Mail Services

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All users of an organization can access the connections to IMAP or Exchange servers to archive emails from their mailboxes in DocuWare.

Assign in Connect to Mail a mail service to your mail account to establish the connection to the mail provider.

With September 24, DocuWare has switched the authentication for third-party applications from cookie authentication to the modern and secure oAuth2 authentication. Support for Basic Authentication in DocuWare will continue unchanged and can still be utilized if your mail service supports it.

However, for Gmail (Workspace) customers, Basic Authentication is becoming obsolete. The discontinuation of sign-ins via Basic Authentication or app passwords announced by Google by the end of September 2024. oAuth2 is set to replace Basic Authentication as the more secure alternative.

For details see below.

Receiving

Create connections to IMAP or Exchange servers to import and store emails from your mail accounts into DocuWare.

Assign a mail service to your email account to connect to the mail provider. All users of your organization can access the mail connections created here.

Mail services with Exchange

Impersonator account and OAuth2

DocuWare conncets to your Exchange mailbox via an Exchange impersonator account and the use of "Exchange Web Services". This impersonator account has been authenticated by the basic authentication method in earlier Docuware versions. Starting second half of 2021 this authentication method will be deprecated for Office 365 and Exchange Online accounts. That is why DocuWare relies on “oAuth2” as an authentication method.

  • Cloud customers: DocuWare Cloud delivers already everything for connecting to your Office 365 mail account with oAuth2. Go to your General Email plugin and connect directly with your Office 365 account.
    On the other hand a registration of the oAuth app is required for Office 365 / Exchange Online mail accounts that are hosted on Azure National Cloud, In this case the registration is the same as for on-premises customers - see below.

  • On-premises customers: Follow the instructions on Microsofts Office Dev Center for properly setting up an OAuth app registration in your companies Azure Active Directory.

More information on setting up an oAuth2 connection can be found at the DocuWare Support.

Replace Exchange Web Services integrations with Graph API

Microsoft will retire Exchange Web Services (EWS) for Exchange Online after October 2026. Any integration that depends on EWS—including DocuWare Connect to Mail—will stop working.

To stay compatible, delete or disable your current EWS-based mail configurations and recreate them with Graph API.

EWS and Graph API will coexist during the transition period, but DocuWare recommends migrating as soon as possible.

How-to replace an EWS intgeration with Graph API

Prerequisite: You need a Microsoft Entra admin access for application registrarion and consent.

Register an application in Microsoft Entra

  • Go to Entra admin portal > App registrations > New registration.

  • Set up redirect URIs, Certificates, Secrets.

  • Note the Application (client) ID.

Request permissions

  • Define the required Graph API permissions as per below (Mail.ReadWrite, offline_access, openid).

  • Assign permissions (delegated or application-level as needed)

Consent and permissions – Entra App

  • No automated “upgrade”: Migration to Graph API requires administrator/user consent for the new Entra app’s permissions.

  • Consent must be granted once for each tenant/application combination.

  • Instructions to grant consent:

    • Admin to log in to Entra portal.

    • Navigate to the registered app; select API permissions.

    • Click Grant admin consent for Organization.

    • All users of the app will now have access.

Add a new mail service in DocuWare

  • Go to DocuWare Configurations > Mail Mail Services.

  • Add a new mail service of the type Exchange.

  • Select the Authentication type > Use OAuth2 Authentication.

  • Enter the Authentication Details you created in the Entra App.

  • Make sure that as Email Gateway the optin Use Graph API is selected

Learn about Microsoft Graph equivalents

Mail services with IMAP

To enable IMAP Mail service connections using OAuth2 authentication for Gmail (Workspace) or other oAuth-supporting IMAP servers, certain configuration updates are necessary.

If you aim to use oAuth2 for accessing their Gmail, Outlook.com, or other IMAP services establish an oAuth client app within their corresponding platform accounts, such as Google Cloud Console or Azure AD/Entra, you can find some useful information on the subjects below.

Sending

DocuWare offers the option of sending email to users directly from the system. For example, a customer can receive an invoice by email as part of a workflow. Or an employee can be notified when a relevant document has been archived.

Enter a connection to your own SMTP server to send emails from a personalized address - for example, "workflow@peters-engineering.com" - and not from the DocuWare system address.

You can use one SMTP connection for notifications and one for workflows. Activate the connection for the respective component.

SMTP connection mandatory for password reset

Sending the password reset email requires a functional SMTP connection. Without it, users may not be able to change their passwords.

Basic Authentication (via username & password) is deprecated for Office 365 and Gmail (Workspace) SMTPs. The successor of the basic authentication method is oAuth2. This authentication method requires you to create your own SMTP Mail service connections with the OAuth2 authentication to your Office365 or Gmail (Workspace) SMTPs.

Note for administrators:

A mail service configuration which is not working properly and fails to deliver emails to DocuWare users, will trigger automatic email notifications to the DocuWare administrator of the respective organization. it provides information related to the issue and suggestions on how to solve the problem.

Email notifications will be sent for up to three weeks, during which administrators are advised to resolve the issues. After that period, notifications will discontinue. The related email logs will be deleted and cannot be restored.

Note for ensuring proper display of non-ASCII characters in emails

When sending emails containing non-ASCII characters such as accented letters, symbols, or non-Latin scripts, the way these characters are rendered depends on both the sending SMTP provider, the recipient’s SMTP provider and the email client. Inherent limitations in email coding standards may result in garbled text in the subject, body, or attachment names.

To maximize compatibility and ensure correct display of non-ASCII characters, follow these recommendations:

  1. Configure Your Email Client

    • Ensure your email client is capable of reading UTF-8 encoded characters for both outgoing and incoming messages. UTF-8 is the standard for representing international characters and is widely supported.

  2. Choose an SMTP Provider with UTF-8 Support

    • If you experience issues with non-ASCII characters using our default SMTP provider, consider switching to your own SMTP provider.

    • Check that the SMTP capabilities of your and the recipient's SMTP provider supports the SMTPUTF8 extension. This allows for proper transmission of internationalized email addresses and content.

  3. Additional Tips

    • Test emails with non-ASCII characters across multiple email clients and providers to verify correct display.

    • Review your SMTP provider’s documentation for specific instructions on enabling UTF-8 and internationalization features

For further assistance, contact our support team or consult the official documentation for your email client and SMTP provider.