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How to Setup Gmail Mailbox : UVdesk Open Source Helpdesk

Updated 25 May 2023

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Mailbox, Hopefully you have installed UVdesk opensource helpdesk project. Now in this read you will learn about mailbox configuration process that forward all incoming emails to dashboard as a ticket.

What is Mailbox?

Mailbox allows all the e-mails sent to your specified e-mail address to be automatically imported as the support ticket in your helpdesk system. Now the owner or the agent can manage inquiries in a much better way using helpdesk features and tools.

Therefore, Here i am drafting out few configuration steps to automatically convert your emails into the support ticket in the UVdesk.

How to Create an App Password in Gmail?

Make sure you have enabled the 2-step verification.

First sign in to the Gmail account in a browser on the device then, need to ensure that you have enabled IMAP  status and also make sure the 2-step verification should be ON and have already done the continue step to allow access to your Google account.

To get know how you can enable the 2-step verification, follow the below-mentioned steps:

  1. Open google settings click on the manage your google account option and click on the security option:

2. Now, Enable 2 steps verification:

3. Create an app password :

4. Now, click on the select app & choose the other option in the dropdown:

5. Once your password has been generated, follow the steps mentioned below:

6. Now, you can use this code or password in place of a password in the swift mailer & mailbox settings.

 

Steps To Configure Gmail Account With UVdesk Open Source Helpdesk:

Swift Mailer Configuration

1– When you will go to the dashboard, you will see the “Swift Mailer” icon under the setting section.

2 – Now, just click on “Swift Mailer” and hit on “Create Configuration” button.

3 – Afterward, Need to fill out all the below details and proceed by clicking the “save changes” button.

  • Swift Mailer Id: Write any random name of the mailer id for further reference or leave it blank for creating automatically.
  • Transport Type: Select Gmail.
  • Enable Delivery: Click on the check box to enable a swift mailer.
  • Email: Here you need to enter your support email Id which you want to configure with UVdesk.
  • Password: Enter the created new app password.

Mailbox Configuration

Step1 – Next step is to click on the “Mailbox” option under settings.

Step 2 – Now, just click on the “New Mailbox” button.

Step 3 – Need to fill out all the below details and proceed by clicking the “Create mailbox” button.

  • Id: Id will automatically generate no need to fill it.
  • Name: Enter the Correspondents or Sender’s name
  • Enable Mailbox: Click on the checkbox to enable Mailbox.

Incoming Mail (IMAP) Server

  • Transport: Select transport as Gmail.
  • Email: Put the email address
  • Password: Enter a created new app password.

Outgoing Mail (SMTP) Server

  • Swift Mailer ID: Select created swift mailer id from the drop-down

Email Settings

Email settings are used to send the reply from the ticket panel to the customer email id hence this setting is mandatory. To do this, directly go to email settings by navigating through  Settings-> Email Settings 

Now fill in the required details Email Id, Name, Swiftmailer id and Proceed.

  • Email Id: This email address sends a ticket reply to your customer email id.
  • Name: Enter any name for identification.
  • Swiftmailer Id: Select swift mailer id from the drop-down.


 

Note (This is only for the users who are using version v1.0.16 of UVdesk): Now, need to edit a few changes in code, navigate through config->packages->uvdesk.yaml, and find site_url, enter the localhost or domain path till public, make sure you have removed http://

For example: localhost/folder_name/public

Run Cron Job

Run the below refresh command through the terminal into the project root directory to fetch emails as tickets.

Run Cron Job

Moreover, Schedule Cron Job that needs to be executed repeatedly (e.g., hourly, daily, or weekly), you can use the crontabcommand. for more details refer to this guide.

Thereafter, Here we have done all the settings of mailbox configuration and now you can able to send and receive emails over the ticket panel.

Furthermore, If you’re not using Gmail and would like to know the mailbox configuration with Outlook or Yahoo, refer to this comprehensive user guide –

 

Outlook, Yahoo, SMTP/IMAP.

Support

That’s all for Mailbox Configuration. For any doubts or suggestions regarding the extension get back to us at support@uvdesk.com or raise a ticket at our Helpdesk system.

Category(s) UVdesk
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29 comments

  • Rakesh kumar
    I have setup the mailbox according to steps mentioned above, when in console I am executing command to refresh mailbox its working fine and showing that
    “mailbox refreshed successfully” but I am not getting any ticket or email in system.
    can you please help me out for this.
    Thank you !!!
    • Himani Gupta (Moderator)
      Hello Rakesh Kumar,
      Thanks for using and showing an interest in Open Source Helpdesk.
      Behind this cause there might two below issues:
      First – Make sure you’ve enabled less secure apps.
      Second – Cross check Site-URL in uvdesk.yaml file under config->>packages in route directory.
      Still, you have further issue feel free to reach out us at support@uvdesk.com
      Thanks & Regards
      UVdesk Team
      • tim
        how do you do this : ” Make sure you’ve enabled less secure apps.”
        • tim
          for office 365
          • Himani Gupta (Moderator)
            Hello there,
            Follow this user guide for office 365 – https://www.uvdesk.com/en/blog/outlook-mailbox-configuration-in-uvdesk-open-source-helpdesk/
            Thanks & Regards
            UVdesk Team
        • Himani Gupta (Moderator)
          Hello there,
          Login with gmail and enable this -https://myaccount.google.com/lesssecureapps?pli=1
          Still, you’ll have further issue, feel free to write us at support@uvdesk.com
          Kind Respects
          UVdesk Team
  • Rob Pearce
    Solution:

    Attempted to call function “imap_open” from namespace “Webkul\UVDesk\MailboxBundle\Console”.

