Field reference
Email Account
How to use Email Account in Email & Notifications: access, working steps, fields, related records and troubleshooting.
Purpose and access
Maintain sending and receiving configuration, templates and notification rules. Check sender identity and delivery before enabling automatic notifications. Never place mailbox passwords or service keys in documentation or public fields.
This page is a record page in System Admin → Email & Notifications. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Email Address.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Email Account from System Admin → Email & Notifications, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Email Addressemail_id | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Companycompany | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Email Account Nameemail_account_name | Data Optional | e.g. "Support", "Sales", "Jerry Yang" |
Enable Incomingenable_incoming | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Enable Outgoingenable_outgoing | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Serviceservice | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Domaindomain | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Email Domain |
NexCom Mail Sitefrappe_mail_site | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Methodauth_method | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Authenticate as Service Principalbackend_app_flow | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Awaiting passwordawaiting_password | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Use ASCII encoding for passwordascii_encode_password | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
API Keyapi_key | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Connected Appconnected_app | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Connected App |
Connected Userconnected_user | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Use different Email IDlogin_id_is_different | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Alternative Email IDlogin_id | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Default Incomingdefault_incoming | Check Optional | e.g. replies@yourcomany.com. All replies will come to this inbox. |
Attachment Limit (MB)attachment_limit | Int Optional | Ignore attachments over this size |
Last Received Atlast_received_at | Datetime Optional | Record the date and time in the configured system/user time zone. |
Use IMAPuse_imap | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Use SSLuse_ssl | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Validate SSL Certificatevalidate_ssl_certificate | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Use STARTTLSuse_starttls | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Incoming Serveremail_server | Data Optional | e.g. pop.gmail.com / imap.gmail.com |
Portincoming_port | Data Optional | If non-standard port (e.g. POP3: 995/110, IMAP: 993/143) |
Email Sync Optionemail_sync_option | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Initial Sync Countinitial_sync_count | Select Optional | Total number of emails to sync in initial sync processAvailable choices
|
IMAP Folderimap_folder | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: IMAP Folder |
Append Emails to Sent Folderappend_emails_to_sent_folder | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Sent Folder Namesent_folder_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Append Toappend_to | Link Optional | Append as communication against this DocType (must have fields: "Sender" and "Subject"). These fields can be defined in the email settings section of the appended doctype. Linked record: DocType |
Create Contacts from Incoming Emailscreate_contact | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Enable Automatic Linking in Documentsenable_automatic_linking | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Notify if unrepliednotify_if_unreplied | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Notify if unreplied for (in mins)unreplied_for_mins | Int Optional | Enter a whole-number value. |
Send Notification tosend_notification_to | Small Text Optional | List of email addresses, separated by comma or new line. |
Default Outgoingdefault_outgoing | Check Optional | Notifications and bulk mails will be sent from this outgoing server. |
Always use this email address as sender addressalways_use_account_email_id_as_sender | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Always use this name as sender namealways_use_account_name_as_sender_name | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Send unsubscribe message in emailsend_unsubscribe_message | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Track Email Statustrack_email_status | Check Optional | Track if your email has been opened by the recipient. Note: If you're sending to multiple recipients, even if 1 recipient reads the email, it'll be considered "Opened" |
Add X-Original-From headeradd_x_original_from | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Add Reply-To headeradd_reply_to_header | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Reply-To Addressesreply_to_addresses | Table Optional | Addresses added here will be used as the Reply-To header for outgoing emails sent from this account. Linked record: Reply To Address |
Use TLSuse_tls | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Use SSLuse_ssl_for_outgoing | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Outgoing Serversmtp_server | Data Optional | e.g. smtp.gmail.com |
Portsmtp_port | Data Optional | If non standard port (e.g. 587). If on Google Cloud, try port 2525. |
Disable SMTP server authenticationno_smtp_authentication | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Delivery Status Notification Typedsn_notify_type | Select Optional | Select which delivery events should trigger a delivery status notification (DSN) from the SMTP server.Available choices
|
Always BCC Addressalways_bcc | Data Optional | Use this, for example, if all sent emails should also be send to an archive. |
Add Signatureadd_signature | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Signaturesignature | Text Editor Optional | Maintain formatted content for the record; review any public-facing output before publishing. |
Enable Auto Replyenable_auto_reply | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Auto Reply Messageauto_reply_message | Text Editor Optional | ProTip: Add Reference: {{ reference_doctype }} {{ reference_name }} to send document reference |
Footer Contentfooter | Text Editor Optional | Maintain formatted content for the record; review any public-facing output before publishing. |
Brand Logobrand_logo | Attach Image Optional | Upload an appropriate image in a supported format. Logo and profile images have different purposes and access requirements. |
Child tables
IMAP Folder — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Folder Namefolder_name | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Append Toappend_to | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Reply-To Addresses — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Name_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Emailemail | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.