With Aktenplatz you can synchronise your email accounts: messages are fetched regularly, archived in an audit-proof way and automatically assigned to the matching file cards – e.g. invoices, quotes or correspondence. The following shows the setup using a web.de or Gmail account as an example.

1. Connect a mail account

Open the project settings (gear icon) → Interfaces → Mail. In the Mail imports area expand External mail accounts and click Add.

In the “External mail accounts” section, click “Add”

2. Enter the server data

In the Add mail account dialog, first choose the connection kind in the Type field – IMAP, POP3 or M365 Journal Inbox – and enter the host, port, username and password of your provider. Enable ssl for an encrypted connection, check it with Test connection and click Save.

Choose the connection type and enter the mail account’s server data

For web.de: first enable IMAP/POP3 access in your web.de account settings, if not already done.

For Gmail: create an app password at myaccount.google.com/apppasswords and use it instead of your normal password – standard password login is not supported by Gmail.

3. M365 journal mail connection & MailStore Gateway

Besides IMAP and POP3, you can select the M365 Journal Inbox as the Type to connect a Microsoft 365 journaling mailbox. With journaling (a journal rule in Microsoft 365 / Exchange), a copy of every inbound and outbound message is automatically sent to a central journal mailbox. Connecting that mailbox to Aktenplatz captures the entire relevant mail traffic completely and in an audit-proof way – regardless of which employee sent or received the mail.

The “Add mail account” dialog with the “M365 Journal Inbox” connection type

MailStore Gateway as a possible connection: alternatively you can use the free MailStore Gateway. It receives the journaled messages (e.g. via SMTP) and exposes them via IMAP/POP3 – Aktenplatz then connects to that gateway using the IMAP or POP3 type.

To set up a journal mailbox, our support team is happy to help – just contact support@aktenplatz.de.

4. Set up automatic assignment

So that your mails are automatically assigned to the right file cards, open the Mail Assignment Settings and create suitable rules there (e.g. based on the sender or a customer number).

Done! Aktenplatz then synchronises your emails regularly, archives them in an audit-proof way and automatically assigns them to the matching file cards. All connections are encrypted; your credentials are stored securely and used solely for mail synchronisation.