Email Listeners

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Email Listeners allow you to automatically trigger workflows when an email is received. This is particularly useful for automating an Email Start Event.

An 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.

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 permissions or ask your Administrator for assistance.

Follow these steps to view the email server default settings:

  1. Ensure that you are logged on to ProcessMaker Platform.

  2. Click the Admin option from the top menu. The Users page displays.

  3. Click the Email Listeners icon from the left sidebar to view the following details:

    • 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.

Edit an Email Listener

Click the Edit icon to change an email listener. For more information, see Create an Email Listener.

Remove an Email Listener

Click the Trash icon to remove an email listener.

Enable IMAP in Your Email Account

Before to create an Email Listener, ensure to enable IMAP in your email account settings, depending on the email provider you use:

Gmail

  1. Go to Gmail Settings.

  2. Click the "See all settings" button (gear icon → See all settings).

  3. Navigate to the “Forwarding and POP/IMAP” tab.

  4. In the IMAP Access section:

    • Select “Enable IMAP”.

  5. Click “Save Changes” at the bottom.

🔐 Tip: If you use 2-Step Verification, generate an App Password for your IMAP connection.

ℹ️ For more information, about IMAP settings, see Google.

Yahoo Mail

  1. Go to Yahoo Mail and sign in.

  2. Click Settings > More Settings > Mailboxes.

  3. Make sure IMAP is enabled (Yahoo usually enables it by default).

  4. If using two-step verification, generate an App Password.

ℹ️ For more information, about IMAP settings, see Yahoo.

Outlook (Microsoft 365 / Hotmail / Live)

  1. Sign in to your Outlook or Microsoft 365 account.

  2. Visit https://outlook.live.com or https://portal.office.com.

  3. Click the gear icon > View all Outlook settings.

  4. Go to Mail > Sync email.

  5. Under IMAP and POP, ensure IMAP is enabled.

  6. Save changes if necessary.

ℹ️ For more information, about IMAP settings, see Microsoft.

Create an 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 permissions or ask your Administrator for assistance.

Follow these steps to create or edit an email server configuration:

  1. View your email listeners. The Email Listeners displays.

  2. Click on the +Listener button at the top-right of the Email Listeners panel. The Email Settings section displays.

  3. Enable the SSL option to ensure a secure connection with IMAP email providers that support encrypted access.

  4. 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

  5. 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.

  6. In the User Email, enter the same email address that was used when enabling IMAP access in your email account settings.

  7. In the Password, enter the same email password that was used when enabling IMAP access in your email account settings.

  8. In the Scheduling Options section in the Start date, select the date to start listening emails.

  9. 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).

  10. 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.

  11. If the email listener is already active and scheduled, click Disable Schedule to deactivate it.

  12. Click Test Connection to verify the configuration and ensure the IMAP email provider is working correctly.

  13. Click Update Listener to save and finalize your changes.