bf2a9bb23f
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#1525
X-original-commit: cf6af904f9
Signed-off-by: Vergote Baptiste (bve) <bve@odoo.com>
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====================================================
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Send and Receive Emails in Odoo with an Email Server
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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 some useful
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information on how to integrate your own email solution with Odoo.
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.. note::
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Office 365 email servers don't easily allow to send external emails from hosts like Odoo. Refer
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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*. Then, click *Outgoing Mail Servers* to create one and reference
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the SMTP data of your email server. Once all the information has been filled out, click on
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*Test Connection*.
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Here is a typical configuration for a G Suite server.
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.. image:: email_servers/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 :ref:`force the outgoing "From" address <email_communication/default_from>` .
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Please refer to `Microsoft's 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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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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Restriction
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-----------
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Please note that port 25 is blocked for security reasons on our SaaS and Odoo.sh platform. Try using
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465, 587, or 2525.
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.. _email_communication/default_from:
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Use a default "From" email address
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----------------------------------
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Sometimes, an email's "From" (outgoing) address can belong to a
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different 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, 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:: email_servers/alias-domain.png
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:align: center
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#. In developer mode, go to :menuselection:`Settings --> Technical -->
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Parameters --> System Parameters`.
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#. Add one system parameter from these:
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* If you want *all* your outgoing messages to use the same "From" address,
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use the key ``mail.force.smtp.from`` and set that address as value
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(such as ``outgoing@mycompany.example.com``).
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* If you want to keep the original "From" address for emails that use your
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same domain, but change it for emails that use a different domain, use
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the key ``mail.dynamic.smtp.from`` and set as value the email address
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that should be used in those cases (such as
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``outgoing@mycompany.example.com``).
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.. _email_communication/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:: email_servers/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:: email_servers/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:: email_servers/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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Set up different dedicated servers for transactional and mass mails
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===================================================================
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Odoo is subject to a :ref:`daily email limit <email_communication/daily_limit_mail>` to prevent abuse.
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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. |