    We found a solution:

     I cant explain how this fixes the problem but it did seem to.

    despite PHP reporting that imap extension is installed and me confirming it works by running a test script in the browser it wasnt working on the command line. So,basically reinstalled imap and dependancy php-curl (See below the steps for Linux but i would imagine the same principle should work for Windows. The odd thing is those extensions were installed – so maybe it was an update that was required. my guess is the browser may be running php 7.3 (IMAP works for the browser) but the command line is using php 7.4 which didnt have imap and curl extensions installed. I ended up with two versions of php quite by accident – i dont know how 7.4 got on my server

    sudo apt install php-imap
    463 sudo phpenmod imap
    464 sudo apt update
    465 sudo apt
    467 sudo apt upgrade -y
    468 sudo reboot
    469 sudo apt update
    470 sudo apt upgrade
    471 sudo apt autoremove
    472 sudo reboot
    477 sudo add-apt-repository ppa:ondrej/php
    478 sudo apt-get update
    479 sudo apt-get install php-curl

    • Himani Gupta (Moderator)
      Hello Rob Pearce,
      Glad to know that your issue has been resolved.
      Keep stay & deliver better customer support with UVdesk open source Helpdesk.
      Thanks & Regards
      UVdesk Team
  • Eshwar Bachu
    I have setup the email according to these steps and i am still not getting any ticket created in the system even though it is saying mailbox refreshed successfully.

    I am trying to setup with an on-premise exchange installation. Earlier, I was not able to get the mailbox to refresh and we had to update the username in uvdesk_mailbox to omit the domain, i.e. set the username to helpdesk instead of helpdesk@mail.test.com. After making this change, the mailbox is showing as refreshed but no tickets are created

    I have checked the logs and I see that the calls to ….mailbox/listener is returning a 200 code for each email.

    Your assistance is appreciated

    • Himani Gupta (Moderator)
      Hello Eshwar Bachu,
      Nice day to you!!
      Kindly locate config->packages->uvdesk.yaml and check site_url. If it set to default then make it for your domain.
      Still, you will not able to fetch the ticket, raise the ticket with us at support@uvdesk.com
      Our dedicated will resolve your issue shortly.
      Kind Respects
      UVdesk Team
  • Marian
    We’re using GMAIL, we setup the mailbox, the cron returns the following, but there are NO tickets created (yes, we cleared cache and yes, we turned on “allow access to less secure apps” in GMAIL):

    1. Processing uvdesk mailbox configuration.

    2. Opening imap stream…

    3. IMAP stream opened.

    4. Fetching Email collection since 22 July 2020.

    5. Total fetched email -> 5

    6. Starting to convert Emails into Tickets ->
    =============================================
    =============================================

    Converting email 1 out of 5.

    Converting email 2 out of 5.

    Converting email 3 out of 5.

    Converting email 4 out of 5.

    Converting email 5 out of 5.

    Mailbox refreshed successfully !!!

    • Himani Gupta (Moderator)
      Hello,
      Nice day to you!!
      Did you check the Site_URL under config->packages->uvdesk.yaml file? Kindly cross check first and make it for your domain.
      If still, it will not work then raise a ticket by using our ticketing panel – here.
      Kind Respects
      UVdesk Team
  • Rijo
    I did as you said but,
    i get this..
    1. Processing uvdesk mailbox configuration.

    Mailbox for email uvdesk@domain.in not found.

    • Himani Gupta (Moderator)
      Hello Rijo,
      Thank you for your comment!!
      It seems swift mailer with this email id – uvdesk@domain.in is not configured properly. Kindly setup the mailbox again and try to refresh the mailbox using referred command.
      Kind Respects
      UVdesk Team
  • Brandon
    Is there a restriction on using a gmail account with a ‘.’ in the username ( site.helpdesk@gmail.com )? I can’t seem to get it to work and tried putting quotes in the 3 yaml’s.
    • Komal Sharma (Moderator)
      Hello Brandon,

      No there is no restrictions with ‘.’ username in swiftmailer, mailbox, and email settings option. Let us know, if it still exists? Please share your error screenshots.

