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Outgoing email

Provide the following details:

• Outbound SMTP Server
• From Address
• SSL Connection encryption
• SMTP Server Port
• Authentication type – Select either Not Required, Windows, or Specific. For the Specific authentication type, provide username and password.

For the use of Exchange Web Services, provide these server details:

• Azure App ID – The Application (Client) ID of the app registered in Azure for EWS.
• Server – The email server to which the system should connect to send the email notifications.
• Email Address – The email address using which the email notifications will be sent.
• User – The email user on the EWS server.

Incoming email

For POP3/IMAP, provide these details:

• Server
• Port
• SSL Connection encryption
• TLS Connection encryption
• Email Address - The address to which email approval messages will be sent.
• User/Password – For the email approval user.

Example for IMAP Settings of Exchange Server for Incoming email settings:

• Server: abc.test.com (exchange server)

• Port: Port no on which exchange server is configured

• Allow SSL connection encryption : Yes/No

• Allow TLS connection encryption : Yes/No

• Email Address: A valid domain account , which is configured with email address ( abc@test.com)

• Username: domain\username

• Password: password of username.

For EWS, provide these details:

• Azure App ID - Application (Client) ID of app registered in Azure for EWS.
• Server - The email server to which the task approval email messages will be delivered.
• Email Address - The email address to which the task approval email messages will be sent.
• User – The user to be used to connect and access the task approval email messages on the EWS server.

Email templates

You can use this page to add new email templates or to edit existing email templates. For more information, refer to the Email Templates.

Email template structure

On the Templates Structure page, Administrators can select the order in which content appears in emails.

To change the Email Template Structure:

1. Select Email Template Structure from the drop-down menu.
2. In the email body section, change the order of the individual items. For example, to include the process history prior to the Open Task or Approve Email links, cut {{MailRefLink}} and paste it above {{History}}.
3. Click Save. You will receive confirmation that you have successfully updated the structure of the email template.

All emails sent after you save the update will reflect the updated structure.

Microsoft Graph API email permissions through the Azure Portal

Prerequisites

Procedure

1. Sign in to Azure Portal using your Azure Active Directory administrator credentials.
2. Register a New Application
   1. Navigate to Microsoft Entra ID.
   2. Under App registrations, click New registration.
   3. On the Register an application screen, enter the Name.
   4. Click Register.
3. Configure API Permissions
   1. Go to API permissions and click Add a permission.
   2. Select Microsoft Graph and then Application permissions option.
   3. In the permissions list, search and select:
      1. Mail.ReadWrite – Allows the app to read and write mail in all mailboxes.
      2. Mail.Send – Allows the app to send mail as any user.
   4. Click Add permissions to confirm.
4. Grant Admin Consent
   1. In the API permissions tab, click Grant admin consent (for Your Tenant Name).
   2. Confirm the prompt to authorize the selected permissions across the organization.
5. Collect App Credentials
   1. Under the Overview section, copy the following values:
      1. Application (client) ID
      2. Directory (tenant) ID
6. Create a Client Secret
   1. Navigate to Certificates & secrets > Client secrets tab.
   2. Click New client secret.
   3. Enter the Description and select an expiry period (for example, 6 months or 12 months).
   4. Click Add, then copy the value immediately.
7. (Optional) Restrict Mailbox Access with Application Access Policy
   1. Create and apply an Application Access Policy using Exchange Online PowerShell.
   2. This limits the scope of mailbox access to specific users or groups.

To refer the official Microsoft documentation, click here.