Changes for page IMAP-Plugin

From version < 4.1 >

edited by MKO
on 30.03.2020, 17:35

To version < 18.2

edited by gru
on 29.01.2021, 16:51

Change comment: There is no comment for this version

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--XWiki.mko
++XWiki.gru

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	1	+de

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  {{content/}}
--The {{smallcaps}}Imap{{/smallcaps}} plug-in for {{formcycle/}} makes it possible to display data from incoming forms within an e-mail program, to manage them and to be immediately informed of new incoming data. For this purpose, this plugin provides an {{smallcaps}}Imap{{/smallcaps}}and {{smallcaps}}Smtp{{/smallcaps}} server that can be connected to by any common e-mail program.
++The {{smallcaps}}Imap{{/smallcaps}} plug-in for {{formcycle/}} lets you view the data submitted forms in your email client. This way you are notified of new submissions immediately. You can also move form records to different inboxes or delete them. This plugin is subject to additional charge.
--== Functionalities ==
++Technically speaking, this plugin provides an {{smallcaps}}Imap{{/smallcaps}} and {{smallcaps}}Smtp{{/smallcaps}} server to which most common email client can connect.
--; mmediate notification
--: Via the {{smallcaps}}}Imap{{/smallcaps}} interface the user is immediately informed about new or changed form entries.
++== Features ==
++
++; Immediate notification
++: Immediately notifies users about newly submitted forms via the {{smallcaps}}Imap{{/smallcaps}} protocol
  ; Configurable content
--: The content of the notifications as well as their subject, sender and recipient fields can be freely configured using corresponding templates. Since [[placeholders>>doc:Formcycle.UserInterface.Variables||target="_blank"]] can be used here, links for re-display directly within the mailbox can be created in addition to individual values or metadata of the form input.
--; Provision of files
--: Files can be uploaded in the form and during status processing, files are also sometimes generated. These files are automatically attached to the sent message. So these files are available directly in the e-mail program.
--; Mapping of the available mailbox structure
--: Since corresponding folders are created within the e-mail program to map the {{formcycle/}} mailboxes, the user only has access to form inboxes that he is allowed to have depending on the user group configuration. In addition, the folder //Inbox// is used as a collective mailbox to display all form entries accessible to the user.
++: The content of the notifications as well as the subject, sender and recipient can be configured freely using corresponding templates. You can also use [[variables>>doc:Formcycle.UserInterface.Variables||target="_blank"]] and insert links to the submitted form and values from the submitted form.
++: Users can upload files in the form, and backend users can also attach files in the inbox. These files are attached automatically to the email message, so that you can open them in your email client. Starting from version {{{version major="2" minor="1"/}}} it is alternatively also possible to define limits, starting from which files should only be listed in an attached text file.
++; Mapped inboxes
++: All inboxes to which you have access are created in your email client. In addition, the folder //Inbox// always points to the default inbox and contains all available form records.
  ; Manage form entries
--: In addition to the actual display, there are also options for managing form entries. For example, a form entry is moved to the corresponding {{formcycle/}} mailbox when it is moved to another folder. Furthermore, the read status is also synchronized. The deletion of form entries is also possible by deleting the corresponding message or by moving it to the trash, if the user has the appropriate authorization. If this authorization is missing, the message reappears in the e-mail program after a few seconds.
++: Other than just viewing submitted forms, you can also perform several actions such as moving form records to different inboxes. When you have read an email, the form record in the {{formcycle/}} inbox is also marked as read; and when you delete an email by moving it to the trash, the form record is deleted as well. Please note that when you lack permission to do so, the deleted email will reappear in the inbox.
--The provided {{smallcaps}}Smtp{{{/smallcaps}} server is currently without functionality, so sent messages are completely discarded by it.
++The provided {{smallcaps}}Smtp{{/smallcaps}} server is a stub, and messages send to it are discarded and not processed any further.
  == Installation ==
--The installation of the plugin is to be accomplished over the intended administration surface of plugins. All you have to do is import the corresponding {{smallcaps}}Jar{{/smallcaps}} file. Furthermore, the first installation can take several minutes, depending on the number of form entries, due to a complete preparation of the data for the {{smallcaps}}Imap{{/smallcaps}} server.
