NOTE: The following settings are best performed by your IT Team. As they will know and have access to any additional security settings that may be needed for the connections to work.

Outbound Email Considerations

Workamajig has the ability to send email out from the system, this includes conversations, invoices and system notifications.

If you are on a Workamajig server, ex. app1.workamajig.com, all outbound email will come from our mail servers. Since your email domain is different, your mail server will likely see this domain mismatch as SPAM. There is nothing we can do about this from the Workamajig side. However, on your mail server, the following may provide a solution.

Resolutions:

1) Whitelist the Workamajig Servers and your app server: maile.workamajig.com, mailw.workamajig.com

and/or

2) DKIM: request a DKIM record by sending an email to support@workamajig.com along with the domain you wish us to setup

3) SMTP: setup SMTP so all email from Workamajig will be sent via your mail server. See below for further considerations regarding the SMTP connection.
Your IT person can make a decision as to which method will best work for your team.

Connections Overview

NOTE: Google and Microsoft have made changes to setup POP3/IMAP/SMTP connections to their respective systems.

Google

Unique gmail.com address> You MUST setup Two-Step Authentication. Once that is setup you will be able to create an App Password that will allow you to connect via POP3/IMAP/SMTP.

Two-step: https://support.google.com/accounts/answer/185839?hl=en&co=GENIE.Platform%3DDesktop

App Password: https://support.google.com/accounts/answer/185833?hl=en

GSuite

Google hosting of your domain email>>You can decide to implement Two-Step Authentication or not. However, if you have, then you need to allow for app passwords

App Password: https://support.google.com/accounts/answer/185833?hl=e

Office365

Microsoft hosting of your domain email>>You can decide to implement Two-Step Authentications or not. However, if you have, then you need to allow for app passwords

App Password: https://support.microsoft.com/en-au/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9

Office365 OAuth

Beginning Oct 2022, Microsoft is requiring the use of POP/IMAP OAuth authentication. Setup instructions can be found below.

Office365 SMTP

Microsoft requires that the mailbox you are using for SMTP be allowed to send as any employee setup in Workamajig. If you are using SMTP and using the Client Portal for clients outside of your network to login and send email out of Workamajig, the SMTP pass-through send will fail. This is because they are not part of your Active Directory. The workaround would be to change the Transaction Preference>Notification Options>Conversations to System Message Only. This way email is shown in the bell notification in Workamajig instead of using email.

Incoming emails

This area allows you to set up a unique mailbox that can be used to enhance communication and documentation at the campaign/project/task/to-do level, as well as for leads/contacts and opportunities.

How it works

Workamajig-derived communications

Once the mailbox is set up, when you send out an email from Workamajig, specific coding is included in the email that allows the recipient to simply reply to the email and it will be sent directly to the mailbox for processing and threading to the appropriate location.

External-derived communications

You may also forward emails directly to the mailbox for the system to process. The following must be included for the email body (not subject) to be processed correctly:

Campaign: include the campaign number enclosed by double square brackets, [[CampaignNumber]] anywhere in the body of the email.
Project: include a project number enclosed by double square brackets [[ProjectNumber]] anywhere in the body of the email.
Opportunity: include the opportunity number enclosed by double square brackets, [[OpportunityNumber]], anywhere in the body of the email.
Opportunity Oppty Project/Campaign: include oppty number enclosed by double square brackets, [[OpptyProjNumber]], anywhere in the body of the email.
Lead/Contact: email address found in To:/CC:/BCC: area will be matched to lead or contact record in Workamajig

How the mailbox is processed

The mailbox will be processed following the steps below:

1) Check for Workamajig based code for campaign/project/opportunity/oppty project.
If found: check for a matched email address in To/CC/BCC > Create note> add matched contact to email-to > add Auto-subscribers to email-to > Thread email to the proper location > Send "reply" notifications to email-to list and thread note to contact history.
If not found: move to step 2
NOTE: Even if the matched contact is not associated with the project/opportunity, they will be added to the email-to: and sent a reply email and remain a part of the thread.

2) Check for double square bracket information in the body
If found: check for a matched email address in To/CC/BCC > Create note > Add matched contact to email-to > Add auto-subscribers to email-to > Thread email to the proper location > Send "reply" notifications to email-to list and thread note to contact history. NOTE: Multiple double square bracket entries are not allowed. The system will only process the first entry found in the body
If not found: move to step 3
NOTE: Even if the matched contact is not associated with the project/opportunity, they will still be added to the email-to: and sent a reply email and will remain a part of the thread.

3) Check for a match in To/CC/BCC fields
If found: Create note > Add matched contact/lead to email-to > Thread email to contact/lead history. No email reply will be sent
If not found: Delete email

WARNING: DO NOT use a personal email account nor a business email account already in use for this system-level feature. Create a NEW and UNIQUE email account to facilitate this setup. Ex. files@yourdomain.com or conversations@yourdomain.com

Configure Project Conversation Mail Settings

Incoming Email

This info can also be found in the Connections guide.

