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User's Outbound Email Settings redesign #2788

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opened 2026-02-20 15:28:50 -05:00 by deekerman · 8 comments

deekerman commented

2026-02-20 15:28:50 -05:00

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Originally created by @pgorod on GitHub (Mar 1, 2018).

Issue

There seem to be two different outbound settings screens, inside the user profile email settings.

Profile -> Scroll down to the bottom -> Settings -> Mail Accounts-> Mail Accounts (the top half of the screen)-> ADD(or EDIT) This one sends correctly, and has From name fields.

Profile -> Scroll down to the bottom -> Settings -> Mail Accounts -> Outgoing SMTP (lower half, list box) -> ADD (or in the list view, EDIT icon) This one doesn't send, and doesn't have these fields

Expected Behavior

Now, I'm not sure there is actually a sending bug here, maybe it's just so convoluted to set it up that I wasn't able to do it. But that is also a problem, right?

Possible Fix

This needs a screen redesign.

There should be only one place to set up User's outbound email
It should have the From and From name fields, and they should be on the same screen as the Send test email button, since these fields are mandatory for some SMTP servers to allow sending

Since there can be multiple outbound accounts, careful consideration is needed about where to put this.

Another suggestion I have when redesigning this screen is this:
3. Add some simple text labels with tips. Sentences like This is the user's personal outbound account, but other system-wide accounts can be set up in Admin / Outbound email settings. You know, whatever needs to be explained. Let's make this easier to understand.

The redesign needs to work closely with the code that fetches accounts to put in the Email Compose window, in the From list box. If accounts are discarded from there, for some reason, it should be explicit somewhere. So the settings screens pictured above could signal: this account won't show up on Compose window because X

I am not sure what reason this could be, but sometimes the logs have something about it being the same as an admin account, etc. Watch out for users who repeat the same accounts for system account and user's account (typical of admins trying out the system).

Environment

SuiteCRM Version used: 7.9, 7.10

Originally created by @pgorod on GitHub (Mar 1, 2018). #### Issue There seem to be two different outbound settings screens, inside the user profile email settings. 1. Profile -> Scroll down to the bottom -> Settings -> Mail Accounts-> Mail Accounts (the top half of the screen)-> ADD(or EDIT) This one sends correctly, and has From name fields. ![image](https://user-images.githubusercontent.com/15945027/36850975-06ac1aee-1d60-11e8-9a0a-daa761224e47.png) 2. Profile -> Scroll down to the bottom -> Settings -> Mail Accounts -> Outgoing SMTP (lower half, list box) -> ADD (or in the list view, EDIT icon) This one doesn't send, and doesn't have these fields ![image](https://user-images.githubusercontent.com/15945027/36851217-a4ed8116-1d60-11e8-96eb-0135956682ce.png) #### Expected Behavior Now, I'm not sure there is actually a sending bug here, maybe it's just so convoluted to set it up that I wasn't able to do it. But that is also a problem, right? #### Possible Fix This needs a screen redesign. 1. There should be only one place to set up User's outbound email 2. It should have the `From` and `From name` fields, and they should be on the same screen as the `Send test email` button, since these fields are mandatory for some SMTP servers to allow sending Since there can be multiple outbound accounts, careful consideration is needed about where to put this. Another suggestion I have when redesigning this screen is this: 3. Add some simple text labels with tips. Sentences like `This is the user's personal outbound account, but other system-wide accounts can be set up in Admin / Outbound email settings`. You know, whatever needs to be explained. Let's make this easier to understand. The redesign needs to work closely with the code that fetches accounts to put in the `Email Compose` window, in the `From` list box. If accounts are discarded from there, for some reason, it should be explicit somewhere. So the settings screens pictured above could signal: `this account won't show up on Compose window because X` I am not sure what reason this could be, but sometimes the logs have something about it being the same as an admin account, etc. Watch out for users who repeat the same accounts for system account and user's account (typical of admins trying out the system). #### Environment * SuiteCRM Version used: 7.9, 7.10

deekerman

2026-02-20 15:28:50 -05:00

closed this issue
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Type: Bug

Status:Fix Proposed

Type:Suggestion
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deekerman commented