++Install the plugin as a system plugin in the backend. Please note that the initial installation may take up to several minutes, depending on the number of form records, as they need to be prepared for the {{smallcaps}}Imap{{/smallcaps}} server.
  {{info}}
--The {{smallcaps}}Imap{{/smallcaps}} plugin does not make any distinction in which client it is installed when logging in and delivering messages. It is always available to all users. Therefore it is recommended to install the plugin as system plugin. This also avoids possible problems with duplicate ports and allows central configuration.
++The {{smallcaps}}Imap{{/smallcaps}} plugin does not consider the client scope where it is installed when logging in and delivering messages. It is always available to all users. Therefore it is recommended to install the plugin as a system plugin. This also avoids possible issues with duplicate ports and allows for the plugon to be configured centrally.
  {{/info}}
--== Configuration of the Plugins ==
++== Plugin configuration . It contains settings for the email server connection and lets you define how the emails should look like. ==
--{{figure image="config_de.png"}}
--The configuration interface of the plugin. This is where settings for the connection to the mail server are made. Furthermore, it is defined how the sent e-mails should look like.
++{{figure image="config_en.png"}}
++The configuration page of the plugin
  {{/figure}}
  After installing the plugin, the configuration parameters shown in the figure are available. The following configuration options are possible:
--=== Configuration of the e-mail server service ===
++=== Configuration of the mail servers ===
  {{id name="server_config"/}}
  ; smtp.binding.address
--: Default value: //0.0.0.//. Specifies the {{smallcaps}}ip{{/smallcaps}} address of the {{{smallcaps}}Smtp{{{/smallcaps}} server to use. The default value is //0.0.0.0//, which uses an automatically generated {{smallcaps}}ip{{/smallcaps}}. Changing this value is only necessary if multiple network adapters are in use or the automatic detection fails.
++: Default: //0.0.0.0//. Specifies the {{smallcaps}}ip{{/smallcaps}} address of the {{smallcaps}}Smtp{{/smallcaps}} server to use. The default value is //0.0.0.0//, which attempts to detect the {{smallcaps}}ip{{/smallcaps}} automatically. Changing this value is only necessary if multiple network adapters are in use or if the automatic detection fails.
  ; smtp.binding.port
--: Default value: //25//. Specifies the port of the {{smallcaps}}Smtp{{/smallcaps}} server to use. The default value should only be changed if this port is not available.
++: Default: //25//. Specifies the port of the {{smallcaps}}Smtp{{/smallcaps}} server to use. The default value should only be changed if the default port is not available.
  ; imap.binding.address
--: Default value: //0.0.0.0//. Specifies the IP address to use for the {{smallcaps}}Imap{{/smallcaps}} server. The default value is //0.0.0.0//, which also uses an automatically generated {{smallcaps}}ip{{/smallcaps}}. Changing this value is only necessary if multiple network adapters are in use or the automatic detection fails.
--: Default value: //143//. Specifies the port of the {{smallcaps}}Imap{{{/smallcaps}} server to use. The default value should only be changed if this port is not available.
++: Default: //0.0.0.0//. Specifies the {{smallcaps}}ip{{/smallcaps}} address to use for the {{smallcaps}}Imap{{/smallcaps}} server. The default value is //0.0.0.0//, which also uses an automatically detected {{smallcaps}}ip{{/smallcaps}}. Changing this value is only necessary if multiple network adapters are in use or the automatic detection fails.
++; imap.binding.port
++: Default: //143//. Specifies the port of the {{smallcaps}}Imap{{/smallcaps}} server to use. The default value should only be changed if the default port is not available.
++; imap.batch.size (starting from {{version major="2" minor="1"/}})
++: Default: //50//. Specifies the number of messages to be delivered simultaneously. A lower value will reduces the memory usage but also the performance.
--=== Configuration of the e-mail message ===
++=== Configuration of the mail messages ===
  {{id name="message_files_config"/}}
  ; mail.to.template
--: Default value: //mail_to.txt//. Specifies the name of the file to be searched for in the client and form files and to be used as a template for the e-mail recipient.
++: Default: //mail_to.txt//. Specifies the name of a client or form file to be used as a template for the email recipient.
  ; mail.from.template
--: Default value: //mail_from.txt//. Specifies the name of the file to be searched for in the client and form files and to be used as a template for the e-mail sender.
++: Default: //mail_from.txt//. Specifies the name of a client or form file to be used as a template for the email sender.