From Admin/Manager -> System Setup -> Account Information -> Connections: Emails->Incoming Emails:
In the Email Protocol field, select POP or IMAP based on the setup of your Email Account settings, or what your IT folks allow.
You should then input the related settings into the following fields:
- Server - Enter the email accounts server URL (i.e. pop.gmail.com).
- Use SSL - Check this as most all connections use SSL unless otherwise told not to check.
- Port - Enter your email accounts port setting (i.e. 995).
In the User ID text box, enter the user ID/email address of the email account being used for this feature. Refer to a later section in this guide on getting a standalone account setup for this feature.
NOTE: Do Not use a personal email account for this feature.
In the Password field, enter the password for the email account.
The Email Address field will populate with the User ID field. However, you can change this but only do so if instructed.
We recommend you check the Outbound Emails: Force System Email box. This makes the From and Reply-To email address be the same for all emails going out of your Workamajig account. The name of the person will be in the sender info regardless. This helps if you have spam filters on your email server or email client that prevent SPOOFING. You can also whitelist this email address as well, or our email name servers. If this is an option that is not checked, then the Reply-To email will be that of the person who sent the email, which means the email will not be sent back to the appropriate Workamajig Conversations area. The name of who wrote the post is still retained in addition to the system email address.
With the above checked, then in the System Email text box, we recommend using the same email address from above. While you can enter a different email for the system to use, emails sent to a different address will not be retrieved.
Click Save.
Click Verify Login to ensure the system will is able to connect to the email account properly.

Typical example if using a standalone Gmail account for this feature.

This is what the Diary Mail Settings may look like when connected to a Gmail account.

Microsoft Office 365 POP/IMAP OAuth Setup

Please provide the following setup instructions to your MS365 Admin. There may be additional settings that need to be looked at for the connection to work.

Local Hosted: If you are on a local hosted version of Workamajig and using Office365, please contact support@workamajig.com prior to proceeding. We will need to make some adjustments on our side in order for the connection to work. Also Microsoft requires that your Workamajig URL is using a valid SSL Certificate.(https: connection vs. http:).

NOTE: Prior to proceeding with the below steps, the browser session must be connected to the "user" being setup for the incoming mailbox. If your browser is currently signed in as a different user, please log out. In a different browser tab sign into Microsoft/Outlook.com as the User setup in step 4. This will allow the OAuth sign in to connect properly.

VIDEO: MS OAuth Setup

From Admin/Manager -> System Setup -> Account Information -> Connections: Emails->Incoming Emails:
In the Email Protocol field, select Office 365 Pop OAuth or Office 365 IMAP OAuth based on the setup of your Email Account settings, or what your IT folks allow.
You should then input the related settings into the following fields:
- Server - Enter the email accounts server URL (i.e. outlook.office365.com).
- Use SSL - Check this as most all connections use SSL unless otherwise told not to check.
- Port - Enter your email accounts port setting (i.e. 995 or 993).
In the User ID text box, enter the user ID/email address of the email account being used for this feature. Refer to a later section in this guide on getting a standalone account setup for this feature.
NOTE: Do Not use a personal email account for this feature.
Incoming Email Address: by default, the same as user name
click Sign in with Microsoft: this will open a new tab that auto-logs into Microsoft. You will be presented with a window that allows you to Accept the Workamajig Application tenant>

Click ACCEPT. The screen will refresh and confirm that the connection has been Authorized
Return to the Workamajig tab> you will now see "remove auth from Workamajig".
click Test Login Information> you should receive a green banner "login successful".
under Outbound Emails> System Email text box, we recommend using the same email address from above. While you can enter a different email for the system to use, emails sent to a different address will not be retrieved.
Click Save

O365 - MS Graph Permissions

You may need to adjust API permission associated with Microsoft Graph to the following:

Gmail/GSuite Setup

After allowing the account to create app passwords

Open Gmail
Click on Account picture in top right corner
Click Manage Google Account
search for App Password and select result. This should bring you to the app password create screen
Select App> chose Other
Enter a name: such as WMJ or Workamajig
Click Generate
Copy the 16 digit password in yellow> click Done
Open Workamajig and paste the password into the appropriate location

Company Domain Mail Server

Your Mail Server

Speak with your Email Administrator/IT person about getting a standalone email account set up for this feature.
DO NOT USE YOUR PERSONAL EMAIL ACCOUNT.
By having a standalone email account on your server, you have more control over what emails can be sent to this account, as to prevent spamming of your diary and activity emails that then go into your Workamajig account.
The currently available methods of retrieving emails are done by way of the POP3 or IMAP protocol. This is something your IT folks will need to set up and allow for, in order for this to work.
If you are using a local Exchange server mailbox make sure the mailbox is associated with an SSL Certificate.
If you do not have your own email server or do not wish to enable POP3 or IMAP, then you can follow the next section of free alternatives, or find other means.

