So it appears we have to create a fully licensed user in order to add an email account to Acumatica. This seems to be a bit of a problem for us because who is going to manage the accounts password and MFA codes. Especially the MFA codes. I assume at some point Acumatica is going to lose authentication with the email account and want to authenticate again. Who gets the MFA code? We were told that it should be an administrator, but what if that’s only one person? What if that person is sick or on vacation. To me the right thing to do is to create a NoReply email and use a connector in exchange. What are the rest of you doing? IDK, the way Acumatica is doing this is weird to me. I’ve never seen any of my other systems do it this way.
Question
Exchange Integration
Hello,
I understand this concern, and did my best to make our internal teams aware of this when Modern Auth emails first came about in Acumatica. The below details are specifically for system email accounts and how they can now be handled, however some of this information may still apply to your Exchange Configuration!
These days in updated versions of Acumatica such as 24R1 and higher, users will have the ability to manage their own email accounts via the “My Profile” button, once the email is assigned to that user’s profile they will be able to manage their “sign in” via their own user profile as needed.
Also available in 24R1 and higher is the option to “Refresh application access tokens”. This screen will automatically refresh those tokens after they expire, can be automated via automation schedule, and unless something invalidates the token such as a configuration change to the email account should help to alleviate token expiration concerns.
One other item our internal teams have also addressed which was a major hassle, was the inability to use the same “External Application” record for all email accounts. Starting in 25R1 that has been released and the same External Application record can be assigned to multiple email accounts.
For further information on all of the above points, please check out our updated help documentation here: https://help.acumatica.com/(W(3))/Help?ScreenId=ShowWiki&pageid=6ce134c7-90e6-4975-b377-cec4412b362d
Ok. But the problem is that in our case we are not using personal accounts. We are needing an email account to send and receive POs and Invoices. So we are wanting to use an account that is not being managed by a user. That’s why a shared mailbox or a noreply is more ideal. Does that make sense? In other words, Acumatica is basically forcing us to create a personal user email account even though it’s not being managed by a user. We need to be able to use a shared mailbox or a noreply.
Hi
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