Email Account
Overview
Email Account — Business Overview
The Email Account is a setup document in Dafater that connects the organization’s email addresses with daily business activities. It allows Dafater to send, receive, and manage business emails in a structured and traceable way, directly linked to customers, employees, and internal processes.
What the Email Account Is Used For
The Email Account defines how Dafater uses a specific business email address, such as:
- Sending official communications (invoices, confirmations, notifications)
- Receiving customer inquiries or replies
- Managing shared mailboxes like sales@, support@, or hr@
- Ensuring emails are stored, tracked, and accessible within business records
In simple terms, it makes email a controlled and reliable part of daily operations rather than an external, disconnected tool.
Prerequisites and Setup Requirements
Before creating an Email Account, the business should have:
- A valid business email address (for example, a department or role-based email)
- Clear ownership of the email address (who is responsible for monitoring it)
- Defined purpose for the email (sales, support, billing, HR, management)
- Email access credentials or approval from the email provider
It is also recommended to decide whether the email will be used by one person or shared across a team.
Typical Workflow and Business Usage
Create the Email Account
- The business registers the email address in Dafater and defines its purpose.
Assign Business Role
- The email is linked to a function such as sales communication, customer support, or internal notifications.
Daily Communication
- Dafater sends emails automatically (for example, documents or alerts).
- Incoming emails are captured and linked to relevant business records.
Follow-up and Accountability
- Teams can view conversations related to customers, transactions, or cases.
- No important email is lost or stuck in a personal inbox.
Ongoing Review
- The email account remains active as long as the business function exists.
Key Business Scenarios Where Email Account Is Essential
Sales and Customer Communication
- Sending quotations, order confirmations, and responding to inquiries.
Customer Support
- Managing support emails in one place with full history and context.
Finance and Billing
- Sending invoices, payment reminders, and statements from a trusted business address.
Human Resources
- Handling recruitment emails, employee communication, and official notices.
Management and Compliance
- Keeping auditable records of business correspondence.
Important Considerations for Users
- Use role-based emails, not personal ones, for continuity and professionalism.
- Assign responsibility so someone is accountable for monitoring incoming messages.
- Avoid duplication by ensuring one clear purpose per Email Account.
- Review access regularly, especially when staff roles change.
- Maintain professionalism, as emails sent through Dafater represent the organization officially.
Business Value Summary
The Email Account ensures that communication in Dafater is organized, reliable, and business-ready. It transforms email from an informal tool into a structured part of workflows, improving transparency, customer trust, and operational efficiency.
Basic Information
- Module: Email
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| email_id | Email Address | Data | ✓ | Primary email address used for business communication in Dafater | |
| emailaccountname | Email Account Name | Data | - | Internal name to identify this email account in Dafater | |
| domain | Domain | Link | Email Domain | Associated email domain for routing and management | |
| service | Service | Select | , GMail, Sendgrid, SparkPost, Yahoo Mail, Outlo... | Email service provider used for sending or receiving emails | |
| auth_method | Method | Select | Basic, OAuth | Authentication method used to connect email service | |
| backendappflow | Authenticate as Service Principal | Check | - | Authenticate using service principal for backend integrations | |
| authorizeapiaccess | Authorize API Access | Button | - | Authorize Dafater to access email service APIs | |
| password | Password | Password | - | Password for email account authentication | |
| awaiting_password | Awaiting password | Check | - | Indicates password is pending entry or update | |
| asciiencodepassword | Use ASCII encoding for password | Check | - | Encode password using ASCII for compatibility | |
| connected_app | Connected App | Link | Connected App | Linked application used for OAuth authentication | |
| connected_user | Connected User | Link | User | User associated with this connected email account | |
| loginidis_different | Use different Email ID | Check | - | Use alternate login email for authentication | |
| login_id | Alternative Email ID | Data | - | Alternative email ID used for login | |
| enable_incoming | Enable Incoming | Check | - | Enable receiving incoming emails into Dafater | |
