Dealing with Incoming Emails

The Allegra system can read email from mailboxes (POP3 and IMAP) and either create new items or add comments to existing ones.

You can connect the Allegra system to an email account centrally for the system. You can also assign a workspace to an email account. Allegra will connect like any other normal email client, such as Outlook, Lotus, or Thunderbird, towards the email server.

If you want, Allegra can read email from a mailbox and either create new items or add add comments to existing items. When new items are created, the subject becomes the item title, the body of the email becomes the item description, and all attachments are attached to the item. You can control who can create items via email.

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Based on markers in the subject line, Allegra can detect whether an item already exists. If so, the email is added as a comment to the existing item.

Here is how the process of receiving an email unfolds:

  • A cron job starts the handling process.

  • The email configuration is checked. If there are serious errors, they will appear in the log, and if possible, as a reply email.

  • If only senders known in the system are allowed, messages from unknown senders are rejected.

  • The sender address is checked against the pattern of allowed email addresses in the server configuration, tab incoming emails. This pattern is also used for the project-specific mailboxes, even if the system mailbox is turned off. To set the pattern, you have to activate the incoming email for a short time, but you can deactivate it again afterwards.

  • The subject line is checked as it must not be empty.

  • Standard email error codes are checked. Such emails are discarded without comment.

  • The email is processed with the Groovy script EmailGuardScript.

  • The email is processed with the Groovy script EmailActivityScript.