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MAIL

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MAIL

With MAIL, Allesda can send emails and react automatically to events in the system (for example, "new homepage inquiry", "contract was signed", "new ticket").

There are three central building blocks:
1. Settings / SMTP – how does Allesda send mail?
2. Templates – what does an email look like?
3. Rules – when is mail sent, and to whom?

There is also a mail queue: here you see all pending / sent / failed messages, and you can re-send them.

  • Enter SMTP details once
  • Send a test email
  • Create and maintain templates (with placeholders)
  • Define rules ("on NEW_INQUIRY → mail to tenant using template X")
  • Watch the mail queue / re-send failed messages

1) Set up SMTP

1. Open Admin → Mail (/settings/admin/mail).
2. Enter SMTP host, port, user, password, and sender address.
3. Save (POST /settings/admin/mail/settings).
4. Click "Send test email" (POST /settings/admin/mail/test).
5. Did it arrive? Then the configuration is correct.

2) Create a mail template

1. Admin → Mail → Templates (/settings/admin/mail/templates).
2. "New" (/settings/admin/mail/templates/new).
3. Fill in the fields:

  • Key (internal, for example inquiry-confirmation)
  • Subject
  • Body (HTML/text with placeholders, for example {{mieter.name}}, {{vertrag.id}})

4. Save (POST /settings/admin/mail/templates/save).
5. Edit / delete via

  • GET /settings/admin/mail/templates/edit?id=...
  • POST /settings/admin/mail/templates/delete

3) Create a rule

Rules connect an event with a recipient and a template.

1. Admin → Mail → Rules (/settings/admin/mail/rules).
2. "New" (/settings/admin/mail/rules/new).
3. Fields:

  • Event (for example NEW_INQUIRY, CONTRACT_SIGNED, TICKET_CREATED – depending on which plugins are enabled).
  • Recipient (tenant, landlord, fixed distribution list, and so on).
  • Template (one of the templates from step 2).
  • Active toggle.

4. Save (POST /settings/admin/mail/rules/save).

4) Test a rule without actually sending ("dry run")

  • POST /settings/admin/mail/rules/dryrun – simulates the rule and shows the result without sending.

5) Check the mail queue

1. Admin → Mail → Queue (/settings/admin/mail/queue).
2. For each message you see: recipient, status (PENDING, SENT, FAILED), timestamps.
3. Actions per message:

  • Show body → GET /settings/admin/mail/queue/body?id=...
  • Send now → POST /settings/admin/mail/queue/send-now
  • Re-send (for example, after a failure) → POST /settings/admin/mail/queue/resend
  • Delete → POST /settings/admin/mail/queue/delete

6) Mail worker / sending

Mails are sent in the background. Sending is triggered by the mail worker, which in turn depends on AUTOMATE:

  • AUTOMATE must be active and not paused.
  • If there is a longer backlog, check whether the "mail worker" task is enabled.

"The test email doesn't arrive"

  • Are the host, port, and login correct?
  • Is TLS/SSL set correctly?
  • Check the spam folder.
  • Look at the server logs / mail queue for errors.

"No mails are being sent at all"

  • Is AUTOMATE active? Paused?
  • Is the mail worker enabled as a task?
  • Mail queue → are entries stuck on PENDING?

"A rule isn't firing"

  • Is it set to "active"?
  • Is the relevant plugin enabled (for example, HOMEPAGE for NEW_INQUIRY)?
  • Test it with "dry run".

"The template is missing values (placeholders are empty)"

  • Is the variable spelled correctly? Which variables are available depends on the event.
  • The event may have been triggered without a tenant/landlord – in that case those fields are empty.

Admin – overview & settings:

  • GET /settings/admin/mail
  • POST /settings/admin/mail/settings
  • POST /settings/admin/mail/test

Templates:

  • GET /settings/admin/mail/templates
  • GET /settings/admin/mail/templates/new
  • GET /settings/admin/mail/templates/edit
  • POST /settings/admin/mail/templates/save
  • POST /settings/admin/mail/templates/delete

Rules:

  • GET /settings/admin/mail/rules
  • GET /settings/admin/mail/rules/new
  • GET /settings/admin/mail/rules/edit
  • POST /settings/admin/mail/rules/save
  • POST /settings/admin/mail/rules/delete
  • POST /settings/admin/mail/rules/dryrun

Queue:

  • GET /settings/admin/mail/queue
  • GET /settings/admin/mail/queue/body
  • POST /settings/admin/mail/queue/resend
  • POST /settings/admin/mail/queue/send-now
  • POST /settings/admin/mail/queue/delete

  • The available events depend on which plugins are enabled. Examples:
  • HOMEPAGE → NEW_INQUIRY
  • VERTRAG → contract events, for example when a contract is signed
  • TICKET → TICKET_CREATED, TICKET_STATUS_CHANGED
  • Keep sensitive credentials (SMTP password) safe – they are stored on the server within the tenant.