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  5. Importing Documents
  6. Email Configuration
  7. Email Configuration

Email Configuration

The purpose of the Email Configuration screen is to allow users to configure their email accounts with Ephesoft Transact. This screen works with the Email Import plugin to import documents from a user’s email account. This configuration is done per batch class. Multiple email accounts can be set up for each batch class.


Complete the following steps in order to turn on the email processing feature in Ephesoft Transact.

  1. Open the following file:

[Ephesoft installation directory]\Application\applicationContext.xml

  1. Uncomment line 40 to allow email processing. By default, line 40 is commented out. Refer to the following screenshot.

Figure 1. Default Lines in applicationContext.xml File

  1. Restart Ephesoft Transact.

You have enabled the email processing feature. Continue to Configuration Steps to connect your email account with Ephesoft Transact.

Configuration Steps

Follow the steps below to configure email accounts:

  1. Go to the Batch Class Management screen.
  2. Open your batch class.
  3. Click Email Configuration to begin configuring user email accounts for Ephesoft Transact.

Figure 2.
Email Configuration Screen

  1. Use the following table as a guide to configure your email account.
Configurable PropertyValue TypeValue OptionsDescription
UsernameStringValid email account usernameThe account name to be configured with Ephesoft Transact
PasswordStringCorresponding password for the configured usernamePassword for the configured user account

Note: Password will always visible as 8 * in the Password field.

Incoming ServerStringValid mail server nameThe name of the mail server to which the configured user account belongs
Protocol or Server TypeDrop-down selectionValid mail server type

  • IMAP
  • POP3
  • Exchange
  • OAuth2*
The type of the mail server that the configured user account belongs to
FolderStringValid and existing mail folder nameThe name of the mail folder that the email import will be checking. This folder name can be “Inbox.”
Security TypeDrop-down selection
The property that defines the security type used to connect to a mail server.
PortIntegerValid port numberThe port number on which the configured mail server type will work. The port number ranges from 1 to 65535.
Client ID*StringValid client ID from Azure Active DirectoryThe client ID used for Office365 authentication with OAuth2.

Refer to Configuring Microsoft Email Services with OAuth2 for steps to obtain the client ID.

Client Secret*StringValid client secret from Azure Active DirectoryThe client secret used for Office365 authentication with OAuth2.

Refer to Configuring Microsoft Email Services with OAuth2 for steps to obtain the client secret.

  • Checked
  • Unchecked
The property that defines whether the email is enabled or disabled for importing documents.

* = This is available for 2020.1.02 or above. This security type is only for the Exchange Online service offered through Office 365 or Microsoft 365 subscription plans.

  1. Click Test Email to verify if the configured user email account is valid.
  2. Once the configuration is verified, click Deploy to enable automatic email ingestion for the batch class according to the cron schedule.

You have successfully configured your email with Ephesoft Transact.

Properties File

For further email import configuration, refer to the properties files below.

  • <Ephesoft installation directory>\Application\WEB-INF\classes\META-INF\dcma-mail-import\
Configurable PropertyValue TypeValue OptionsDescription
dcma.importMail.cronExpressionStringValid cron expressionThe cron expression defines the look up time for the plugin, i.e. at what time the plugin looks for any updates in the configured mail account.
dcma.supported.attachment.extensionStringList of valid file extensionsDefines the supported documents by the plugin.

Multiple entries are separated by a “;”.

dcma.mail.import.core.sizeIntegerAny valid integer valueDefines the threadpool size that is used by the mail import service
dcma.mail.import.mail_body_extension_typeInteger0 or 1Extension type for the mail import body
dcma.mail.import.max_mail_retry_countIntegerAny valid integer valueThe number of times to try and process the mail
dcma.mail.import.mail_retry_intervalIntegerAny valid integer valueThe number of intervals to try and process the mail
dcma.mail.import.mail_body_download_flagInteger0 or 1Determines if the email body or attachments are downloaded

The default value is 0 to download the body with attachments.

