Email Settings

Package: BASIC

1. General

2. Mail Server Configuration

In the Mail Servers block, one or more SMTP mail servers can be configured. These are used for sending system notifications, automated emails, and reports from brainX.

2.1. Adding a Mail Server

To add a new mail server, click Add Mail Server and fill in the following fields:

Field	Description
Name	Internal name of the mail server (for identification)
SMTP Host	Hostname or IP address of the SMTP server
SMTP Port	Port (standard: 587 for STARTTLS, 465 for SSL/TLS)
Encryption	Encryption method (STARTTLS or SSL/TLS)
Username	SMTP authentication username
Password	SMTP authentication password
Sender Name	Display name for outgoing emails
Sender Email	Sender email address

2.2. Purpose Assignment

Each mail server can be assigned a purpose:

Purpose	Description
System Notifications	Automated system emails (user invitations, password reset, etc.)
Report Sending	Sending of generated reports
Standard	Default mail server for all other sending purposes

2.3. Testing the Connection

After entering the server data, the connection can be tested with the Test Connection button. A test email is sent to the configured sender address.

3. Exchange Online Integration

3.1. Prerequisites

• Microsoft 365 / Exchange Online account
• Sufficient permissions in the Azure Active Directory (app registration)
• Azure App Registration with configured API permissions

3.2. Authentication

The Exchange Online integration uses OAuth 2.0 authentication:

Field	Description
Tenant ID	Azure AD Tenant ID
Client ID	Azure App Registration Client ID
Client Secret	Azure App Registration Client Secret

3.3. Component: Emails (Unidirectional)

Emails from Exchange Online are synchronized into brainX in one direction (Exchange → brainX). Only emails in designated CRM sync folders are synchronized.

3.3.1. CRM Sync Folders

Users configure which Exchange folders are synchronized with brainX:

• In Outlook, a CRM sync folder is created (e.g., CRM-Sync)
• Emails moved to this folder are imported into brainX
• The emails are linked to the corresponding contact or organization records

3.3.2. Blacklist

Email addresses that should not be imported into brainX can be added to the blacklist:

• Internal email addresses
• Mailing list addresses
• No-reply addresses

3.4. Component: Contacts (Bidirectional)

Contacts are synchronized bidirectionally between Exchange Online and brainX:

• New contacts in brainX are created in Exchange Online
• New contacts in Exchange Online are imported into brainX
• Changes are synchronized in both directions

3.4.1. Field Mappings

brainX Field	Exchange Field
First Name	GivenName
Last Name	Surname
Email	EmailAddresses
Phone	BusinessPhones
Mobile	MobilePhone
Job Title	JobTitle
Organization	CompanyName
Street	BusinessAddress.Street
ZIP Code	BusinessAddress.PostalCode
City	BusinessAddress.City
Country	BusinessAddress.CountryOrRegion

3.5. Component: Appointments (Bidirectional)

Appointments are synchronized bidirectionally between Exchange Online (calendar) and the brainX Appointments module.

3.5.1. Conflict Resolution

Setting	Description
brainX wins	In case of conflict, the brainX version is retained
Exchange wins	In case of conflict, the Exchange version is retained
Last Modified wins	The most recently changed version is retained

3.6. Component: Tasks (Bidirectional)

Tasks are synchronized bidirectionally between Exchange Online (Tasks) and the brainX Tasks module.

3.7. Troubleshooting

Common issues with Exchange Online synchronization:

Issue	Possible Cause	Solution
No emails are imported	CRM sync folder not configured	Create CRM sync folder and configure in user settings
Contacts not synchronized	Missing API permissions	Check Azure App Registration API permissions
Duplicate records	Both-side creation enabled	Set conflict resolution rule
Authentication error	Expired client secret	Renew client secret in Azure portal

4. Examples

Example 1: Centralizing Customer Correspondence

1. Sales representative moves customer email to the CRM sync folder in Outlook
2. The email is automatically imported into brainX
3. The email is linked to the corresponding contact record
4. Other team members can see the complete correspondence history

Example 2: Bidirectional Calendar Synchronization

1. Sales representative creates an appointment with a customer in brainX
2. The appointment automatically appears in the Outlook calendar
3. If the appointment is rescheduled in Outlook, the change is synchronized back to brainX

5. FAQ

Q: Can multiple Exchange Online accounts be connected?

A: No, only one Exchange Online connection per client can be configured. However, all users of the client can benefit from the integration with their individual Exchange accounts.

Q: Are archived emails also synchronized?

A: Only emails that are moved to a designated CRM sync folder are synchronized. Archived emails in other folders are not automatically synchronized.

Q: What happens when the Exchange connection is disrupted?

A: If the connection is disrupted, synchronization is paused. A queue of pending changes is processed as soon as the connection is restored.

Q: Does the integration work with on-premise Exchange?

A: No, the integration is designed for Exchange Online (Microsoft 365). On-premise Exchange Server is not supported.