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Email Queue

Email queues handle communication between an email server and Daktela.


Create a New Email Queue/Edit Queue

To set up your email queues, go to Manage → Queues. 

To create a new queue from scratch, click Add new and select Email. 

To use an existing queue as a template for your new one, click Clone in the Actions column.

To edit an existing queue, click its title.

The queue details will open.


Email Queue Details

Fill out the Unique queue number, Title and Description (optional), then sign in to your email server and set up your queue.

For your email queue to send and receive email, you need to set up Incoming mail server and Outgoing mail SMTP server at the bottom of the queue settings.


Queue Field Details

Queue Field Details

Open more settings using the Extended button in the top right corner.

Field

Description

Advanced settings

Queue active

By disabling the queue, you can quickly pause it.
Call queues will stop dialling new calls. Already dialled calls will not be interrupted.
Email queues will stop receiving emails. Outgoing emails will not be affected.

Auto response

Select a template to automatically send as a reply to all newly created tickets received using this queue. Will only be used during working hours if set up below. Go to Manage → Settings → Templates to set up your templates.

Working hours

Select your working hours from your Time groups. Go to Manage → Settings → Time groups to set up your Time groups.

Sender info

Title of sent email. Queue and user object can be used.
e.g. {{user.alias}} - {{queue.title}}

Sender address

This address will appear as the sender’s address. Must be allowed on mail server!

Reply-to header

The email address to which replies should be sent. If left empty, replies will be sent to the default address.

Signature template

Select an Email signature template to automatically add to emails. Go to Manage → Settings → Templates to set up your templates.

NPS survey template

Template for adding Net Promoter Score surveys. Go to Manage → Settings → Templates to set up your templates.

Wrapup time

Select the amount of time that needs to pass before a new activity can be routed to an agent that has just finished an activity (the length of the Wrap pause).

Multiple statuses

Allow or disallow users to set multiple statuses for activities using this queue.

SSL Trusted

Allow trusted certificates only.

Helpdesk title

Select the helpdesk for this queue. Contact Daktela Support to set up a helpdesk.

Incoming mail server

Protocol

Select the protocol used to communicate with the email server (POP3 or IMAP, from 6.21+ Microsoft Office 365 OAuth2 or Google OAuth2).

Server

The server your email is located on. Contact your email provider to find your address.

Name

Your login name – usually the same as your email address.

Password

Your email login password.

SSL

Turn on to connect using SSL.

Don't keep emails  (Extended)

Do you want to remove emails from the mail server after downloading them?

Outgoing mail SMTP server

Protocol

Select the protocol used to communicate with the email server (POP3 or IMAP).

Server

The server your email is located on. Contact your email provider to find your address.

Name

Your login name – usually the same as your email address.

Password

Your email login password.

Port

SMTP | Port 587 (Insecure Transport)
SMTP | Port 465 (Secure Transport — SSL function enabled)
SMTP | Port 25 (Outdated and not recommended. Username/password authentication MUST be enabled if using this port)

Tickets

Category

Select a category that will automatically be assigned to tickets created in activities using this queue.

Auto response exceptions

Auto responses will not be sent to these email addresses – checks both "from" and "reply-to" fields. You can enter only domain or use wildcards * (for anything) and ? (for any character).

AI Categorisation

Turn on to use AI to select the category that best fits your incoming emails based on your ticket history. Select the categories that the AI can choose from in the Categories field below. If the AI is not confident enough of its selected category, the category selected in the Category field above will be used.
You must have a valid Text AI Features licence to use this feature.
The AI model learns from your existing emails in this queue every night. When you turn AI Categorisation on for the first time, it will start working the next day.

AI Statuses

Turn on to use AI to select statuses that best fit your incoming emails based on your ticket history. Select the statuses that the AI can choose from in the Statuses field below.
You must have a valid Text AI Features licence to use this feature.
The AI model learns from your existing emails in this queue every night. When you turn AI Statuses on for the first time, it will start working the next day.

AI Template Suggestions

Turn on to use AI for Templates.
You must have a valid Text AI Features licence to use this feature.
The AI model learns from your existing emails in this queue every night. When you turn AI Template Suggestions on for the first time, it will start working the next day.


Save your queue.

Don't forget to set up:

  • which Agents can use the queue.

  • the queue's relations.

  • the queue's widget scheme.

See Queues for instructions.


How to Authorise Gmail For Use With Daktela

How to Authorise Gmail For Use With Daktela

Incoming email

  1. Under Incoming mail server, select the Google OAuth2 Protocol.

  2. Enter your email address into the Name field.

  3. Click the G button to authorise Gmail.

    1. A new tab will open. Sign in to your Google Account.

    2. Grant Daktela permission to access your Google Account. Make sure to check Read, compose and send emails from your Gmail account. Click Continue.

Outgoing email

Fill out the following under Outgoing mail SMTP server:

Field

Description

Server

smtp.gmail.com

Name

Enter your email address.

Password

There are 2 ways you can log in to your Gmail account in Daktela.

If you are using Less secure apps in your Google Account settings, enter your regular Gmail password.

If you are using 2-factor authorisation, you must use an App Password. Generate one and enter it here.

Port

Select 465 (Encrypted connection SSL).


How to Authorise Microsoft Office 365 For Use With Daktela

How to Authorise Microsoft Office 365 For Use With Daktela

Incoming email

  1. In the Incoming mail server sectionselect Microsoft Office 365 OAuth2 in the Protocol field.

  2. Enter your email address into the Name field.

  3. Click the MS window button to authorise your MS Account.
    a. A new tab will open. Enter your email address and click Next to continue.

    b. Enter your password and click Sign in.

    c. Click Yes to continue.

    d. Finish the authorisation by click the Yes button.

  4. After successful authorisation the MS Windows button will change colour to green. 

Outgoing email

Fill out the fields in the Outgoing mail SMTP server section.

Field

Description

Server

smtp.office365.com

Name

Enter you email address.

Password

Enter your password.

For two-step verification you need to generate the App Password. Generate one and enter it here.

Port

587


Incoming Email Process

Incoming Email Process

Incoming emails, email routings, tickets, categories, views – how are they all connected?

When you receive an email at an address that you have linked with Daktela, it will be routed according to the chart below:

Step

Description

Incoming email and Mailbox

You receive an email on your mail server.

Email queue

The mail server is synchronised with Daktela via an email queue. The incoming email becomes a part of a ticket (a new ticket if it is a new email or an existing ticket it the email is a reply). The queue sets the ticket category.

Email routing

In email routings, you can define conditions under which further ticket parameters will be set. If none of the conditions are met, new tickets will only have a category set and the rest of the parameters will be blank. The category set in email routings will overwrite the category set in the email queue.

Ticket in All Tickets

The ticket is visible in All tickets to users that have rights to the ticket's category.

Ticket in another Ticket View

A ticket view is a predefined ticket filter that groups together tickets based on their parameters (either set up in the email queue or email routings, or selected manually in the ticket).

Consequently, a single ticket can be part of several views – e.g. one based on its category, one based on its status and one based on its age since the last activity.

A view is accessible to all users that have rights to it. However, to view the tickets contained in the view, they must still have rights to their categories. This means that different users can see different tickets in the same view.

In the example below, there are 3 users that all have rights to the view "Leads".

  • UK Sales Person only sees tickets in the "UK Leads" category in the view.

  • FR Sales Person only sees tickets in the "FR Leads" category in the view.

  • Sales Manager sees tickets in both categories in the view.








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