Configuring Mail Accounts
Colabolo offers powerful email integration to allow you to collaborate internally and communicate with external users (ex. customers, partners) over email.
Tip: If you work frequently with an external user, consider adding him as a Colabolo team member for more efficient collaboration. They shall then be able to receive update notifications whenever the issue is updated and fully participate in the project.
The issue can be created by either the external user via email or by your team directly inside Colabolo:
(a) External users can create issues/comments via email and your team can send email replies by commenting on those issues
(b) Your team can add an external user's email address on the Notify List of the issue and can send emails to them by commenting on the issue.
Email replies from external users are automatically added as comments to the issue.
Adding a Mail Account
If you would like to enable the mail service for your project, you need to configure a mail account first:
1. Select your project.
2. Click on "Mail Accounts" in the sidebar.
3. Click on "
Add a POP Mail Account"
Next, you will see the screen below. Fill in the information of your mail account and press "Save":
 |
Email Address |
The email address of this account. Incoming email to this address shall automatically create a new issue or add a comment to an existing issue. This will also be the reply-to address on emails sent from this account |
ex. sales@yourco.com, support@yourco.com, info@yourco.com |
 |
"From" Name |
The sender's name to be displayed on emails sent from this account |
ex. Colabolo Support Team |
 |
Incoming Mail Server |
The host name of the POP mail server |
ex. pop.gmail.com |
 |
SSL |
Is SSL active or not? |
|
 |
Port Number |
The port number of the POP mail server. Generally, 110 for POP (995 over SSL). |
ex. 110, 995 |
 |
User Name |
The username to access this POP mail server |
ex. username@gmail.com |
 |
Enter Password |
The password to access this POP mail server |
|
 |
Re-enter Password |
Re-type your password to access this POP mail server |
|
 |
Default Issue Type, Status, Priority |
The issue type/status/priority of the issues automatically created by email arriving at this email address. |
ex. Support Request, Sales Enquiry |
 |
Activate |
Check to activate this email account in Colabolo |
|
Once configured, you shall be able to keep an eye on the mail service by looking at the status icon in the sidebar:
 |
Mail service not enabled |
 |
Mail service active |
 |
Mail service inactive |
Now, go ahead and try it:
- Send an email to the above address. Does it create a new issue?
- Add a comment to that issue and check "Email reply to external users". Does the sender in step 1 receive a reply email?
- Reply to the email received in step 2. Does that reply get added as a comment to the issue?
- Finally, edit the Notify List of the issue and add another email address. Now when you add a comment and check "Email reply to external users",
does the second email address receive the email too?
Congratulations! The mail service for your project is now active.
Issues Created from Incoming Email
Here is an example of an issue created by incoming email:
|
Created by |
The email address of the external user who created this issue via email |
|
Notify to |
The sender's email address is automatically added to the Notify List of the issue |
|
Email reply to external users |
Team members can choose to send reply to the external user(s) when adding a comment |
|
Commented by |
External user's reply to the email from Colabolo is automatically added as a comment to the issue |
Tips:
1. Regular team members can also send emails to Colabolo. If you would like to add a comment via email to an existing issues, just make sure you enter the issue ID in the Subject: field of your email like this: (Project-T1-2)
2. External users only receive those comments that the Colabolo user chooses to email. Unlike Colabolo users, they do not receive any notifications when the issue is updated, nor can they access the issue.
3. Sending/receiving of email attachments is not supported under the basic service.
Learn more:
