How to Configure and Manage Incoming Mail Servers in Horilla CRM
Incoming Mail Server configuration in Horilla CRM enables the system to receive emails directly into the CRM from external mail providers. This allows organizations to automatically capture customer emails, support messages, and replies, ensuring no communication is missed. Horilla CRM supports both OAuth-based Outlook integration and standard IMAP mail servers, giving administrators flexibility in managing inbound communication securely and efficiently.
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This section describes the steps administrators can follow to find and open the Incoming Mail Server configuration page within the system settings.
Steps to access Incoming Mail Server settings:
- Click the Settings icon from the top navigation bar
- Open the configuration panel.
- Expand the Mail section.
- Select Incoming Mail Server
- The Incoming Mail Configurations page opens in list view.
The list view displays all configured incoming mail servers or an empty state if no configuration exists yet.
Creating a New Incoming Mail Server Configuration
Administrators can add a new incoming mail server using the New button. Based on the selected server type, Horilla CRM displays the appropriate configuration form.
Steps to start configuration:
- Select New to begin.
- A dialog box will open for adding a new mail server.
- Pick the mail server type you want to configure.
- Then move ahead to the setup form to enter the required details.
After selection, the form fields differ depending on whether Outlook (OAuth) or Other Mail Server (IMAP) is chosen.
Outlook Incoming Mail Server Configuration
When Outlook is selected, Horilla CRM uses Microsoft OAuth authentication to securely access incoming emails through Microsoft Graph APIs.
Fields shown in Outlook incoming mail server setup:
- Client ID
- Outlook Client Secret
- Tenant ID
- Email Host Username
- Display Name
- Redirect URI
- OAuth Authorization Endpoint
- OAuth Token Endpoint
- Microsoft Graph API Endpoint
- Primary Mail Server option
These details are retrieved from the Microsoft Azure App Registration that has been set up for email integration.OAuth ensures secure authentication without storing user passwords.
Other Incoming Mail Server Configuration (IMAP)
When an Other Mail Server is selected, the system displays a standard IMAP-based configuration form suitable for providers such as Gmail or custom mail servers.
Fields shown in other incoming mail server setups:
- Host (e.g., imap.gmail.com)
- Port (e.g., 993)
- Email Host Username
- Password or App Password
- Primary Mail Server option
These credentials are provided by the email service provider. For better security, app passwords are recommended where supported.
Incoming Mail Configuration List View
The Incoming Mail Configurations list shows all configured incoming mail servers and allows easy access to related management options.
What the list view provides:
- Table of configured incoming mail servers
- Email host username column
- Mail server type indicator (Outlook or Mail)
- Search option for filtering configurations
- Action icons for each configuration
This view allows administrators to manage multiple incoming mail accounts efficiently.
Edit Action
The Edit action enables administrators to update existing incoming mail server configurations whenever credentials or server details change.
Delete Action
The Delete option permanently removes an incoming mail server configuration from Horilla CRM.
Steps to remove a configuration:
- Click the Delete icon next to the desired server entry.
- A confirmation dialog will be displayed.
- You can choose between two deletion options:
- Soft Delete – The configuration is deactivated but can be restored later if needed.
- Hard Delete – The configuration is permanently removed and cannot be recovered.
- Verify that the correct configuration is selected.
- Confirm the deletion.
- The server will be removed from the list.
- Incoming emails from that server will no longer be retrieved.
OAuth Authorization Actions (Login and Token Refresh)
For Outlook-based incoming mail servers, Horilla CRM provides authorization actions to maintain secure access.
Steps for OAuth authorization actions:
- Use the Login action to initiate Microsoft authorization
- The system redirects to the Outlook login page.
- Sign in and grant the required permissions.
- Return to Horilla CRM after successful authorization.
- When the access token becomes invalid or expires, the refresh token can be used to generate a new one without interrupting the connection.
- This allows the tokens to be updated without setting up the configuration again.
These actions ensure uninterrupted email syncing without manual reconfiguration.
Incoming Mail Server configuration in Horilla CRM allows organizations to centralize email communication by automatically receiving messages inside the system. With support for both OAuth-based Outlook integration and standard IMAP servers, administrators can securely manage inbound emails using built-in actions such as sync, edit, delete, login, and token refresh. Proper configuration and maintenance of incoming mail servers ensure timely communication, better customer tracking, and seamless CRM operations.
