Configure email accounts
/visma-net-erp/help/email/configure-email-accounts
section
In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails.
2026-02-19T17:09:06+01:00
# Configure email accounts
In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails.
In Visma Net, you can create and configure system email accounts that can be used to centrally send
mass emails, and you can schedule the sending and receiving of the emails.
For more
information, see: [About system email accounts.](/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts/)
You can also use automatic processing of incoming mail, which includes generating activities based on replies to campaign-related emails, and routing
case-related emails to employees involved in case processing.
For details, see: [About processing incoming mail.](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/)
About configuring email accounts
/visma-net-erp/help/email/configure-email-accounts/about-configuring-email-accounts
page
In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails.
2026-02-19T17:09:06+01:00
# About configuring email accounts
In Visma Net, you can create and configure system email accounts that can be used to centrally send mass emails, and you can schedule the sending and receiving of the emails.
In Visma Net, you can create and configure system email accounts that can be used to centrally send
mass emails, and you can schedule the sending and receiving of the emails.
For more information, see:: [About system email accounts](/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts/).
You can also use automatic processing of incoming mail, which includes generating activities based on replies to campaign-related emails, and routing
case-related emails to employees involved in case processing.
For details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/).
Related pages
Concepts
About system email accounts
/visma-net-erp/help/email/configure-email-accounts/about-system-email-accounts
page
In Visma Net, you can configure and manage system email accounts by using the System email accounts (SM204002) window.
2026-02-19T17:09:06+01:00
# About system email accounts
In Visma Net, you can configure and manage system email accounts by using the System email accounts (SM204002) window.
For more information: [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/).
In Visma Net, you can configure and manage system email accounts by using the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window.
You can create as many
accounts as you may need, each serving a different purpose, for instance, one account
for communications with your customer support department, and another account for sending
newsletters.
For each system email account, you specify the outgoing mail server, the
incoming mail server (optional), and the protocol to be used.
Also, you must specify ports,
login information for servers of both types, and the type of encrypted connection (if
required by the server).
For any system account, you can enable processing of incoming mail and select processing
options that define how emails received to the account should be processed, such as whether
to create a case for each email message or a new lead record (for details, see: [About processing incoming mail](/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail/)).
Also, you can specify the types of attachments
that are permitted, if attachments are permitted at all.
You can allow the deletion of
processed emails or forbid it (if your organisation requires emails to be kept for a
particular period of time, for instance).
If needed, you can set up automatic confirmation
of received emails or automatic replies to unassigned emails.
To make it faster for users to select a system email account for sending emails in the
related windows, you can select one of the system accounts as the default system email account
by using the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window.
If a user has
access to system email accounts, the user can select one of these accounts as this user's
personal default email account by using the **Email settings** tab of the [User settings (SM203010)](/visma-net-erp/help/management/management-windows/user-settings-sm203010/) window.
[Create a system email account](/visma-net-erp/help/email/configure-email-accounts/create-a-system-email-account/)
Related pages
Tasks
Windows
Define email preferences
/visma-net-erp/help/email/configure-email-accounts/define-email-preferences
section
You can use this window to view the existing system email accounts, and to select a default system email account.
2026-02-19T17:09:06+01:00
# Define email preferences
You can use this window to view the existing system email accounts, and to select a default system email account.
You can also define how many times the system attempts to resend the emails before their status is changed to **Failed**.
1. Go to the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window.
1. In the **Default email account** field you select the account you want to use as the default system account for sending and receiving emails. You can also setup the default system account in the [Email](/visma-net-erp/getting-started/assisted-setup/email/) window.
1. In the **Archive emails** field, you define which sent emails you want to archive. The options are **None** and **older than 0, 3, 6, 9** and **12 months**. **None** disables the automatic archiving of e-mails depending on their age.
1. In the **Automatic resend attempts** field, you define the number of times the scheduled processing for an email can fail before its status changes from **Pending processing** to **Failed**. However, if a critical error occurs on the mail server, or if you run the processing manually, the system will ignore this setting. The number of automatic resend attempts is set to 0 by default.
1. In the **Email template password changed** field, you select the notification email template you want to use in order to send the email that provides a user with a new password after a change has been requested.
