Mail Manager

Owned by Michelle Cabaya
Last updated: May 15, 2023
6 min read

The Mail Manager is where you can view recent logs of email transactions and configure the email server and email account for the Operations App to use when sending emails. 

To access the Mail Manager, go to the top menu and click on Action > Mail Manager, or click the MailManager icon  in the toolbar.

Field Name

Description

Field Name

Description

Active Profile

The active profile you would like to use to send emails and view logs for.

Max Records To Show

The maximum number of records to show in the mail manager logs.

Example

If the number is 10, the last 10 log entries will be displayed in each section.

Inbound

Displays the logs for all inbound messages. 

Outbound

Displays the logs of each transaction, or detailed steps communicating with your email server. that has taken place for outbound email that was successful. This is not an error log. 

Driver Actions

Displays the log of emails that were generated because of a driver action through a mobile device.

Errors

Displays a record of errors. These are usually from your email provider. 

Back to top.

Toolbar

Icon

Description

Icon

Description

Enable CXT mail service in order to send or receive messages.

Disable the CXT Mail Service and you will not be able to send or receive messages.

Send all pending emails in the outbox now instead of waiting for the next time the mail service is scheduled to run.

Edit Profile displays the Mail Accounts form so that you can add, edit or remove mail account profiles. See Mail Manager - Mail Accounts and Mail Settings Properties.

Clear all of the messages located in the outbox. 

Cleared messages will not be sent.

Clear all of the displayed mail manager logs.

Refresh the mail manager logs.

Back to top.

How to Set Up Sending Emails

To configure an email server and account you must add or edit a mail account profile. 

  1. Go to Action > Mail Manager.

  2. Click the Edit Profile icon 

  3. Click Add. To edit a profile, select the mail account you would like to edit by clicking on it, it will be highlighted in blue, then click Properties

  4. Enter a Profile Name and the number of minutes you would like to check for inbound or outbound email messages in the Frequency field.

  5. Enter the information for the Outbound Email section.

  • Enable outbound email - If checked this will send email through the email server set up in the Outbound Email settings.

  • Host - SMTP email server. This information would be provided by your email service provider. 

  • Username - Usually your email address.

  • Password - Password used with the username above for your email.

  • Port - Port provided by your email service provider.

  • Secure Connection - This should be checked if your email provider requires SSL/Secure Connection

  • Enable TLS - This should be checked in your email service provider requires TLS.

Back to top.

How to Disable the Mail Manager

If you don’t want to send messages through the Operations App you can disable the mail manager

  1. Go to Action > Mail Manager.

  2. Click the "Disable CXT mail service" icon or press Ctrl + D.

Back to top.

How to View the Outbox

The outbox is a list of emails that are waiting to be sent.

  1. Go to Action > Mail Manager.

  2. In the menu of the CXT Mail Manager, go to View > Outbox.

Back to top.

Mail Manager in the Operations App

Any section that sends an email from the Operations App will depend on the Mail Manager. If any of the sections below are not sending emails or messages as you expect, review the Mail Manager for correct settings or error messages.

Orders 

There are several different emails, set up in Message Formats (Classic Operations App) section and the customer record, that can be generated with an on demand order. For example, if an email address is entered on an order, an email can be sent to that address to confirm the order having been placed, to confirm pickup, and to confirm delivery. 

Invoices 

You can email invoices to your customers directly from the Operations App if an email address is set in the Billing Contact section of the Accounting tab on the customer record.  The invoice format is set on the customer record and contains the email details. 

Driver communication 

If you have any of your drivers configured to receive text messages with order information rather than, or in addition to, using the Driver App, those messages are sent from the Operations App using email. The drivers' replies are processed through the inbound email feature. 

Integrations 

Some integrations use email to perform specialized functions. If you are trying to troubleshoot an integration and believe email is the issue, contact support for assistance.

Finds 

Finds use the Mail Manager to email reports. See How to Email Find Results. 

Back to top.

Mail Manager in the Driver App

The setup in the Outbound Email section of the Mail Settings Properties is used to send messages to the driver and for the replies from the driver to the dispatcher's email.

Back to top.

Troubleshooting

Emails are not being sent.

For some email providers such as Gmail or Microsoft 365 you may need to set up an authentication username and password instead of using your email address and password. For Gmail see Setting up OAuth 2.0. For Microsoft 365 see Authenticate an IMAP, POP or SMTP connection using OAuth.  

Your customers are not receiving emails.

  • Check that the correct email address was entered.

  • Review the Error logs in the Mail Manager. 

  • Make sure you are not using a mail relay or settings that will cause your emails to be blocked as spam.

    • Make sure that you do not have 10.17.52.131 showing as your Host in the Outbound Email section of the Mail Settings Properties. 

    • If you are using an email server within your organization (rather than an email provider), your IT department or provider will want to verify that Reverse DNS has been configured correctly to make sure that the IP address sending the email will match the IP address entered as the Host in the Mail Settings Properties.

  • Even if you have all of your mail settings set correctly, sometimes spam blockers will still misidentify your email as spam. Ask the intended recipient to verify that your email is not in a spam quarantine or have them look into whitelisting your domain or email address. He or she may need to contact their own IT department or provider to accomplish this.

  • Message formats may not be configured correctly. Return email addresses are required.