Email Account Configuration

Email Account Configuration

Before any email can be sent via HelpMaster, a HelpMaster email account needs to be configured first.

Note that this is not referring to an actual email account (Microsoft Exchange, Microsoft 365, Google Mail, Outlook etc), this is referring to a HelpMaster “account” that points to your email source.  These HelpMaster email accounts act as an abstraction layer between HelpMaster and your actual email system.  HelpMaster uses these “HelpMaster email account” “wrappers” to, govern security, email template “from addresses”, and automate use from within HelpMaster.  

HelpMaster Email Accounts

By creating different HelpMaster email accounts that point to real email accounts, you can configure the workflow, templates and email use within HelpMaster, and control its use and access within HelpMaster according to HelpMaster security, skillgroups, template subscriptions etc.  Remember that any security, workflow, or other setting that you configure against these HelpMaster email accounts only exist within the HelpMaster application itself - it does not affect the underlying email system (Microsoft Exchange, GMail, etc) that is being used - the security settings for these will always trump any HelpMaster settings.

New email accounts can be created via the Email Account setup screen.

Creating a new email account

Note, system administrators can prevent users from creating their own personal email accounts via the Global Email Accounts screen.

Personal Email Accounts (if allowed) can be created via HM > My Preferences > Email

Global Email Accounts can be created via Administration > System Administration > Global email accounts

Select the type of email account you wish to create.

Microsoft 365 Accounts

For Microsoft 365 accounts ensure that you have first configured access as outlined at Microsoft 365 Integration, then enter the email address of the account you wish to use and click Search. Select it from the list, click Next > and proceed to Testing an email account.

Google Workspace / GMail Accounts

For Google (global accounts) ensure that you have first configured access as outlined at Google Workspace Integration, then enter the email address of the account you wish to use and click Search. Select it from the list, click Next > and proceed to Testing an email account.

Microsoft Exchange or Outlook Profiles

When a Microsoft Exchange or Outlook email account is selected for dedicated email use (e.g. Email Manager only), choose which Outlook profile to use. For a default account (that everyone can use) leave it blank to use the default Outlook profile that is found on each client machine being used. You can also specify a From address to use if you wish to over-ride the default From email address of the profile to another email address. If using this option ensure that the logged in user or service account has Microsoft Exchange/365 Send on behalf of or Send AS email permissions for the default account specified in the Outlook profile.

Click Next > and proceed to Testing an email account.

Legacy SMTP Internet Accounts

Note: If you are currently using SMTP / IMAP based accounts in HelpMaster that connect to Microsoft 365 mailboxes, these accounts will stop working during the first week of January 2023! You must change these accounts to Microsoft 365 based accounts before then to ensure email continues to work from HelpMaster. This especially affects web portal emailing and Email Manager reading of email where this was the only option prior to the release of HelpMaster v22.7.22 on the 22nd of July 2022.

If creating an Internet style email account you will see the following screen. Use the Default Settings menu to select settings for popular cloud email providers like Gmail and Yahoo!

Note:  The Read settings are required only for Email Manager account configuration as only it requires read access to email.

For internet-based SMTP/IMAP email accounts, refer to your email provider or network administrator for the correct settings.

Testing an email account

While creating an email account it can be tested using the Test Email Account button. Enter the test email destination address and click OK.


Account configuration options

Specify a Friendly name for the email account and a Description. The friendly name is the text that will be displayed in drop-down boxes and grids when displaying email accounts.

Select where Security access will be granted for the email account.

Everyone: This allows the email account to be used by everyone and everything in HelpMaster. All Staff members, Email Manager, Priority Manager, Email Template over-ride.

System: Used exclusively for HelpMaster modules only e.g. Email Manager, Priority Manager, Automation Service, or for Email Templates.   When an email account is marked as a system account, it will not show up in the list of available email accounts in a staff members’ personal email settings screen. This is to prevent staff members using email accounts that have been created for other purposes.

All staff members:  Similar to the Everyone account, but limited to staff members only. The HelpMaster modules (Priority Manager, Email Manager, etc) cannot use this email account.

Staff members via permissions:  Same as for All Staff members but limited by the selection of Skillgroups, Application Security Roles, and individual Staff members.

See Also

Personal Email Accounts

Global Email Accounts

Sending an Email

Email Templates

Convert Email into jobs via the Email Manager

Using Email in workflow

Microsoft 365 SMTP/IMAP Deprecation

Deprecation of basic authentication

September 2022 update