You can manage multiple incoming and outgoing Email Accounts in ERPNext. There has to be at-least one default outgoing account and one default incoming account. If you are on the ERPNext cloud, the default outgoing email is set by us.
Note for self implementers: For outgoing emails, you should setup your own SMTP server or sign up with an SMTP relay service like mandrill.com or sendgrid.com that allows a larger number of transactional emails to be sent. Regular email services like Gmail will restrict you to a limited number of emails per day.
Default Email Accounts
ERPNext will create templates for a bunch of email accounts by default. Not all of them are enabled. To enable them, you must set your account details.
There are 2 types of email accounts, outgoing and incoming. Outgoing email accounts use an SMTP service to send emails and emails are retrived from your inbox using a IMAP or POP service. Most email providers such as GMail, Outlook or Yahoo provide these services.
Outgoing Email Accounts
All emails sent from the system, either by the user to a contact or notifications or transaction emails, will be sent from an Outgoing Email Account.
To setup an outgoing Email Account, check on Enable Outgoing and set your SMTP server settings, if you are using a popular email service, these will be preset for you.
Incoming Email Accounts
To setup an incoming Email Account, check on Enable Incoming and set your POP3 settings, if you are using a popular email service, these will be preset for you.
Setting Import Conditions for Email Import
Email Accounts allows you to set conditions according to the data of the incoming emails. The email will be imported to ERPNext only if the all conditions are true. For example if you want to import an email if the subject is "Some important email", you put doc.subject == "Some important email" in the conditions textbox. You can also set more complex conditions by combining them, as shown on the following screenshot.
How ERPNext handles replies
In ERPNext when you send an email to a contact like a customer, the sender will be the user who sent the email. In the Reply-To property, the Email Address will be of the default incoming account (like
email@example.com). ERPNext will automatically extract these emails from the incoming account and tag it to the relevant communication
Notification for unreplied messages
If you would like ERPNext to notify you if an email is unreplied for a certain amount of time, then you can set Notify if Unreplied. Here you can set the number of minutes to wait before notifications are sent and whom the notifications must go to.
Next: Email Inbox