Configure POP3 Mail Server
- Last UpdatedJun 05, 2025
- 3 minute read
You can configure POP3 settings in Central Configuration to allow the Work Tasks communication service to fetch emails from a mail server.
There are two options available to configure the mail server:
-
Default: The Communication Service acts as a mail server and processes incoming emails. You will need to provide the Communication server IP address and Port.
-
POP3: The Communication Service fetches emails from an external POP3 mail server. You must specify the Time Interval in hh:mm:ss format for email retrieval (e.g., 0.00:00:15 for 15 seconds).
Note: If POP3 is not enabled on the mail server, then Default option is used to retrieve emails.
There are two types of authentications supported for POP3:
-
OAuth2 (Recommended)
-
Basic
Configure POP3 Using OAuth2 Authentication
OAuth2 provides secure token-based authentication. Use the following fields to configure the POP3 mail server:
Configuration fields - OAuth2
|
Parameter |
Description |
Example Value |
|---|---|---|
|
Mail Server Configuration |
Protocol selected |
POP3 (default) |
|
Host |
POP3 server address |
outlook.office365.com |
|
Port |
POP3 port number |
995 |
|
Time Interval |
Time interval in hh:mm:ss format |
0.00:00:15 (15 seconds) |
|
Is SSL Enabled? |
Enables SSL encryption |
True |
|
Authentication |
Login method |
OAuth2 |
|
User Account |
POP3-enabled email address |
user@domain.onmicrosoft.com |
|
OAuth2 Token URI |
URI to obtain the access token |
https://login.microsoftonline.com/<<TenantID>>/oauth2/v2.0/token |
|
Authorization Code URI |
URI to obtain authorization code |
https://login.microsoftonline.com/<<TenantID>>/oauth2/v2.0/authorize |
|
Client ID |
OAuth2 application client ID |
Copy from POP3 App registrations |
|
Client secret |
OAuth2 application client secret |
Copy from POP3 App registrations |
|
Redirection URI |
URI where the user is redirected after login/authorization |
https://<MachineName>:8001/CentralConfig/ConfigMailServer.aspx Note: You must register this Central Configuration URL in Azure App Registration. |
|
OAuth2 Scope |
Permissions requested |
https://outlook.office.com/POP.AccessAsUser.All offline_access |
|
Parameters |
Additional parameters required for OAuth2 authentication |
&prompt=consent&access_type=offline |
|
Token Refresh |
How long the access token is valid before it needs refreshing (must be < 1 hour) |
0.00:50:00 |
Steps to Configure
-
Open the Central Configuration page.
-
Navigate to Mail Server Settings > Manage POP 3 Server Settings.
-
Enter the OAuth2 configuration details (as listed above).
-
Click Save to store the settings.
-
Click Get Access Token.
-
You will be redirected to log in to your O365 account.
-
Click Continue to verify and grant access.
Configure POP3 Using Basic Authentication
This method uses a username and an app-specific password (e.g., generated from Gmail or O365).
Configuration fields - Basic Authentication
|
Parameter |
Description |
Example Value |
|---|---|---|
|
Mail Server Configuration |
Protocol selected |
POP3 (default) |
|
Host |
POP3 server address |
POP3 Host |
|
Port |
POP3 port number |
995 |
|
Time Interval |
Time interval in hh:mm:ss format |
0.00:00:15 (15 seconds) |
|
Is SSL Enabled? |
Enables SSL encryption |
True |
|
Authentication |
Login method |
Basic |
|
User Name |
POP3-enabled email address |
user@gmail.com |
|
Password |
App password for the email (generated through two-step verification) |
Gmail App Password |
Steps to Configure
-
Open the Central Configuration page.
-
Navigate to Mail Server Settings > Manage POP3 Server Settings.
-
Enter the configuration values from the table above.
-
Click Add Users, and provide the Username and Password.
-
Click Save.
-
Go to Manage Repository > Mail Settings.
-
Update the From Mail and Exception To Mail fields.
Notes:
- Use the same email address for both the From Mail field (under Manage Repository) and the POP3 Username.
- The mail host must be configured with a valid username and password.
- In an Enterprise Server environment, you must create a machine-specific email account
for each engine. The mails should be forwarded to all the engines.
- To enable email-based interaction for any Human Activity (such as Task, Approval,
Choice, or Checklist), ensure the Mail delivery channel is enabled for that activity.
Refer to Delivery Channels - MailWorkList for detailed instructions.