Setting up an Incoming mail server record

| 2 minutes

This SOP will help the IT Administrator to configure Incoming mail server records in Odoo.

The process to follow is as follows:

Create record

1. Create an App Password from the settings of a Google account.
2. In Odoo, go to the Settings module, refer to the Incoming Mail Servers section.
3. Click on the Create button, located at the top left of the screen.
4. Enter the data requested on this screen:
a. Name: alphanumeric value. For example: Sale
b. Server Type: for example: POP Server
c. Server & login tab
i. Server Name: for example: pop.gmail.com
ii. Port: for example: 995
iii. SSL/TLS: checked
iv. Username: for example: sales@advacarepharma.com
v. Password: alphanumeric value generated in step #1
vi. Create a New Record: for example: Lead/Opportunity
d. Advanced tab
i. It should be left as it’s. No changes are required here.
5. Click on the Save button.
6. Click on the Test & Confirm button.
7. Verify in the upper right part of the screen that the system shows that the configuration is confirmed.

Edit record

1. In Odoo, go to the Settings module, refer to the Incoming Mail Servers section.
2. Click on the record to be edited.
3. Click on the Edit button.
4. Replace the data requested on this screen:
a. Name: alphanumeric value. For example: Sale
b. Server Type: for example: POP Server
c. Server & login tab
i. Server Name: for example: pop.gmail.com
ii. Port: for example: 995
iii. SSL/TLS: checked
iv. Username: for example: sales@advacarepharma.com
v. Password: alphanumeric value generated in step #1
vi. Create a New Record: for example: Lead/Opportunity
d. Advanced tab
i. It should be left as it’s. No changes are required here.
5. Click on the Save button.
6. Click on the Test & Confirm button.
7. Verify in the upper right part of the screen that the system shows that the configuration is confirmed.

Most common Incoming Mail Server Configurations:

According to our process in Odoo, there are different purposes that system users will require the creation of new Incoming mail server records.

One of the most common processes where an Incoming mail server is configured is the Auto Lead Replies or LRs process from the Marketing Department. To learn more about the current status of this configuration refer to Sales Incoming record, which is used to auto-create Leads in Odoo by fetching emails from the Sales Gmail Accounts ( sales@advacarepharma.com ).

At this moment the configuration of a Sales Incoming Mail Server for fetching Leads is available and being the only active configuration. Although, any future/new configuration can be done following the steps mentioned at the beginning of this document, from different Gmail accounts and different purposes.

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