Add Email Account
Adding a New Account
IMAP and POP3
Synchronizion Email
Introduction
You can manage one or more Email accounts with Houdini. Add as many Email accounts as you like, there is no limit.
From the "My Profile" Window
Select the Email Accounts tab click add icon to open the New Email Account form.
Layout
The new Email Account form has 4 areas.
1. Account Name bar: In this area you will specify a Account Name and Account Type. Typically the Account name should be the same as your Email address. This makes it easy to identify which account you are viewing in the Email Dashboard.
2. Email Address bar: As the name implies you must enter your Email address here.
3. Inbound and Outbound settings.
4. Signature: Use this area to specify a signature to use with this Email Account.
Adding a New Email Account
1. Enter a Account Name. The name can be anything but it should be a name you will recognize in the Email Dashboard when selecting a Account. Typically most users simply use their Email Address as the Account Name.
2. Select the Account Type. Houdini Supports POP3 and IMAP.
IMPORTANT Although Houdini supports POP3 we strongly suggest that you use IMAP. POP3 does not support flags such as read. If you use POP3 and view your Email in another application Houdini will not know that you have read that Email and vise-versa. POP3 Email accounts must be scanned to be synchronized. What this means is if you POP3 Email account has 2,000 Emails, Houdini will have to fetch each one including its attachments. You will have to then manually mark which Emails have been read. This is a waste of time. With IMAP you simply access your Email account in another program, mark what you want Houdini to fetch as unread and Houdini will fetch only those Emails. This is important since you don't want Houdini managing hundreds of unrelated Emails. You should use Houdini to manage Matter related Emails.
There are several shortcut choices for GMail, Yahoo, and HotMail. Selecting one of these radio buttons fills in the port and SSL options for you. If you are using another Email provider or Exchange select other.
3. Enter your Email address.
4. and 5. If you selected the GMail, Yahoo, or HotMail radio button the IP and port on both Inbound and Outbound will be filled in for you. Complete the Inbound and Outbound setting by providing your User and Password. Please note; Some Email providers require that you enter your Email address in full as the User. This is the case with Gmail. For other Email providers please see their documentation for what is required.
If you selected Other then you must provide the IP, Port and SSL requirements. Some Email providers require SSL for inbound only. Please check with your Email provider to see what is required to access their Email server.
6. Optionally add a signature.
7. Click [test Email]. If everything went Ok a [save] button will appear. If you are using a POP3 account please see Synchronizing Email with Houdini.
Synchronizing Email with Houdini
IMAP
If your Email Account type is IMAP there is nothing to do in Houdini. Houdini will automatically fetch unread Emails. If you have old Emails you would like to link to Matters in Houdini (assuming you have created or have imported Matters) simply mark those Emails as unread. Houdini will fetch them and notify you that you have new Email with a chime. When it does you can associate these Emails with a given Matter.
POP3 (we do not suggest using POP3, all Email providers support IMAP)
To synch your Email server with Houdini click Import. In the Last Read Index field enter the number of the last read email you would like Houdini to start synching from. For example, if you have 500 Emails and would like Houdini to just grab the last 10 you would enter 490 in this field. You must click the [ √ ] confirm checkbox or this option will be ignored. You can set this value to 0 (zero) if you like but keep in mind that this may take some time to complete. If you have a lot of Emails and attachments it may take overnight to complete.
Click [test Email]. If everything went Ok a [save] button will appear.