      You can please share on the our official uvdesk forums. Please follow the below link:

      https://forums.uvdesk.com/

      Also, you can create a ticket on our support helpdesk from here:

      https://support.uvdesk.com/en/customer/create-ticket/

      Kind Respects,
      Uvdesk Team

  • sathya
    How to do this setting in windows.?
    Schedule Cron Job that needs to be executed repeatedly (e.g., hourly, daily, or weekly), you can use the crontabcommand. for more details refer to this guide.
    • Himani Gupta (Moderator)
      Hello there
      Hope you are doing well!!
      You can refer to this link for reference in order to set up a cron job in windows- https://stackoverflow.com/questions/7195503/setting-up-a-cron-job-in-windows
      Thank You
  • Kavuma Timothy
    How can i connect to to a locally hosted mailbox
    • Himani Gupta (Moderator)
      Hello Kavuma Timothy
      Hope above guide helped you to succeed with the configuration of mailbox. If not, then please share error screenshot or something else so that we can replicate and provide the solution for the same.
      Kind Respects
      UVdesk Team
  • dsanchez
    Hello friends from UVDESK,

    I’m trying to complete the mailbox setup with this guide https://www.uvdesk.com/en/blog/setup-mailbox-uvdesk-open-source-helpdesk/

    i’m no able to convert my tickets with “php bin/console uvdesk:refresh-mailbox example@email.com” and im not getting an error code.

    This is my command line in CentOS 8

    ########################################################

    dsanchez@dev-uvdesk-vm uvdesk]$ sudo php bin/console uvdesk:refresh-mailbox davidbedouin@gmail.com
    1. Processing uvdesk mailbox configuration.
    2. Opening imap stream…
    3. IMAP stream opened.
    4. Fetching Email collection since 12 December 2021.
    5. Total fetched email -> 2
    6. Starting to convert Emails into Tickets ->
    =============================================
    =============================================
    Converting email 1 out of 2.
    Error ->
    [dsanchez@dev-uvdesk-vm uvdesk]$

    ########################################################

    I already enable the less secure apps in google account. https://myaccount.google.com/lesssecureapps
    also unlocking the google captcha https://accounts.google.com/DisplayUnlockCaptcha

    So im just stuck with no error code visible. Could anybody advise me?
    Thanks in advance.

    • Aanchal Chaudhary (Moderator)
      Hey there!
      Thank you for your comment!!
      It seems that you need to install Curl as well, kindly keep us updated as have you installed curl or not, if not then please do the needful.
      If still, it will not work then do mail us at support@uvdesk.com

      Kind Regards,
      UVdesk Team!!

    • Aanchal Chaudhary (Moderator)
      Hey there!
      Thank you for your comment!!
      It seems that you need to install Curl as well, kindly keep us updated as have you installed curl or not, if not then please do the needful.
      If still, it will not work then do mail us at support@uvdesk.com

      Kind Regards,
      UVdesk Team!!

  • Manish Joshi
    Email setting not getting updated even after showing success message (after returning on email setting page default values seen).
    Default value are there again as emailid – support@localhost, Name UVDesk Community

    config->packages->uvdesk.yaml
    showing as
    uvdesk:
    site_url: ‘mysitename.com/helpdesk/public’
    upload_manager:
    id: Webkul\UVDesk\CoreFrameworkBundle\FileSystem\UploadManagers\Localhost

  • Manish Joshi
    I have installed uvdesk from cpanel >> softaculous..
    Email setting not getting updated even after showing success message (after returning on email setting page default values seen).
    Default value are there again as emailid – support@localhost, Name UVDesk Community

    config->packages->uvdesk.yaml
    showing as
    uvdesk:
    site_url: ‘mysitename.com/helpdesk/public’
    upload_manager:
    id: Webkul\UVDesk\CoreFrameworkBundle\FileSystem\UploadManagers\Localhost

  • Manish Joshi
    I have installed uvdesk via cpanel >> softaculous….
    Email setting not getting updated even after showing success message (after returning on email setting page default values seen).
    Default value are there again as emailid – support@localhost, Name UVDesk Community

    config->packages->uvdesk.yaml
    showing as
    uvdesk:
    site_url: ‘mysitename.com/helpdesk/public’
    upload_manager:
    id: Webkul\UVDesk\CoreFrameworkBundle\FileSystem\UploadManagers\Localhost

    • Komal Sharma (Moderator)
      Hello Manish Joshi,

      We are suggest to you, If you are using your project in prod mode then after these settings swiftmailer, mailbox, and email settings. You will be cleared cache of project using the below command:

      php bin/console c:c

      After that page refresh and check again your email settings option here settings saved successfully.

      If you are still facing same error then reply on the official forums of uvdesk from here:

      https://forums.uvdesk.com/

      Kind Regards,
      Uvdesk Team!!

  • Abhijit
    Hi, I have Google Workspace for my Organization. Instead of using normal Gmail account I would like to use my domain email address (helpdesk@mydomain.in) to enable email notifications. I tried the steps listed here but that didn’t work. Please help. As I want to implement UVDesk in my organization. I am running a docker-installed UVDesk.
    • akshaykrsingh.bd358 (Moderator)
      Hi Abhijit,
      Hope you are doing well!

      Thank you for contacting us. We have forwarded your query to the concerned team and we request you to please check this ticket link: for any update as our dedicated team will get back to you for the same.

      Thanks & Regards
      webkul Team.