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[IMP] discuss: Improve the email_servers documentation page

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Purpose
=======

Add following topics to email server doc:
how to use office 365 servers with Odoo on-premise (spf, dkim)
how to setup bounce system

Office 365: when customer use their business addresses or a custom domain in the "From":
1. SPF: if they have an SPF record, it is absolutely necessary that this record be modified to contain "include: _spf.odoo.com"
2. DKIM: We have enabled automatic DKIM signature for all domains, and to be valid they can add a DNS "odoo._domainkey" CNAME record to "odoo._domainkey.odoo.com". For example, for "foo.be" they should have a record "odoo._domainkey.foo.be" that is a CNAME with the value "odoo._domainkey.odoo.com".
This is especially useful if their domain pro is hosted by Office 365, and they want to enable the "DKIM" option in Office 365.
3. For domains hosted by Office 365, the previous 2 points are important, but not always enough to send emails from Odoo. They can improve the results by ensuring that the "Alias ​​Domain" in Odoo's General Settings is their Office 365 domain (for example "foo.be") rather than "foo.odoo.com". But be careful, so that answers and bounces always reach Odoo, they must create a mail redirection in Office 365 for the "catchall @" (for example redirect "catchall@foo.be" to "catchall@foo.odoo.com" )
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Frederic Gilson 2017-12-12 11:11:19 +01:00 committed by Yannick Tivisse
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=================================================================
How to use my own email servers to send and receive email in Odoo
=================================================================
============================================================
How to use my mail server to send and receive emails in Odoo
============================================================
When is it needed
=================
Using your own email servers is required to send and receive messages
in Odoo Community or Enterprise. Odoo Online embeds an out-of-box
email solution that works straight away. However you can still use
your own email servers with the online edition. Some insights
are provided here below.
This document is mainly dedicated to Odoo on-premise users who don't
benefit from an out-of-the-box solution to send and receive emails in Odoo,
unlike in `Odoo Online <https://www.odoo.com/trial>`__ & `Odoo.sh <https://www.odoo.sh>`__.
If no one in your company is used to manage email servers, we strongly recommend that
you opt for such convenient Odoo hosting solutions. Indeed their email system
works instantly and is monitored by professionals.
Nevertheless you can still use your own email servers if you want
to manage your email server's reputation yourself.
You will find here below some useful
information to do so by integrating your own email solution with Odoo.
How to manage outbound messages
===============================
How to set it up
================
As a system admin, go to :menuselection:`Settings --> General Settings`
and check *External Email Servers*
(watch out: this checkbox only shows up after Odoo 10).
Then, go through the following steps.
.. note::
Office 365 email servers don't allow to send external emails
from hosts like Odoo.
Consequently you can only use such email servers for incoming messages.
Set an outgoing email server for outbound messages
--------------------------------------------------
You need the SMTP data of your email provider (Gmail, Outlook,
Yahoo, AOL, etc.) as well as your admin credentials.
and check *External Email Servers*.
Then, click *Outgoing Mail Servers* to create one and reference the SMTP data of your email server.
Once all the information has been filled out, click on *Test Connection*.
Here is a typical configuration for a G Suite server.
.. image:: media/outgoing_server.png
:align: center
Set an incoming email server for inbound messages
-------------------------------------------------
Fill out the form according to your email provider’s settings.
Leave the *Actions to Perform on Incoming Mails* blank. Once all the
information has been filled out, click on *TEST & CONFIRM*.
Then set your email domain name in the General Settings.
.. image:: media/incoming_server.png
:align: center
Can I use an Office 365 server
------------------------------
You can use an Office 365 server if you run Odoo on-premise.
Office 365 SMTP relays are not compatible with Odoo Online.
.. note:: By default inbound messages are fetched every 5 minutes.
You can change this value in developer mode.
Go to :menuselection:`Settings --> Technical --> Automation -->
Scheduled Actions` and look for *Mail: Fetchmail Service*.
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 a SMTP relay for your Odoo's IP address.
Set the domain name
-------------------
Enter the domain name of your email servers (e.g. mycompany.com)
in General Settings.
How to use a G Suite server
---------------------------
You can use an G Suite server for any Odoo hosting type.
To do so you need to enable a SMTP relay and to allow *Any addresses*
in the *Allowed senders* section. The configuration steps are explained in
`Google documentation <https://support.google.com/a/answer/2956491?hl=en>`__.
.. image:: media/alias_domain.png
:align: center
Be SPF-compliant
----------------
In case you use SPF (Sender Policy Framework) to increase the deliverability
of your outgoing emails, don't forget to authorize Odoo as a sending host in your
domain name settings. Here is the configuration for Odoo Online:
Create a catchall address
-------------------------
When a contact replies to an email sent from Odoo, the *reply-to* address
is a generic address used to route the reply to the right discussion thread
in Odoo (opportunity, order, task, etc.) and to the inbox of all its followers.
By default this address is "catchall@" but it can be changed.
Create a catchall address in your email server settings. We advise
you to use "catchall@" so that everything works out straight away.
If you want to use another alias, you have extra steps in Odoo:
- Activate the developer mode from your Settings Dashboard.
.. image:: media/developer_mode.png
:align: center
- Refresh your screen. Then go to :menuselection:`Settings --> Technical
--> Parameters --> System Parameters` and enter your custom catchall alias
in *mail.catchall.alias*.
.. image:: media/system_parameters.png
:align: center
.. note:: You can edit the email alias used for bounced messages the same way.
How to use my own email servers with Odoo Online
================================================
Odoo Online comes up with an embedded and ready-to-use email
solution with *@yourcompany.odoo.com* as domain.
We recommend to keep this default setup as it is really convenient.
Nevertheless you can still use your own email servers if you want
to manage your email server's reputation (blacklisting, etc).
The configuration for both incoming and outgoing mail servers is
given here above.
However when it comes to incoming messages, we don't recommend
to exclusively use your own email server. Indeed, Odoo Online is fetching
incoming messages from the email server once every hour only.
To receive emails in real time, you should rather use
a **catchall redirection** (your server -> Odoo server). To do so:
* Create a catchall address in your email server settings (e.g. catchall).
* Still from such settings, set a redirection
from this catchall address to Odoo's one:
catchall@yourdomain.ext -> catchall@yourcompany.odoo.com.
* In Odoo check *External Email Servers* in :menuselection:`Settings --> General Settings`
and enter your email domain name (i.e. yourdomain.ext).
* No need to set up an incoming email server in such a case.
How to be SPF-compliant when using external email servers in Odoo
=================================================================
Sender Policy Framework (SPF) is an email-validation system that checks that
incoming mail from a domain comes from a host authorized by that domain's
administrator. Such a security system is used in most email servers.
If you don't comply with it, your emails sent from Odoo will be likely
flagged as spam.
To be SPF-compliant, you need to authorize Odoo as a sending host
in your domain name settings:
* Sign in to your domain’s account at your domain host.
* Locate the page for updating your domain’s DNS records.
* If no TXT record is set, create one with following definition:
* If no TXT record is set for SPF, create one with following definition:
v=spf1 include:_spf.odoo.com ~all
* In case a TXT record is already set, add "include:_spf.odoo.com".
e.g. for a Gmail server it should be:
* In case a SPF TXT record is already set, add "include:_spf.odoo.com".
e.g. for a domain name that sends emails via Odoo Online and via G Suite it could be:
v=spf1 include:_spf.odoo.com include:_spf.google.com ~all
Find `here <https://www.mail-tester.com/spf/>`__ the exact procedure to
@ -135,16 +67,84 @@ but this usually happens more quickly.
with mail delivery and spam classification. Instead, we recommend using
only one SPF record by modifying it to authorize Odoo.
How to choose between Odoo and my traditional email box
=======================================================
Odoo Discuss is a perfect tool to send and read messages related to
business documents. However it doesn't aim to replace a full-featured email
solution (Gmail, Outlook, Yahoo, AOL, etc.).
We recommend to take the most out of both systems without mingling them:
What is related to Odoo business objects or applications goes into Odoo;
What is not can be managed into your external email box.
Allow DKIM
----------
You should do the same thing if DKIM (Domain Keys Identified Mail)
is enabled on your email server. In the case of Odoo Online & Odoo.sh,
you should add a DNS "odoo._domainkey" CNAME record to
"odoo._domainkey.odoo.com".
For example, for "foo.com" they should have a record "odoo._domainkey.foo.com"
that is a CNAME with the value "odoo._domainkey.odoo.com".
To do so, create specific email aliases to use in Odoo (to generate leads
or opportunities, helpdesk tickets, etc.). If you take an email alias
already used for messaging outside of Odoo, incoming messages will land
into both systems. This will negatively impact your productivity.
How to 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 your 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 your mail server.
* Create the corresponding email addresses in your mail server
(catcall@, bounce@, sales@, etc.).
* Set your domain name in the General Settings.
.. image:: media/alias_domain.png
:align: center
* If you use Odoo on-premise, create an *Incoming Mail Server* in Odoo for each alias.
You can do it from the General Settings as well. Fill out the form according
to your email provider’s settings.
Leave the *Actions to Perform on Incoming Mails* blank. Once all the
information has been filled out, click on *TEST & CONFIRM*.
.. image:: media/incoming_server.png
:align: center
* If you use Odoo Online or Odoo.sh, We do recommend to redirect incoming messages
to Odoo's domain name rather than exclusively use your own email server.
That way you will receive incoming messages without delay. Indeed, Odoo Online is fetching
incoming messages of external servers once per hour only.
You should set redirections for all the email addresses to Odoo's domain name in your
email server (e.g. *catchall@mydomain.ext* to *catchall@mycompany.odoo.com*).
.. tip:: All the aliases are customizable in Odoo.
Object aliases can be edited from their respective configuration view.
To edit catchall and bounce aliases, you first need to activate the
developer mode from the Settings Dashboard.
.. image:: media/developer_mode.png
:align: center
Then refresh your screen and go to
:menuselection:`Settings --> Technical --> Parameters --> System Parameters`
to customize the aliases (*mail.catchall.alias* & * mail.bounce.alias*).
.. image:: media/system_parameters.png
:align: center
.. note:: By default inbound messages are fetched every 5 minutes in Odoo on-premise.
You can change this value in developer mode.
Go to :menuselection:`Settings --> Technical --> Automation -->
Scheduled Actions` and look for *Mail: Fetchmail Service*.