2026-02-20 15:28:52 -05:00

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@Dillon-Brown commented on GitHub (Mar 8, 2018):

User's Outbound Email Settings redesign

@Dillon-Brown commented on GitHub (Mar 8, 2018): ![](https://github.trello.services/images/mini-trello-icon.png) [User's Outbound Email Settings redesign](https://trello.com/c/yxSTbqLJ/248-users-outbound-email-settings-redesign)

deekerman commented

2026-02-20 15:28:52 -05:00

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@labcerouno commented on GitHub (Apr 23, 2018):

There could be a better distinction for the terms "Group" and "Personal" mail accounts. There are some pages that this distinction is not clear.

@labcerouno commented on GitHub (Apr 23, 2018): There could be a better distinction for the terms "Group" and "Personal" mail accounts. There are some pages that this distinction is not clear.

deekerman commented

2026-02-20 15:28:52 -05:00

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@pgorod commented on GitHub (Apr 24, 2018):

@labcerouno do you mean pages in the app, or pages in the Documentation?

In any case, can you please be more specific and tell me which pages you mean? I'd like to make all this more intuitive and easier to use. Thanks

@pgorod commented on GitHub (Apr 24, 2018): @labcerouno do you mean pages in the app, or pages in the Documentation? In any case, can you please be more specific and tell me which pages you mean? I'd like to make all this more intuitive and easier to use. Thanks

deekerman commented

2026-02-20 15:28:52 -05:00

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@angar321 commented on GitHub (Apr 24, 2018):

Apologies if I am raising this in the wrong place (new here). When working on the email functionality, please bear in mind that not everybody wants inbound email, some only want outbound. We use SuiteCRM to send out emails based on templates, but all inbound email is handled by another system and not SuiiteCRM. It appears 7.10.4 requires us to setup inbound email in order to be able to send anything from a user (and as such our outbound email has stopped working since we upgraded to 7.10.4 from 7.8.x). Thanks

@angar321 commented on GitHub (Apr 24, 2018): Apologies if I am raising this in the wrong place (new here). When working on the email functionality, please bear in mind that not everybody wants inbound email, some only want outbound. We use SuiteCRM to send out emails based on templates, but all inbound email is handled by another system and not SuiiteCRM. It appears 7.10.4 requires us to setup inbound email in order to be able to send anything from a user (and as such our outbound email has stopped working since we upgraded to 7.10.4 from 7.8.x). Thanks

deekerman commented

2026-02-20 15:28:52 -05:00

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@pgorod commented on GitHub (Apr 24, 2018):

@angar321 we know that people want independent use of Inbound and Outbound. Some of these problems are just bugs that need to be fixed in the next week or so. Some other things that have been coming up will require some redesign of the Email Settings screens, I'm personally working on it.

@pgorod commented on GitHub (Apr 24, 2018): @angar321 we know that people want independent use of Inbound and Outbound. Some of these problems are just bugs that need to be fixed in the next week or so. Some other things that have been coming up will require some redesign of the Email Settings screens, I'm personally working on it.

deekerman commented

2026-02-20 15:28:52 -05:00

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@angar321 commented on GitHub (Apr 25, 2018):

fantastic, thanks for the feedback.

@angar321 commented on GitHub (Apr 25, 2018): fantastic, thanks for the feedback.

deekerman commented

2026-02-20 15:28:52 -05:00

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@labcerouno commented on GitHub (May 2, 2018):

Hi @pgorod ! I meant in the app. Although, in the Documentation, there is nothing about Outbound email (I guess it should be in this page https://docs.suitecrm.com/user/modules/email-settings). The only mention in the docs is about system notification outbound account.