dcma.importMail.mailProcessCronExpressionStringValid cron expressionDefines the mail processing time
dcma.mail.import.max_mail_processing_capacityIntegerAny valid integer valueDetermines the maximum cumulative mail processing number
dcma.mail.import.mail_pickup_procedureInteger0 or 1Determines if the email pickup process is automated or timed
dcma.mail.msg_download_and_process_flagInteger0 or 1Defines a flag to specific if the file needs to be downloaded or processed
dcma.mail.number_of_mails_downloaded_per_cron_cycleIntegerAny valid integer valueDefines the number of mails to be downloaded per cron cycle
  • 1
  • 2
  • 3
Determines how the HTML mail body processes through the following softwares with the corresponding value:

  • 1: soffice
  • 2: iText
  • 3: wkhtmltopdf
dcma.mail.html_to_pdf_conversion_parameterStringN/AUsed for wkhtml software to define page and font size and magnification
  • True
  • False
Used for iText software to resolve text from being cropped during the conversion process
  • True
  • False
Determines if mail headers are processed
dcma.mail.required_headersStringList of valid headingsDetermines which headers are processed from the mail. The values are separated by semicolons.

Example: Subject;To;From

dcma.mail.import.max_connection_retry_countIntegerAny valid integer valueDefines maximum number of retry attempts made to connect to the mail server
dcma.mail.import.connection_retry_intervalIntegerAny valid integer valueDefines the time in between each retry attempt for the mail server connection
  • <Ephesoft installation directory>\Application\WEB-INF\classes\META-INF\dcma-open-office\
Configurable PropertyValue TypeValue OptionsDescription
openoffice.serverUrlList of valuesValid server URLThis is the server used for connecting to the remote OpenOffice server instance.

This is used when connecting to an external or remote service.

openoffice.serverPortIntegerValid and available port numberThis port number is used for connecting to the OpenOffice server instance.

The default port number is 8100.

  • True
  • False
Determines if the OpenOffice server should be started or connected when XE starts

The default value is false.

openoffice.homePathStringN/AThis is the path to OpenOffice installation.

If a path is not provided, then a default value will be calculated based on the operating environment.

openoffice.maxTasksPerProcessIntegerAny valid integer valueDetermines the maximum number of simultaneous conversion tasks to be handled by a single OpenOffice process.

The default value for optimized performance is 50.

openoffice.taskExecutionTimeoutIntegerN/ATimeout for conversion tasks (in milliseconds).

The default value for optimized performance is 30 seconds.

File Name Length Requirements

Ephesoft Transact email import supports a maximum filename and path length. Exceeding this maximum may result in an error. Use the following formula to determine the maximum file name length that Ephesoft Transact supports for email import:

The length of the UNC_FOLDER_File_Name_Path must be less than MAX_PERMISSIBLE_PATH_LENGTH_OF_WINDOWS minus the length of the PDF_PROCESSING_FOLDER minus 10.

Examples are provided below:

  • Calculated PDF_PROCESSING_FOLDER length = 22

The following case study provides an example of this formula in application:

  • During the import process, the file !!!mail.pdf is located in the following directory:
    • D:\Ephesoft\SharedFolders\TestBatch39455638711700
  • In this case, the maximum file name length is calculated to be as follows:
    • length[D:\Ephesof\SharedFolders\TestBatch39455638711700!!!mail.pdf] < 227


The following table includes common errors and possible root causes.

Error MessagePossible Root Cause
Unable to convert Email into PDF file.OpenOffice service is not running or has not been configured correctly.
Not able to establish connection.Connection could not be established for your account configuration.
Could not find port number. Trying with a default value of 995.Port number specified in the configuration is invalid, so the plugin tries to connect on the default POP3 port.
Could not find port number. Trying with a default value of 993.Port number specified in the configuration is invalid, so the plugin tries to connect on the default IMAP port.
Error while reading mail contentsThe email body or other attachments could not be read and converted.
Not able to process the mail reading.An error in reading the contents of mail occurs. OpenOffice could not convert the source file.
File type is not supported.The file type in the email is not supported.

Open the file. Add the file type to the following line:


Refer to the Properties Files section for more information on the configurable properties.

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