# Email: outgoing and incoming servers

Tick Use Custom Email Servers in General Settings, then create an outgoing SMTP server and test its connection, and an incoming IMAP or POP server that turns the mail it fetches into records.

Everything Jaah sends, from a notification in the chatter to an invitation or a password-reset link, leaves through an outgoing mail server. Everything it should read from a mailbox arrives through an incoming mail server. Both are reached from the **Emails** block of General Settings, which needs the *Role / Administrator* role; the username and password of an outgoing server are readable by administrators only.

## Before you start {#before-you-start}

- Get from your mail provider the SMTP host, port and encryption plus a login for the outgoing server, and the IMAP or POP host, port and SSL/TLS setting plus a login for the incoming server.
- Decide the sender domain. The **Alias Domain** setting of the same **Emails** block holds the domain used by your mail aliases.
- For the incoming server, decide which document each fetched email should create: that is the **Create a New Record** field of the server.

## Steps {#steps}

1. Open **Settings/General Settings** and find the **Emails** block.
2. Tick **Use Custom Email Servers**. Two links appear, **Incoming Email Servers** and **Outgoing Email Servers**, together with the options **Use a Gmail Server** and **Use an Outlook Server**. Click **Save**.

![Ticking "Use Custom Email Servers" reveals the Incoming and Outgoing Email Servers links.](https://jaah.app/web/image/7018-6a6d08ba/general-settings-email-emails_block-en.png)

3. Click **Outgoing Email Servers**, then **New**. Give the server a **Name**. On the **Connection** tab choose the **Connection Encryption**: **None**, **TLS (STARTTLS), encryption and validation**, **TLS (STARTTLS), encryption only**, **SSL/TLS, encryption and validation** or **SSL/TLS, encryption only**. Fill **SMTP Server**, **SMTP Port** (usually 465 for SSL, 25 or 587 in the other cases), **Username** and **Password**. Leave **Authenticate with** on **Username** unless your provider gave you an **SSL Certificate**.

![A new outgoing mail server; "Test Connection" sits in the Actions menu.](https://jaah.app/web/image/7022-5cea44a4/general-settings-email-outgoing_server_form-en.png)

4. Choose **Actions › Test Connection**. On success the message **Connection Test Successful!** appears. Otherwise the message names what went wrong: an invalid server name, no response on that port, a connection closed unexpectedly, or a refusal by the server with its reply. Save the server.
5. Back in General Settings, click **Incoming Email Servers**, then **New**. Fill the **Name** and the **Server Type**: **IMAP Server**, **POP Server** or **Local Server**. On the **Server & Login** tab, under **Server Information**, enter the **Server Name** and tick **SSL/TLS** if your provider requires it; the **Port** is filled for you (993 or 143 for IMAP, 995 or 110 for POP, depending on SSL/TLS). Under **Login Information** enter the **Username** and **Password**. Under **Actions to Perform on Incoming Mails**, set **Create a New Record** to the document type each fetched email should create or continue.

![A new incoming mail server with the Server & Login tab; "Test & Confirm" sits in the Actions menu.](https://jaah.app/web/image/7026-266a58c9/general-settings-email-incoming_server_form-en.png)

6. Choose **Actions › Test & Confirm**. The status moves from **Not Confirmed** to **Confirmed**, and **Fetch Now** and **Reset Confirmation** become available. In developer mode an **Advanced** tab adds **Server Priority**, **Keep Attachments**, **Keep Original** and the last error recorded.

!!! tip "Gmail or Outlook"
    Ticking **Use a Gmail Server** or **Use an Outlook Server** installs an extra module. The page then asks you to **Save** and come back to set up the feature.

!!! warning "Several outgoing servers"
    When several servers exist, **FROM Filtering** decides which one may send for which addresses or domains (a comma-separated list), and **Priority** decides the rest: the server with the smallest number wins, the default being 10. Set both on purpose, or messages may leave through the wrong server.

## Result {#result}

Outgoing mail now leaves through your server. The confirmed incoming server is polled every five minutes by the scheduled action **Mail: Fetchmail Service**, and on demand with **Fetch Now**; each fetched email either creates a record of the chosen type or is attached to the conversation it answers. Both servers can be archived later: the list filter **Archived** shows them again.

## FAQ {#faq}

### Test Connection fails. What should I check? {#test-connection-fails}

Match the port with the encryption: 465 goes with SSL/TLS, 25 or 587 with STARTTLS or no encryption. "Invalid server name!" means the host does not resolve; "No response received. Check server address and port number." points at a wrong port or a firewall; "The server has closed the connection unexpectedly." usually means the encryption does not match the port. A refusal with the server's own reply is a login or policy problem on the provider's side.

### Which server is used when I have several? {#which-server-is-used}

The server whose **FROM Filtering** covers the sender address or its domain. When no filter applies, the server with the highest **Priority**, that is the smallest number. Use **FROM Filtering** when each company or department sends from its own domain.

### What does "Create a New Record" do on an incoming server? {#create-a-new-record}

Each incoming email is processed as part of a conversation of that document type: a new email creates a new document, a reply is attached to the existing one. Leave it empty if the server should only feed existing conversations.

### Where are the servers in the menus? {#where-are-the-servers-in-the-menus}

In developer mode, under **Settings/Technical/Email/Outgoing Mail Servers** and **Settings/Technical/Email/Incoming Mail Servers**. Without developer mode, use the two links of the **Emails** block.

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- Source: https://jaah.app/docs/general-settings/email-servers
- Updated: 2026-10-13
- Version: General settings and administration 19.0.1.0
- Verified: 2026-10-13