Regarding the difference between personal and groups accounts, in the Admin page (for an Admin user), it could show a distinction for these two types of accounts.

If I go to Admin - Email - Inbound Email, there is nothing that tells me I'll be configuring a group account. Only if I click this item, one of the buttons will show: New group Email Account. That's the only indication that these settings are for group email accounts. If I go to Admin - Email - Outbound Email, I guess I'll be configuring a group account. I'm not sure, though, because it's not quite clear. The equivalent button to create a new account, in this page says: Create Outbound Email Accounts.

I suggest putting in the Admin page the label Inbound Group Email Account and Outbound Group Email Account.

If I go to User Manager - User X - Edit - Email Settings - Settings - Mail Accounts - Outgoing SMTP Mail Servers - Add, I'm almost sure I'll be configuring a personal account. The path to reach this section is a bit large. As a suggestion, this could be in a separate Tab in the User Edition Page. (Now the tabs available are User Profile, Advanced, External Accounts, Layout Options). There could be one more tab called Email Settings with all the settings in the same page, without the need to click in so many buttons to reach it.

These are my suggestions. Thank you very much

@labcerouno commented on GitHub (May 2, 2018): Hi @pgorod ! I meant in the app. Although, in the Documentation, there is nothing about `Outbound email` (I guess it should be in this page https://docs.suitecrm.com/user/modules/email-settings). The only mention in the docs is about system notification outbound account. Regarding the difference between personal and groups accounts, in the Admin page (for an Admin user), it could show a distinction for these two types of accounts. If I go to `Admin - Email - Inbound Email`, there is nothing that tells me I'll be configuring a group account. Only if I click this item, one of the buttons will show: `New group Email Account`. That's the only indication that these settings are for group email accounts. If I go to `Admin - Email - Outbound Email`, I guess I'll be configuring a group account. I'm not sure, though, because it's not quite clear. The equivalent button to create a new account, in this page says: `Create Outbound Email Accounts`. I suggest putting in the `Admin` page the label `Inbound Group Email Account` and `Outbound Group Email Account`. If I go to `User Manager - User X - Edit - Email Settings - Settings - Mail Accounts - Outgoing SMTP Mail Servers - Add`, I'm almost sure I'll be configuring a personal account. The path to reach this section is a bit large. As a suggestion, this could be in a separate Tab in the User Edition Page. (Now the tabs available are User Profile, Advanced, External Accounts, Layout Options). There could be one more tab called Email Settings with all the settings in the same page, without the need to click in so many buttons to reach it. These are my suggestions. Thank you very much

deekerman commented

2026-02-20 15:28:53 -05:00

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@pgorod commented on GitHub (May 2, 2018):

In the Docs, there are some paragraphs about Outbound, right at the beginning of that page you linked (it's called "Outgoing" there, maybe we should fix that).

And in the app, there is some indication of what the Inbound Email settings include...

But I agree with you this is all too confusing and there are several misleading names.

A Group account...

can be used by more than one user
allows auto-import
allows auto case creation
has to be inbound, but the same account can also be configured for outbound

I think we should just drop the term "Group" which is only proper to the first function.

Thanks for your suggestions, they are useful and I will take them into account as I develop my thought on this problematic area of the app.

@pgorod commented on GitHub (May 2, 2018): In the Docs, there are some paragraphs about Outbound, right at the beginning of that page you linked (it's called "Outgoing" there, maybe we should fix that). And in the app, there is _some_ indication of what the Inbound Email settings include... ![image](https://user-images.githubusercontent.com/15945027/39550323-bb5f9bea-4e58-11e8-883b-a1502a662885.png) But I agree with you this is all too confusing and there are several misleading names. A Group account... - can be used by more than one user - allows auto-import - allows auto case creation - has to be inbound, but the same account can also be configured for outbound I think we should just drop the term "Group" which is only proper to the first function. Thanks for your suggestions, they are useful and I will take them into account as I develop my thought on this problematic area of the app.