Email Domain
How to use Email Domain 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.
Before you start
Prepare the required information: Domain Name, Incoming Server, Outgoing Server.
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 Domain 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.
- 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 |
|---|---|---|
Domain Namedomain_name | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Incoming Serveremail_server | Data Required | e.g. pop.gmail.com / imap.gmail.com |
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. |
Portincoming_port | Data Optional | If non-standard port (e.g. POP3: 995/110, IMAP: 993/143) |
Attachment Limit (MB)attachment_limit | Int Optional | Ignore attachments over this size |
Outgoing Serversmtp_server | Data Required | e.g. smtp.gmail.com |
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. |
Validate SSL Certificatevalidate_ssl_certificate_for_outgoing | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Portsmtp_port | Data Optional | If non standard port (e.g. 587) |
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 | Some mailboxes require a different Sent Folder Name e.g. "INBOX.Sent" |
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.