In the table in the lower part of the window, you can view the existing system email accounts, and their basic details. To create new accounts, use the [System email accounts](/visma-net-erp/help/email/configure-email-accounts/system-email-accounts/) window that is displayed when you click  in the table toolbar.
Create a system email account
/visma-net-erp/help/email/configure-email-accounts/create-a-system-email-account
section
By using the System email accounts (SM204002) window, you can create an email account to send and receive emails through Visma Net.
2026-02-19T17:09:06+01:00
# Create a system email account
By using the System email accounts (SM204002) window, you can create an email account to send and receive emails through Visma Net.
For more information: [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/).
By using the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window, you can create an
email account to send and receive emails through Visma Net.
You can create as many system email accounts as you need and can even use an
individual account for each specific purpose, but only one account can be set up as
the default system email account to be used for sending automatic emails.
1. Go to the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window.
1. Click .
1. In the top part of the window, do the following:
1. In the **Email account ID** field, type the name of the system email account.
1. In the **Email address** field, type the email address of the account that will be used as a system email account.
1. Optional: In the **Reply address** field, type the email address that will be used for automatic replies.
1. On the **Servers** tab, do the following:
1. In the **Incoming email protocol** field (in the **Server information** section), select the protocol to be used to connect to the incoming server.
If you have selected the **IMAP** protocol, in the **Root folder (on server)** field, you need to type the path to the folder that will be used as the root folder for storing emails.
1. In the **Incoming email server** field, type the name of the server that will be used to receive emails.
1. In the **Outgoing email server** field, type the name of the server that will be used to send emails.
1. In the **Username** field (in the **Login information** section), type the name of the email account that will be used as a system email account.
1. In the **Password** field, type the password to the specified email account.
1. On the **Advanced settings** tab, do the following:
1. If the outgoing server requires additional authentication, in the **Security** section, select the **My outgoing server requires authentication** check box.
1. If the system needs to use certain credentials to access the outgoing server, specify the following information:
+ **Log in using**: Selected
+ **Username**: The name of the account through which the system will access the outgoing server
+ **Password**: The password to the account
If you leave the **Log on using** check box cleared, the credentials that you have specified for the incoming mail server will be used for authentication on the outgoing server.
1. If the server should validate the **From** values of outgoing emails, select the **My outgoing server validates the 'From' field** check box.
1. In the **Incoming server port (POP3/IMAP)** field in the **Server port numbers** section, type the number of the port to be used for incoming mail.
1. If SSL connection to the incoming server is required, select the **Incoming server requires encrypted connection (SSL)** check box.
1. In the **Outgoing server port (SMTP)** field, type the number of the port to be used for outgoing mail.
1. In the **Outgoing server encrypted connection**, select the protocol to be used by the outgoing mail server.
1. Click , and then click **Test** to test the email account settings. If the testing fails, you may have to check the security settings of the account that you want to use as the system email account.
If the system email account has been configured correctly, the testing process completes successfully, which is indicated by a green check mark that appears next to the **Actions** menu.
## Set up the default system email account
1. Go to the [Email preferences (SM204001)](/visma-net-erp/help/email/email-windows/email-preferences-sm204001/) window.
1. In the **Default email account** field, select the system email account that you want to be used for sending automatic emails.
1. Click .
Now all emails sent on behalf of Visma Net will be sent from this address.
Related pages
Concepts
Windows
System email accounts
/visma-net-erp/help/email/configure-email-accounts/system-email-accounts
section
2026-02-19T17:09:06+01:00
# System email accounts
1. Go to [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/)
1. In the **Email account ID** field, enter the ID of the new system email account.
1. In the **Email address** field, enter the email address of the account.
1. On the **Servers** tab, enter the **Outgoing mail server**.
1. Click .
Related pages
Tasks
Set up the reply email address
/visma-net-erp/help/email/configure-email-accounts/set-up-the-reply-email-address
page
2026-02-19T17:09:06+01:00
# Set up the reply email address
1. Go to the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window.
1. In the **Reply address** field, enter your email address.
1. Click **Save**.
Change system email address
/visma-net-erp/help/email/configure-email-accounts/change-system-email-address
section
2026-02-19T17:09:06+01:00
# Change system email address
1. Go to [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/)
1. Select the **email account ID** whose email address you want to change.
1. In the **Email address** field, write the new email address from which system emails will be sent.
1. Click .
Related pages
Tasks
Define email preferences (SM204001)
/visma-net-erp/help/email/configure-email-accounts/define-email-preferences-sm204001
section
You can use this window to view the existing system email accounts, and to select a default system email account.