  ; mail.subject.template
--: Default value: //mail_subject.txt//. Specifies the name of the file to be searched for in the client and form files and to be used as a template for the e-mail subject.
++: Default: //mail_subject.txt//. Specifies the name of a client or form file to be used as a template for the email subject.
  ; mail.body.template
--: Default value: //mail_body.txt//. Specifies the name of the file to be searched for in the client and form files and to be used as a template for the e-mail content.
++: Default: //mail_body.txt//. Specifies the name of a client or form file to be used as a template for the email content.
++; mail.attachment.limit (starting from  {{version major="2" minor="1"/}})
++: Default: //10//. Maximum size of a file (in MB) above which it should not be attached, but listed in a text file (-1 = deactivated, 0 = lists all attachments).
++; mail.attachment.sum.limit (starting from  {{version major="2" minor="1"/}})
++: Default: //-1//. Maximum sum of all file sizes (in MB) above which they should not be attached but listed in a text file (-1 = deactivated, 0 = always list all attachments).
--== Configuration of e-mail contents and fields ==
++=== Configuration of the synchronization ===
--The configuration of the contents and fields of the actual message uses a template mechanism. This is based on the four files set in [[e-mail message configuration>>||anchor="message_files_config"]]. These are imported as a client file when the plugin is installed and are used when synchronizing the messages.To ensure a form-specific display, it is possible to create identically named files manually as form files and thus overlay the client files.  In all files it is possible to use [[placeholders>>doc:Formcycle.UserInterface.Variables||target="_blank"]] so that form data sent here can be displayed. It is also possible to create a link to display the filled out form.
++; sync.max.threads (starting from {{version major="2" minor="1"/}})
++: Default: //4//. Number of threads with which the synchronization of messages should be performed.
++; sync.page.size (starting from {{version major="2" minor="1"/}})
++: Default: //50//. Number of messages with which a thread should perform the synchronization.
++=== Configuration of the cache ===
++
++; cache.heap.size (starting from {{version major="2" minor="1"/}})
++: Default: //200//. Size of the RAM to be used in M.
++; cache.disk.size (starting from {{version major="2" minor="1"/}})
++: Default: //500//. Size of the hard drive memory to be used in MB.
++; cache.tti (starting from {{version major="2" minor="1"/}})
++: Default: //900//. Maximum age of a cache entry in seconds.
++
++== Email contents and fields ==
++
++A template mechanism is used for the configuration of the content and fields of the email message that is sent.
++
++The templates are specified by the [[email message configuration>>||anchor="message_files_config"]]. When an email is sent, the plugin first looks for a template in the form files of the current form, and if none is found, it looks for a template in the client files. This lets you create global templates as client files and override them for specific forms, if neccessary.
++
++You can use [[variables>>doc:Formcycle.UserInterface.Variables||target="_blank"]] in all templates, such as when you want to insert data from the submitted form and would like to include a link to the form record.
++
++The following templates can be configured:
++
  ; Content
--: Default value: //mail_body.txt//. Specifies the content of the e-mail message. Only here you have the possibility to use {{smallcaps}}Html{{/smallcaps}}. Example:
++: Default value: //mail_body.txt//. Specifies the content of the email message. This template allows you to use {{smallcaps}}Html{{/smallcaps}} For example:
  {{code language="html"}}
--  <html>
--  <head></head>
--  <body>
--    <p><a href="[%$FORM_INBOX_LINK%]">Link</a> to form entry ([%$PROCESS_ID%]).</p>
--  </body>
++<html>
++ <head></head>
++ <body>
++  <p><a href="[%$FORM_INBOX_LINK%]">Link</a> to form entry ([%$PROCESS_ID%]).</p>
++ </body>
  </html>
  {{/code}}
  ; Subject
--: Default value: //mail_subject.txt//. Specifies the subject of the message.  Example:
++: Default value: //mail_subject.txt//. Specifies the subject of the message and must not contain {{smallcaps}}Html{{/smallcaps}}. For example:
  {{code language="none"}}
--  ID: [%$RECORD_ID%] - [%$STATUS_NAME%]
++ ID: [%$RECORD_ID%] - [%$STATUS_NAME%]
  {{/code}}
  ; Recipient
--: Default value: //mail_to.txt//. Specifies the recipient of the message. This is to be entered according to the pattern //name <user@example.com>// and has no effect on the actual receipt of the message. Example:
++: Default value: //mail_to.txt//. Specifies the recipient of the message and must not contain {{smallcaps}}Html{{/smallcaps}}. This is to be entered according to the pattern //name <user@example.com>// and has no effect on the actual receipt of the message. Example:
  {{code language="none"}}
