e3fee2cf46
Prior to this commit, the Odoo documentation was mainly split between
two repositories: odoo/odoo/doc and odoo/documentation-user. Some bits
of documentation were also hosted elsewhere (e.g., wiki, upgrade, ...).
This was causing several problems among which:
- The theme, config, Makefile, and similar technical resources had to
be duplicated. This resulted in inconsistent layout, features, and
build environments from one documentation to another.
- Some pages did not fit either documentation as they were relevant
for both users and developers. Some were relevant to neither of the
two (e.g., DB management).
- Cross-doc references had to be absolute links and they broke often.
- Merging large image files in the developer documentation would bloat
the odoo/odoo repository. Some contributions had to be lightened to
avoid merging too many images (e.g., Odoo development tutorials).
- Long-time contributors to the user documentation were chilly about
going through the merging process of the developer documentation
because of the runbot, mergebot, `odoo-dev` repository, etc.
- Some contributors would look for the developer documentation in the
`odoo/documentation-user` repository.
- Community issues about the user documentation were submitted on the
`odoo/odoo` repository and vice-versa.
Merging all documentations in one repository will allow us to have one
place, one theme, one work process, and one set of tools (build
environment, ...) for all of the Odoo docs.
As this is a good opportunity to revamp the layout of the documentation,
a brand new theme replaces the old one. It features a new way to
navigate the documentation, centered on the idea of always letting the
reader know what is the context (enclosing section, child pages, page
structure ...) of the page they are reading. The previous theme would
quickly confuse readers as they navigated the documentation and followed
cross-application links.
The chance is also taken to get rid of all the technical dangling parts,
performance issues, and left-overs. Except for some page-specific JS
scripts, the Odoo theme Sphinx extension is re-written from scratch
based on the latest Sphinx release to benefit from the improvements and
ease future contributions.
task-2351938
task-2352371
task-2205684
task-2352544
Closes #945
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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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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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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 allow easiliy to send external emails
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from hosts like Odoo.
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Refer to the `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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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.
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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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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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developer mode from the Settings Dashboard.
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.. image:: media/developer_mode.png
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:align: center
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Then refresh your screen and go to
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: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 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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