2026-02-19T17:09:06+01:00
# Define email preferences (SM204001)
You can use this window to view the existing system email accounts, and to select a default system email account.
You can also define how many times the system attempts to resend the emails before their status is changed to **Failed**.
1. In the **Default email account** field you select the account you want to use as the default system account for sending and receiving emails. You can also setup the default system account in the [Email](/visma-net-erp/getting-started/assisted-setup/email/) window.
1. In the **Archive emails** field, you define which sent emails you want to archive. The options are **None** and **older than 0, 3, 6, 9** and **12 months**. **None** disables the automatic archiving of emails depending on their age. You can also archive selected emails in the [Archive sent emails](/visma-net-erp/help/email/manage-emails/archive-sent-emails/) window.
1. In the **Automatic resend attempts** field, you define the number of times the scheduled processing for an email can fail before its status changes from **Pending processing** to **Failed**. However, if a critical error occurs on the mail server, or if you run the processing manually, the system will ignore this setting. The number of automatic resend attempts is set to 0 by default.
1. In the **Email template password changed** field, you select the notification email template you want to use in order to send the email that provides a user with a new password after a change has been requested.
In the table in the lower part of the window, you can view the existing system email accounts, and their basic details. To create new accounts, use the [System email accounts](/visma-net-erp/help/email/configure-email-accounts/system-email-accounts/) window that is displayed when you click  in the table toolbar.
About processing incoming mail
/visma-net-erp/help/email/configure-email-accounts/about-processing-incoming-mail
page
In Visma Net, you can activate automatic processing of incoming emails individually for each system email account.
2026-02-19T17:09:06+01:00
# About processing incoming mail
In Visma Net, you can activate automatic processing of incoming emails individually for each system email account.
In Visma Net, you can activate automatic processing of incoming emails individually for each
system email account.
Only the emails received by the system accounts can be
processed.
The basic functionality, which requires no additional configuration, includes
forwarding incoming emails to employees based on the email history tracked by the
system.
Depending on your business, the mail you receive through Visma Net may consist of requests for information, emails related to customer contracts, or
emails received from contacts as replies to emails sent during specific
marketing campaigns.
You can configure incoming mail processing so that based on an
incoming email, the system creates a case, a lead, or an activity associated with an
existing lead or contact, and attaches the email to the created entity as a related
activity.
You can configure the processing of incoming mail differently on each of
the system email accounts.
You can also specify an email assignment map, which the
system will use when it cannot assign incoming emails based on email history.
## Activation of incoming mail processing
For each system account, you can choose whether to activate the processing of incoming emails. You can activate it by selecting the required account in the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window, and then selecting the **Activate incoming mail processing** check box on the **Incoming mail processing** tab.
Before you activate this processing, make sure that email addresses are specified for all employees in either the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window or the [Users (SM201010)](/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/) window.
## Stages of automatic processing
The system processes incoming emails by using a built-in scenario that can be divided into two
major parts: the basic part, which is executed whenever processing is enabled for
the account; and the optional part, which you can tailor to fit your needs.
The
basic part includes forwarding incoming emails to employees based on the email
history tracked by the system.
The optional part includes the following stages, which you can configure by using the **Incoming mail processing** tab of the [System email accounts (SM204002)](/visma-net-erp/help/email/email-windows/system-email-accounts-sm204002/) window:
+ **Initial processing**: You can configure the system to confirm the receipt of incoming emails by sending replies based on specific templates.
+ **Main processing**: You can select options corresponding to any of the following actions:
+ Create a new case for each processed email and attach the email to the case as a related activity.
+ Attach each processed email to the business account or contact related to the email exchange.
+ Reply to unassigned emails by using a specific template.
+ **Final processing**: You can decide whether the system should remove processed messages and whether it should add available source information to the bottom of each processed email.
Generally, the subjects for outgoing mass emails are system-generated and contain values from particular contact records, cases, and activities that will help later with processing replies to the emails if addressees do not change the email subjects.
Related pages
Tasks
Windows