| default_incoming | Default Incoming | Check | - | Set as default account for incoming emails | |
| use_imap | Use IMAP | Check | - | Retrieve incoming emails using IMAP protocol | |
| use_ssl | Use SSL | Check | - | Secure incoming email connection using SSL | |
| use_starttls | Use STARTTLS | Check | - | Secure incoming email connection using STARTTLS | |
| email_server | Incoming Server | Data | - | Incoming mail server address | |
| incoming_port | Port | Data | - | Port used for incoming mail server | |
| attachment_limit | Attachment Limit (MB) | Int | - | Maximum allowed attachment size for incoming emails | |
| emailsyncoption | Email Sync Option | Select | ALL, UNSEEN | Choose which emails to sync from mailbox | |
| initialsynccount | Initial Sync Count | Select | 100, 250, 500 | Number of emails synced during initial setup | |
| imap_folder | IMAP Folder | Table | IMAP Folder | IMAP folders selected for email synchronization | |
| appendemailstosentfolder | Append Emails to Sent Folder | Check | - | Save sent emails to provider sent folder | |
| sentfoldername | Sent Folder Name | Data | - | Name of sent folder in email server | |
| append_to | Append To | Link | DocType | Link incoming emails to selected Dafater documents | |
| create_contact | Create Contacts from Incoming Emails | Check | - | Automatically create contacts from incoming emails | |
| enableautomaticlinking | Enable Automatic Linking in Documents | Check | - | Automatically link emails to related documents | |
| notifyifunreplied | Notify if unreplied | Check | - | Send alert when emails remain unreplied | |
| unrepliedformins | Notify if unreplied for (in mins) | Int | - | Time threshold before unreplied notification triggers | |
| sendnotificationto | Send Notification to | Small Text | - | Recipients for unreplied email notifications | |
| enable_outgoing | Enable Outgoing | Check | - | Enable sending outgoing emails from Dafater | |
| use_tls | Use TLS | Check | - | Secure outgoing email connection using TLS | |
| usesslfor_outgoing | Use SSL | Check | - | Secure outgoing email connection using SSL | |
| smtp_server | Outgoing Server | Data | - | Outgoing mail server address | |
| smtp_port | Port | Data | - | Port used for outgoing mail server | |
| default_outgoing | Default Outgoing | Check | - | Set as default account for outgoing emails | |
| alwaysuseaccountemailidassender | Always use this email address as sender address | Check | - | Force sender email address for all outgoing emails | |
| alwaysuseaccountnameassendername | Always use this name as sender name | Check | - | Force sender name for all outgoing emails | |
| sendunsubscribemessage | Send unsubscribe message in email | Check | - | Include unsubscribe option in outgoing emails | |
| trackemailstatus | Track Email Status | Check | - | Track delivery and engagement status of emails | |
| nosmtpauthentication | Disable SMTP server authentication | Check | - | Disable authentication for outgoing SMTP server | |
| always_bcc | Always BCC Address | Data | Automatically BCC this address on all emails | ||
| add_signature | Add Signature | Check | - | Append email signature to outgoing messages | |
| signature | Signature | Text Editor | - | Signature content added to outgoing emails | |
| enableautoreply | Enable Auto Reply | Check | - | Automatically reply to incoming emails | |
| autoreplymessage | Auto Reply Message | Text Editor | - | Message sent as automatic email reply | |
| footer | Footer Content | Text Editor | - | Footer content appended to outgoing emails | |
| brand_logo | Brand Logo | Attach Image | - | Brand logo displayed in email templates | |
| uidvalidity | UIDVALIDITY | Data | - | IMAP UID validity value for mailbox synchronization | |
| uidnext | UIDNEXT | Int | - | Next IMAP UID value to be fetched | |
| no_failed | no failed attempts | Int | - | Number of failed email connection attempts |
Child Tables
IMAP Folder (IMAP Folder)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| folder_name | Folder Name | Data | ✓ | - | Email folder name used for monitoring incoming messages. |
| append_to | Append To | Link | DocType | Dafater DocType where emails from this folder are created. | |
| uidvalidity | UIDVALIDITY | Data | - | IMAP identifier ensuring folder message UIDs remain consistent. | |
| uidnext | UIDNEXT | Data | - | Next IMAP UID expected for new messages in folder. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| System Manager | ✓ | ✓ | ✓ | ✓ | ||
| Inbox User | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Auto Email Report | Linked from | |
| Communication | Linked from | Core |
| Email Queue | Linked from | |
| HR Settings | Linked from | HR |
| Issue | Linked from | Support |
| Notification | Linked from | |
| Payroll Settings | Linked from | Payroll |
| Process Statement Of Accounts | Linked from | Accounts |
| Unhandled Email | Linked from | |
| Connected App | Links to | Integrations |
| Email Domain | Links to | |
| User | Links to | Core |