Project Wizard Step 5–Email

FootPrints can be configured to work with your email server to both send email notification to users about their Issues and to process incoming email submissions for users. The basic email options for your project are configured in this step.  Additional options are available on the administration pages within FootPrints.

1. Email Notification - When to Send Mail—FootPrints can automatically send email notification to users when Issues are created and edited. Separate rules can be set for both Assignees (Agents assigned to Issues) and Customers (end users who report Issues). For example, you may want email notification sent to the Agent assigned to an Issue for all statuses, but you may only want email notification to go to the Customer who submitted the Issue when it is opened, and when it is closed.

A default template is used for email notifications from FootPrints. To change the template, select Administration | Project | Mail Preferences | Contents of Mail from the FootPrints Toolbar after completing the Wizard.

For each of the categories, the options are:

• Never send mail: If this option is chosen, no notification email is sent.
• Always send mail for every creation/edit: Email is sent to all assignees for each change to an Issue (default).
• Send mail only for Issues matching the following criteria: 
• Priority—Notification is only sent to the assignees/cc's when the Issue's priority falls into the range chosen here.
• Status—Notification is only sent to the assignees/cc's when the Issue's status matches one of the statuses defined here.  Multiple statuses can be selected (Windows users must hold down the CTRL key to highlight multiple statuses).

Note

The email notification rules selected here can be manually overridden for a particular Issue by the Agent assigned to that Issue. These are simply defaults.

2. Request Creation—An email can be sent automatically to one or more internal users when a new Request is submitted by a Customer. This is in addition to notification sent to Assignees as defined above. If selected, you receive an email each time a Customer submits a new Request to FootPrints via the web or email. This option can be changed later under Administration | Project | Mail Preferences after additional users are added to the system.
3. FootPrints Incoming Email Management—FootPrints can process incoming email requests from users. An email account must be created on the email server for the exclusive use of FootPrints (e.g., support@myserver.com).  All email sent to this account is processed by FootPrints and registered as new Issues within the system or updates to existing issues.

Note

Do not enter your own email address in this section.

To enable this feature:

1. Select the mail retrieval protocol used by your email server. The choices are:
2. IMAP (Internet Message Access Protocol)
3. POP (Post Office Protocol)

To skip this step: If you do not wish to configure incoming email, select SKIP SETUP (this is the default). You can enable incoming email at a later time by selecting Administration | System | Email | Incoming Email Setup from the FootPrints Toolbar.

2. Enter the POP/IMAP mail server name for your organization, e.g., mail.myserver.com or 123.33.44.55. This is pre-filled with the name entered during installation.
3. Enter the email account name of the account you have created on your mail server for the exclusive use of FootPrints, e.g., support.

Note

Do not enter your own email address in this section.  All mail sent to the account entered here is processed by FootPrints. If you enter your own email address, you will no longer receive email.

4. Enter the password for the email account (this must be entered twice).
5. Enter the default reply address for this account.  We recommend entering the full email address of the account specified above, e.g., support@myserver.com.
6. Enter the From name for this account.  This is the name that populates the From line of email notification mail headers, e.g., FootPrints or Widget Support. It is used to respond to FootPrints email notification, which can be threaded back to the originating Issue.

When you have completed configuration of email, click Complete the Wizard to finish the configuration of the project.