Table of Contents

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Feng Office can act as a web mail client for its users, and this is really useful as you will then be able to share your emails with your colleagues without actually having to forward them.

What happens in case you are not available in your office, but your colleagues need to make sure of certain emails? In case you have classified your incoming and outgoing emails into the right Project, Client, Folder or Workspace - as long as your colleagues have reading access over the emails there - they will be able to read it and know what is going on.

Another useful thing to have along this module are the Email Rules, which are real time saver!

Note: E-mail integration module relies on the users mail server. The service provided is for downloading e-mail into Feng Office, classifying it, and integrating it within Feng Office system and DataBase. This means you need to possess an email account before setting it up within Feng Office.

List view

The following picture will show the toolbar used to manage emails within Feng Office, and you may find further information about its actions below.

Most used actions:

Note:In case you are subscribed to Feng Sky or Feng OnSite services, the emails will be automatically checked every certain amount of minutes.


Email boxes:

Deleting & Archiving:

Mark as:

Email Rules


Filter By State:

Filter By Classification:

Filter By Account:

New email

In order to send a new email within Feng Office, you have to make sure that the logged user has at least one e-mail account of his own or permissions within other e-mail account.

In case the user has multiple email accounts, the user can select from which account sending the email message through the From option. By default, the selected email account will be the one he set as default account.

Adding or editing e-mail accounts

Adding an e-mail account to Feng Office is similar to adding an e-mail account to your desktop mail client (i.e. Thunderbird, Outlook, Apple Mail). You basically have to enter your e-mail address, the mail server addresses (POP3/IMAP and SMTP), your login details, and encryption settings.

If you are going to set up a Gmail account, please have a look at these instructions first.

You have two options for adding an e-mail account:

1 - Go to the e-mail module and click on “Accounts” - “Add E-mail Account”

2 - (For SuperAdministrators only) Go to “Settings” - “Configuration” - “Email Module” - “Email Accounts”. You will be redirected to the following screen where you can add, edit and delete e-mail accounts:

Lets see how to do this step by step:

Initial Settings

Account name: Name used to identify the email account within Feng Office.

Email Address: Your email address.

Incoming Settings

Account ID: Your email address or username for the server.

Password: Your email account password.

Server address: The address to your POP3/IMAP email server.

Connection Method:

  1. POP3
  2. IMAP: When selected, you will then have to click on Fetch IMAP folders to select the boxes where you will be looking for emails. For Feng Office Professional and Enterprise editions, the IMAP sync plugin has an extended set of tools. Please follow this article to find out more.

Use SSL for incoming e-mail connection: If you email server requires SSL encryption, please enable this option.

Delete emails from server: In case you would like to delete the emails from your Mail Server and keep them exclusively within Feng Office, you should enable this option, and select an amount of days. For instance, if you select 5, emails older than 5 days ago will be automatically deleted from your email server.

Mark e-mails as read in the e-mail server when receiving them in Feng Office

Preserve e-mails state (read, unread) when receiving them in Feng Office

Autoclassify to workspace: You may select a client, project, folder, workspace, or even a tag, where to classify the emails by default if you wish to. In case you do this, any other user with access to the client, project, folder or workspace in question will be able to read all of your incoming emails. If you wish not to do this, you may select nothing and emails will be unclassified, and only you will be able to read them until you reclassify them. Otherwise, you may select a specific folder or workspace for you where to keep the emails.

Outgoing Settings

SMTP Server: The address to your SMTP email server.

SMTP Server Port: The port required to connect to the SMTP server.

SMTP Server Authentication:

  1. Use incoming: use the same username/email address and password as your incoming settings
  2. No authentication: in case it does not require it
  3. Input SMTP username and password: you will be prompted to add the username and password

Secure Connection:

  1. SSL
  2. None
  3. TLS

NOTE: If you are unsure of the incoming and/or outgoing settings for your e-mail account, please take a look at this article on the most common mail account settings (gmail, outlook, office365, yahoo, etc)

Personal Settings

Sender Name: The name that will appear when you send emails.

Default Account: Enable this option if this is going to be the main account for the logged user.

Signature: Signature to be used by default for the logged user and this email account.

Account Permissions

When enabling the Account Permissions section above (like in the screenshot from this section), you will be able to manage the permissions for this email account. This means you can share it with other users in different ways:

  1. No access: The user will not have access to the email account
  2. Can read/write emails: The user will be able to read and write emails related to/from this account. In this case the user will also be able to edit it and set up his own Personal Settings for the account.
  3. Can read/write emails and edit account: Same as below, but the user will also be able to change the email account settings

Deleting e-mail accounts

You can delete an existing e-mail account at any time. To do so, open the account settings form and click the “Delete mail account” button:

An alert dialogue will then ask you to confirm this action and gives you the option to delete any existing e-mails of that account as well:

In case you choose to delete all of the emails, it may take a while to process depending on the amount of emails you have there, so please be patient.

Detail view



E-mail and documents

This section will help you organize better your files, explaining how to choose what to do with the documents attached to your incoming mails.

If you go to: settings (top on the right clicking your user name) → edit preferences → email options You will find the following configurations:

“Automatically classify email attachments when receiving emails”: When new emails arrive, and they are automatically classified to certain spaces, if they have attachments they will be classified with them, helping you keep all related information in the same spaces automatically.

“Action to take with attachments when classifying emails manually”: this configuration applies when classifying emails by drag and drop or by clicking in the classify button. If the option selected is “prompt user for an action” there are two possible ways of choosing whether to classify the attachments or not:



Note: images within the mail body are not considered as attachments to prevent saving unnecessary documents (as it is the case of images included in signatures).

E-mail Attachment

When composing an email, you may send any of the following:

  1. files uploaded to Feng Office
  2. files from your computer

Feng Office also provides with the possibility of sending a link to the file instead of actually sending it over, which makes it faster, but in that case the other user needs to log in to Feng Office to see the file in question (and have permissions wherever it is classified at). By default this option is disabled. If you would like to make use of this, you have to disable the Attach contents option, right next to the attachment.

Group e-mails

Feng Office offers the possibility to send e-mails to a group of contacts from the “Contacts” tab.



Why do several received emails are classified as Spam?

By default the spam filter is rather high, so many emails may get into the Junk or Spam folder.

In order to decrease this level, you should do the following:

  1. Click on your name (top right corner)
  2. Go to Account
  3. Click on Edit preferences on your right
  4. Get to Email options
  5. Look for the option named Maximum spam level allowed and lower its value (may be to 4 or 5.. depending on your needs).
  6. Save the changes


Does Feng Office support SSL/TLS encryption?

Yes, for incoming (POP3/IMAP) and for outgoing (SMTP) mails.1)

Does Feng Office support GPG encryption?

Not at this time (Feng Office 1.5).


Does Feng Office support POP3?


Does Feng Office support IMAP?

Yes.(Since Feng Office 1.2)

IMAP Support

Feng Office IMAP offers a basic sync feature for the Community Edition. Full IMAP sync is included in Feng Office´s Professional and Enteprise editions. For more information, please refer to this article.

3rd party webmail services

Does Feng Office support Gmail?

Yes. Feng Office auto-detects and auto-adjusts Gmail settings, though it might be a bit tricky sometimes to get it all running, so make sure you check out the Gmail configuration and troubleshooting guidelines.

Does Feng Office support Hotmail?

Yes. You may receive your Hotmail account e-mails, however, you will not be able to send any e-mail message at all unless you subscribe to their services to enable this option.

1) Since Feng Office 1.2