    XIMA FORMCYCLE <no-reply@example.com>
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  {{/code}}
  ; Sender
--: Default value: //mail_from.txt//. Specifies the sender of the message. This must be entered using the pattern //Name <user@example.com>// and has no effect on the sending of the message.  Example:
++: Default value: //mail_from.txt//. Specifies the sender of the message and must not contain {{smallcaps}}Html{{/smallcaps}}. You need to enter the sender using the pattern //Name <user@example.com>//. The sender has no effect on how the message is sent. Example:
  {{code language="none"}}
    [%$PROJECT_NAME%] <[%$PROJECT_NAME%]@example.com>
  {{/code}}
--== Configuration of the e-mail program ==
++== Email client configuration ==
--Für die Konfiguration des E-Mail-Programms sind neben der Adresse des E-Mail-Servers die unter [[Konfiguration des E-Mail-Server-Services>>||anchor="server_config"]] hinerlegten Ports zu verwenden. Die kompletten zu verwendenden Anmeldedaten setzen sich demnach wie folgt zusammen:
++Use the the address and port of the email server, as configured in the [[plugin configuration>>||anchor="server_config"]] must be used. Below you can find a list of all settings:
  ; {{smallcaps}}Smtp{{/smallcaps}} server
  : //<server address>//
  ; {{smallcaps}}Smtp{{/smallcaps}} port
--: //see//[[Configuration Mail Server Service>>||anchor="server_config"]]
++: see [[email server service configuration>>||anchor="server_config"]]
  ; {{smallcaps}}Imap{{/smallcaps}} server
  : //<server address>//
  ; {{smallcaps}}Imap{{/smallcaps}} port
--: //see//[[Configuration Mail Server Service>>||anchor="server_config"]]
++: see [[email server service configuration>>||anchor="server_config"]]
  ; Username
  : //<FORMCYCLE-user>@<FORMCYCLE-clientname>//
  ; Password
  : //<FORMCYCLE-user-password>//
  ; Authentication
--: Password, normal
++: Normal password
  ; SSL encryption and connection security
--: none
++: None
  == Example configuration for Thunderbird ==
--1. Open the e-mail account management via //Extras// > //Account settings//.{{lightbox image="thunderbird_1.png" group="g0" width="300"/}}
--1. Via //account actions// > //add email account...// open the dialog for configuring a new account.{{lightbox image="thunderbird_2.png" group="g0" width="500"/}}
--1. Initially, Thunderbird tries to determine a server automatically based on the entered email address (here //user@imap.com//). Since this is not possible here, you can cancel this by clicking the //Edit Manually// button.{{lightbox image="thunderbird_3.png" group="g0" width="500"/}}
--1. The corresponding data can now be entered in the following interface of the server configuration. In the example, the client name is //imap.com// and the user name //user// and the standard ports are used.{{lightbox image="thunderbird_4.png" group="g0" width="500"/}}
--1. After completing the configuration, the user's mailboxes now appear as folders (here //central mailbox// and //demo mailbox//) and contain the messages of the existing form entries.{{lightbox image="thunderbird_5.png" group="g0" width="700"/}}
++1. Open the email account management via //Preferences// > //Account Settings//.{{lightbox image="thunderbird_1_en.png" group="g0" width="300"/}}
++1. Click on //Account Actions// > //Add Mail Account...// to open the dialog for adding a new account.{{lightbox image="thunderbird_2_en.png" group="g0" width="500"/}}
++1. Initially, Thunderbird tries to determine the email server automatically based on the entered email address (here //user@imap.com//). Since this is not possible here, you can cancel that attempt by clicking on the //Manual config// button.{{lightbox image="thunderbird_3_en.png" group="g0" width="500"/}}
++1. Fill out the email server settings. See above for what you should enter in each field. In the example, the client name is //imap.com// and the user name //user// and the standard ports are used.{{lightbox image="thunderbird_4_en.png" group="g0" width="500"/}}
++1. After you complete the configuration, the user's mailboxes now appear as folders (here //central mailbox// and //demo mailbox//) and contain the messages of the existing form records.{{lightbox image="thunderbird_5_en.png" group="g0" width="700"/}}
++
++== Version history ==
++
++**Version 2.1.0**
++
++* Switching to {{formcycle/}} version 6.5.5
++* Updated the used libraries
++* Optimization of memory consumption and database queries
++* Integration of a cache for the header and body of messages
++* Correction of errors when reading the IMAP BODYSTRUCTURE
++* Reintegration of the configuration of the attachment limits
++* Extension of the configurability of IMAP batch size and synchronization
++
++**Version 2.0.0**
++
++* Modifications for compatibility with {{formcycle/}} version 6.0.2
++
++**Version 1.0.1**
++
++* Optimizations and extensions of the configurability
++
++**Version 1.0.0**
++
++* Initial release

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