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Version: Release SaaS

Configure Email Servers for Remote Completion Plugin

This topic describes how to configure email servers for Release Remote Completion plugin.

The Remote Completion plugin lets Release send task completion requests by email and process user responses. The plugin requires two email integrations:

  • Outgoing email (SMTP): Release uses an SMTP server to send completion request emails to task owners.
  • Incoming email (IMAP or Microsoft Graph API): Release monitors a dedicated mailbox to receive and process completion responses. You can use IMAP for most mail servers, or the Microsoft Graph API for Microsoft 365 or Exchange Online.

For more information, see Using the Remote completion plugin.

Prerequisites​

Before configuring the Remote Completion plugin, ensure you have:

  • Admin permissions: You need the Admin global permission to configure server settings and connections.
  • SMTP server details: Hostname, port, and authentication credentials for sending emails.
  • Email server details: Depending on your chosen email source:
    • For IMAP: Mail server hostname, port, and authentication credentials.
    • For Microsoft Graph API: Details required to authenticate with Microsoft 365, including the Client ID, Client Secret, Tenant ID, etc.
  • Dedicated email account: A new email account specifically for receiving remote completion emails. All emails in the inbox will be deleted after processing.

Server Configuration​

Configure the SMTP Server​

Release sends remote completion request emails to users.

To configure SMTP:

  1. Click Settings > System settings.
  2. Click SMTP server.
  3. Enter the required information.
  4. Click Save.

Configure Email Server for Remote Completion​

Release receives incoming remote completion responses through a mailbox. The Remote Completion plugin supports two sources:

  • IMAP
  • Microsoft Graph API
note

Release supports the use of only one email server connection.

  1. From the navigation pane, click Configuration > Connections.

  2. Locate Remote Completion: Email Server, and click add button.

  3. Fill in the required fields:

    FieldDescription
    Host (IMAP)Mail server hostname.
    Port (IMAP)Mail server port.
    Use TLS (IMAP)Enables a secure connection.
    From AddressEmail address from which requests to remotely complete or fail a task are received.
    Enable whitelistingWhen enabled, only emails sent to or received from whitelisted domains are processed.
    Domain whitelistAdd allowed domains for remote completion.
    Secret for generating email signaturesGenerate an email signature that verifies the integrity of a received remote completion email. Note that changing the secret will invalidate all previously sent completion request emails.
    Email SourceSelect the backend used for processing incoming emails:
    • IMAP
    • MicrosoftGraphAPI

    Remote Completetion Connections page

  4. Choose the authentication method:

    Basic Authentication​

    Username and Password fields: Specify the login credentials.

    RemoteCompletionBasic

    OAuth2 Authentication​

    To configure OAuth2:

    1. Check the Use OAuth2 box.
    2. Enter the following details:
    FieldDescription
    Access Token URLOAuth2 token endpoint.
    Client IDClient identifier issued during application registration.
    Client SecretClient secret issued during application registration.
    Refresh TokenToken used to generate new access tokens.
    Access TokenDo not enter the value. It is auto-generated. Clear the value when updating the above refresh token.
    Permissions Required

    The plugin requires the following permissions to access and update mailbox data via OAuth option:

    • Microsoft IMAP - IMAP.AccessAsUser.All and offline_access.
    • Microsoft Graph - Mail.ReadWrite and offline_access.

    RemoteCompletionOAuth

Mailbox Auditing​

Mailbox auditing can be enabled to log mailbox access by mailbox owners, delegates, and administrators. Contact your mailbox provider to set up mailbox auditing.

Security Recommendations​

The Release remote completion feature uses emails sent by users to complete or fail any task. These are the risks associated with this feature:

Spamming and Flooding Attacks​

Release processes each incoming email for the configured mailbox. To avoid receiving thousands of emails that can flood your mailbox, you can enable whitelisting. Only emails sent to and received from whitelisted domains are processed for remote completion. Use content filters, enable DNS-based blacklists (DNSBL), enable Spam URI Real-time Block Lists (SURBL), and maintain the local blacklists of IP addresses of spam senders. Configure the email relay parameter on the email server to prevent open relay.

Data Leakage​

Release sends and receives email from a task owner to take action on any task. To prevent any data leakage during this process, you must encrypt IMAP and SMTP protocols with SSL/TLS and set up SMTP authentication to control user access.

DoS and DDoS Attacks​

To avoid DoS and DDoS attacks, limit the number of connection and authentication errors with your SMTP server.

Email Abuse Attack​

The majority of the abusive email messages carry fake sender addresses. Activate Sender Policy Framework (SPF) to prevent spoofed sources. The SPF check ensures that the sending Message Transfer Agent (MTA) is allowed to send emails on behalf of the senders domain name. You must also activate Reverse DNS to block fake senders. After the Reverse DNS Lookup is activated, your SMTP verifies that the senders IP address matches both the host and domain names that were submitted by the SMTP client in the EHLO/HELO command.