalid and is
blacklisted. A log note is added on the contact under :guilabel:`Blacklisted Email Addresses` on
the :guilabel:`Email Marketing Configuration Menu`.
Messages that bounce in the chatter (outside of Email Marketing) will populate a red envelope
indicating the failed delivery. This can be helpful to know that a Sales Order or an Invoice did
not reach its final destination.
* **Original messages**: several business objects have their own alias to create new records in Odoo
from incoming emails:
* Sales channel (to create *Leads* or *Opportunities* in `Odoo CRM <https://www.odoo.com/page/
crm>`_)
* Support channel (to create *Tickets* in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`_)
* Projects (to create new *Tasks* in `Odoo Project <https://www.odoo.com/page
/project-management>`_)
* Job positions (to create *Applicants* in `Odoo Recruitment <https://www.odoo.com/page
/recruitment>`_)
Depending on the mail server, there might be several methods to fetch emails. The easiest and most
recommended method is to manage one email address per Odoo alias in the mail server.
* Create the corresponding email addresses in the mail server (**catchall@**, **bounce@**,
**sales@**, etc.).
* Set the :guilabel:`Alias Domain` name in :menuselection:`Settings --> General Settings -->
Discuss`. Changing the :guilabel:`Alias Domain` will change the catchall's domain for the
database.
* If the database's hosting type is Odoo on-premise, create an :guilabel:`Incoming Mail Server` in
Odoo for each alias. To create a new incoming server go to: :menuselection:`Settings --> Discuss
--> Custom Mail Servers --> Incoming Mail Servers --> New` Fill out the form according to the
email provider's settings. Leave the :guilabel:`Actions to Perform on Incoming Mails` field blank.
Once all the information has been filled out, click on :guilabel:`TEST & CONFIRM`.
.. image:: email_servers/incoming-server.png
:align: center
:alt: Incoming mail server configuration on Odoo.
* If the database's hosting type is Odoo Online or Odoo.sh, redirecting or forwarding incoming
messages to Odoo's domain name instead of the external email server is recommended. That way,
incoming messages can be received without delay. Redirections for all email addresses should be
set to Odoo's domain name in the email server (e.g. `catchall\@mydomain.ext` to
`catchall\@mycompany.odoo.com`).
All the aliases are customizable in Odoo. Object aliases can be edited from their respective
configuration view by navigating to :menuselection:`Settings --> Technical Menu --> Email -->
Aliases`.
To edit catchall and bounce aliases, first activate the :ref:`developer mode <developer-mode>`.
Then, go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` to
customize the aliases (`mail.catchall.alias` & `mail.bounce.alias`). These types of changes should
be completed prior to the database going live. If a customer replies after a change is made then the
system will not recognize the old alias and the reply won't be received.
By default, inbound messages are fetched every 5 minutes for on-premise databases.
.. note::
This value can be changed in :ref:`developer mode <developer-mode>`. Go to
:menuselection:`Settings --> Technical --> Automation --> Scheduled Actions` and look for
:guilabel:`Mail: Fetchmail Service`.