--- title: "Email Listeners" slug: "email-listeners" updated: 2026-07-27T22:52:20Z published: 2026-07-27T22:52:20Z canonical: "docs.processmaker.com/email-listeners" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.processmaker.com/llms.txt > Use this file to discover all available pages before exploring further. # Email Listeners Email Listeners allow you to automatically trigger workflows when an email is received. This is useful for automating an [Email Start Event](/v1/docs/email-start-event). An [Email Start Event](/v1/docs/email-start-event) listens for incoming emails based on pre-configured criteria, and once matched, it initiates a new request in the associated process. This configuration removes the need for manual form submissions and enhances real-time process automation. > [!NOTE] > Availability > > Email Listeners support [IMAP](/v1/docs/email-listeners#imap-server-settings) and [Azure](/v1/docs/email-listeners#azure-support-for-email-listeners3) (Microsoft Entra credentials). --- ## View Email Listeners **Permissions** Your user account or group membership must have the "Settings: View Settings" permission to view email listeners unless your user account has the **Make this user a Super Admin** setting selected. See the [Settings](/v1/docs/permission-descriptions-for-users-and-groups#settings) permissions or ask your Administrator for assistance. Follow these steps to view the email server default settings: 1. Ensure that you are [logged on](/v1/docs/participant-basics#log-on-to-processmaker-platform) to ProcessMaker Platform. 2. Click the **Admin** option from the top menu. The **Users** page displays. 3. Click the **Settings** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/65563af8-a1c7-421b-989f-ec76b5986fb2.png) from the left sidebar to view all settings. 4. From the **Settings** panel on the left, expand the **Email** section. 5. Select **Email Listener Default** to view the following details: ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Email Listener Default.png) - **Email Address:** Displays the email account configured to receive and process incoming requests. This is the address monitored by the listener. - **Scheduler:** Indicates how frequently the system checks the configured inbox for new emails (e.g., every 5 minutes, hourly). - **Status:** Shows whether the email listener is currently active or inactive. An active listener is currently monitoring emails according to the defined schedule. --- ## IMAP Server Settings Before [creating an Email Listener](/v1/docs/email-listeners#create-an-email-listener), ensure that IMAP settings are configured in your email account settings by an administrator. Follow these instructions based on your email provider: - [Gmail](https://support.google.com/a/answer/10547014) - [Yahoo](https://help.yahoo.com/kb/SLN4075.html) - [Outlook (Microsoft 365 / Hotmail / Live)](https://support.microsoft.com/en-us/office/pop-imap-and-smtp-settings-for-outlook-com-d088b986-291d-42b8-9564-9c414e2aa040) ## Create an IMAP Email Listener **Permissions** Your user account or group membership must have the "Settings: View Settings" permission to create an email listener unless your user account has the **Make this user a Super Admin** setting selected. See the [Settings](/v1/docs/permission-descriptions-for-users-and-groups#settings) permissions or ask your Administrator for assistance. Follow these steps to create or edit an email server configuration: 1. [View your email listeners](/v1/docs/email-listeners#view-email-listeners). The **Email Listeners** displays. 2. Click on the **+Listener** button at the top-right of the **Email Listeners** panel. 3. Select the **IMAP** option. The **Email Settings** section displays. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/New Email Listener.png) 4. Enable the **SSL** option to ensure a secure connection with IMAP email providers that support encrypted access. 5. In the **IMAP server**, enter the IMAP email host provider. For example: 1. `imap.gmail.com` for Gmail 2. `imap.mail.yahoo.com` for Yahoo 3. `outlook.office365.com` for Outlook 6. In the **Port**, enter the IMAP provider port. For example common ports are: 1. `993` for IMAP with SSL. 2. `143` for IMAP without SSL. 7. In the **User Email**, enter the same email address that was used when [enabling IMAP access in your email account settings](/v1/docs/email-listeners#enable-imap-in-your-email-account). 8. In the **Password**, enter the same email password that was used when [enabling IMAP access in your email account settings](/v1/docs/email-listeners#enable-imap-in-your-email-account). 9. In the **Scheduling Options** section in the **Start date**, select the date to start listening emails. 10. In the **Repeat every**, specify how often the listener should run by entering a number and selecting the desired time unit (day, week, month, or year). 