General Troubleshooting POP3 or IMAP connection:

Once you have the mailbox setup, please test it by sending an email diary to someone and having that person reply. You should see the reply in the Inbox and within 5-8mins it should be processed by Workamajig. Check the project diary to confirm that the original note and the threaded reply are in the system. If not:
Confirm settings in Admin/Manager > System Setup > Account Information > Connections are correct.

If the reply is not in the Inbox:

Look at the header information from the original outgoing email. Is the Reply: email address correct? It should be the same as the Email address in Mail Settings
Is there a SPAM filter blocking incoming email

If the reply is in the inbox and it has not been processed: look to your mail server>>

Check the event log for any errors
Is the mailbox associated with an SSL certificate
Remove the oldest email in the box

If the system is still not processing the email, please contact Workamajig Support.

Troubleshooting IMAP using SSL server connection:

On a Mac, run the Terminal app and type:

openssl s_client -connect servername:993 -quiet

Replace the server name with your email server name and SSL port number if it's not set to 993. You should then get a result similar to this:

* OK [CAPABILITY IMAP4rev1 LITERAL+ SASL-IR LOGIN-REFERRALS ID ENABLE STARTTLS AUTH=PLAIN AUTH=LOGIN]

If you do not see this result after a few seconds, then your computer is unable to connect to the IMAP server. Make sure that you are not blocking access to that IMAP server from the internet.

Free Alternatives

Gmail

You can create a brand new Gmail account for the purpose of being able to reply back to the diary via POP3 or IMAP. However, in doing so, you will need to change the security settings of this account to allow for proper access.

Please refer to the top Gmail Setup For Diary guide on how to allow this type of access.

Outbound Emails

System email

By default, email notifications will have the From: address "System@Workamajig.com". This section allows you to set up Workamajig to use a defined email address for outbound notifications to help in whitelisting settings. Communications notes created in Workamajig will always use the creator's email address.

System email text box: enter an email address. We recommend using the same email address that was set up in the Incoming Emails section.
Force system email checkbox: this will force all outbound emails from Workamajig to use this email address. Communication notes will also use this email. However, the sender's email address will be included in the reply to spot in the email. This allows people to set their spam filters to always allow email from a specific address, but still have the reply go to the correct person when the person hits the reply button on the email.
Standard email footer text box: enter a personalized message that will be associated with all outbound emails.

Typical example if using a standalone Gmail account for the Incoming as well as Outbound emails.

NOTE: The system email is the same as the Incoming setup and Force System Email is checked.

SMTP Connections

Setting up this area allows Workamajig to send emails through your email server. This will help reduce issues regarding email spoofing and other mail filters, as all outgoing mail would be coming from your mail server.

Server: enter the address of your email server.

Port: enter the appropriate port used by your mail server for SMTP access

Protocol: set the appropriate protocol used by your SMTP server. Choices: NONE, SSL or TLS

UserID: enter the User ID needed to access the SMTP server

Password: enter the password associated with the User ID entered above

Auth method: select the authentication method used by your SMTP server for access. Choices: NTLM, CRAM-MD5, PLAIN, LOGIN, or NONE

NOTE: some mail services will require that you identify the IP address from Workamajig, where the email will be routed from. The IP address is unique for your particular Workamajig AppX.workamajig.com server.

To identify the proper address, use a terminal/command prompt > PING > yourserver.workamajig.com
Ex. ping app10.workamajig.com
This will immediately identify the IP address. If you have further questions, please contact your account manager via support@workamajig.com.

Considerations

Most will use the same mailbox that is setup for Incoming email for the SMTP connection.

Google/GSuite/Gmail

Google has moved to 2FA method for login. Use the same Application password you created for the Inbox or setup a new one

Microsoft O365/M365

There are 2 methods for SMTP setup.

Use Mailbox Login: this method uses a defined mailbox. In general most logins with Microsoft has moved to OAuth or 2FA verification. For this method you will need to setup an Application password for the mailbox.
NOTE: For Office365/M365 Users, the mailbox used for SMTP must be set up to allow sending email to all Workamajig employees.

Using mailprotection.outlook.com: this method is a direct connect to your outlook SMTP service and is only valid to send email out to people within your organization. See Microsoft KB Option 2.

In either case, the settings in O365/Exchange365 will control whether this function will work. There is nothing beyond the fields available that Workamajig can add/remove for your connection to work.

If you have any questions regarding the inbound or outbound email settings, please contact your Workamajig Account Manager via support@workamajig.com.

Flowchart

Resources

Connections

Project Diary

Email/Diary/Notifications

Articles in this section

Connections: Inbound/Outbound Mail Setup

Outbound Email Considerations