Email Account Configuration

Introduction

An email account of the client/state team has to be set up in order to receive/send the email notifications.

In order to achieve the functionality, an email account has to be set up at there server since most of the states would defer from creating an account with the Gmail/public server. Further, this email account has to be integrated with the various DIGIT modules.

Data Table

In order to achieve the above functionality, we require the below-mentioned details

Sr. No.	Email ID	Your Name	Account Type	Incoming Mail Server	Outgoing Mail Server (SMTP)	Password	Incoming Server POP3 Port	Outgoing server SMTP Port	Encrypted Connection Type	Days after which the email should be removed from the server
1	[e-mail]	Bihar	POP3	SMTP	SMTP	****	192.172.82.12	192.172.82.12	Auto	14

The values mentioned here are sample data.

Procedure

Data Definition

Sr. No.	Column Name	Data Type	Data Size	Is Mandatory?	Description
1	Email ID	Alphanumeric	N/A	Yes	Email id which is being configured
2	Your Name	Text	256	Yes	The name on behalf of which the email would be sent in order to receive the updates
3	Account Type	Alphanumeric	64	Yes	The type of email account type protocol which will be used to download messages
4	Incoming Mail Server	Numeric	(12,2)	Yes	The IP address of the email server through which messages would be received
5	Outgoing Mail Server(SMTP)	Numeric	(12,2)	Yes	The IP address of the email server through which messages would be sent
6	Password	Alphanumeric	64	Yes	The password of the email server
7	Incoming Server POP3 Port	Numeric	(12,2)	Yes	The port number through which the emails are received
8	Outgoing server SMTP Port	Numeric	(12,2)	Yes	The port number through which the emails are to be sent
9	Encrypted Connection Type	Alphanumeric	64	Yes	The encryption type which is used for the connection
10	Days after which the email should be removed from the server	Numeric	(12,2)	Yes	The number of days after which the email should be deleted from the server (not from the local device)

Steps to fill Data

Below steps could be followed in order to fill the template:

1. Download the data template attached to this page.

2. Get a good understanding of all the headers in the template sheet, their data type, size, and definitions by referring to the ‘Data Definition’ section of this document.

3. In case of any doubt, please reach out to the person who has shared this template with you to discuss and clear your doubts.

4. Ask the state to gather all the data related to the technical configuration from the email server settings.

5. Get the attached template filled from the state and a sample data is provided in the data table section for reference.

6. The data would be available in the POP and IMAP account settings at the server level.

7. Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.

Checklist

The checklist is a set of activities to be performed one the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.

Common Checklist

This checklist covers all the activities which are common across the entities.

Sr. No.	Checklist Parameter	Example
1	Make sure that each and every point in this reference list has been taken care of	Checklist

Entity Specific Checklist

Not Applicable

Attachments

9KB

configurable-data-template-email-account-configuration-v1.xlsx

9KB

configurable-sample-data-email-account-configuration-v1.xlsx