11. **Ends**: Choose one of the following options to define when the email listener should stop: - **Never** – The listener will run indefinitely without an end date. - **On** – Select a specific date when the email listener will stop running. - **After** – Enter the number of occurrences after which the listener should stop. 12. If the email listener is already active and scheduled, click **Disable Schedule** to deactivate it. 13. Click **Test Connection** to verify the configuration and ensure the IMAP email provider is working correctly. 14. Click **Update Listener** to save and finalize your changes. --- ## Azure for Email Listeners Email Listeners now support Microsoft Azure configuration, allowing organizations to leverage Microsoft 365 mailboxes to trigger email-driven workflows in [Email Start Events](/v1/docs/email-start-event). This integration simplifies the process of managing email-driven workflows by enabling administrators to configure Azure-based email listeners directly from the Admin interface using Microsoft Entra credentials. To set up an Azure-based Email Listener, follow these steps: 1. [View your email listeners](/v1/docs/email-listeners#view-email-listeners). The **Email Listeners** displays. 2. Click on the **+Listener** button at the top-right of the **Email Listeners** panel. 3. Select the **Azure** option from the available configurations. The Azure settings window displays. 4. Enter the required Azure credentials, including the Tenant ID, Client ID, and Client Secret, which you can obtain from your Azure Active Directory application. 5. Configure the IMAP settings as per your organization's requirements, ensuring that the SSL option is enabled for secure connections. 6. Set the scheduling options to define how frequently the listener checks for new emails. 7. Click **Test Connection** to verify that the configuration is correct and that the listener can successfully connect to the Azure email account. 8. Finally, click **Update Listener** to save your settings and activate the listener. This integration not only streamlines the process of managing email workflows but also enhances security and compliance by utilizing Azure's robust authentication mechanisms. --- ## Email Start Event Logs The **Email Listener Logs** page provides a detailed record of email processing events related to [Email Start Events](/v1/docs/email-start-event) in ProcessMaker Platform. This feature helps administrators monitor, audit, and troubleshoot incoming emails that trigger workflow requests. When an email listener runs, the logs are stored and displayed in three separate tables: **Error Logs**, **Matched Logs**, and **Total Logs**. ### Why It Matters These three tables offer visibility into: - **System reliability** – See whether emails are being handled correctly. - **Error diagnosis** – Understand why an email may have failed. - **Auditing** – Track who received, triggered, or missed workflow actions. --- ### View Logs To access the logs for Email Start Events: 1. Go to the **Admin** panel. 2. From the left menu, click the **Logs** icon ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Logs Icon.png). The **Email** section displays the **Email Start Event** logs. ![](https://cdn.document360.io/2d311614-fcb7-4424-8b4c-d4d3091eebeb/Images/Documentation/Logs List.png) 3. Click a table list you want to inspect. Or click **Export to CSV** if you want to export them. Error LogsMatched LogsTotal Logs The **Error Logs** table displays any emails that failed to process correctly. These entries help diagnose why a process wasn’t triggered. Each entry shows: - **ID** – Unique log identifier - **IMAP Server** – Mail server used for processing - **User Email** – The listening email address - **Email From** – Sender of the email - **Error Code** – Internal error reference - **Description** – Explanation of the error - **Date** – Timestamp of when the error occurred Use this log to investigate failures due to format, invalid attachments, or configuration issues. The **Matched Logs** table records emails that successfully triggered a ProcessMaker request. This is helpful for auditing and confirming proper execution. Each matched entry includes: - **ID** – Unique log identifier - **IMAP Server** – Mail server used - **User Email** – Listening address - **Email From** – Sender address - **Subject** – Email subject line - **Body** – Body content of the email - **Date Email** – Timestamp when the email was received - **Process** – Name of the triggered process - **Request ID** – ID of the created request - **User** – User who owns the request - **Files Attached** – Indicates if the email included attachments - **Created At** – Timestamp when the request was generated The **Total Logs** table summarizes the entire execution of the listener job, showing the outcome of each scheduled run. Each log shows: - **ID (Execution ID)** – Unique identifier for the listener run - **IMAP Server** – Server checked for emails - **User Email** – Email account used - **Total Emails** – Number of emails retrieved - **Total Matches** – Number of emails that matched criteria and triggered a process - **Date** – Timestamp of when the listener executed