General Details

Definition of terms

GEA - General email account

PEA – Personal/user email account

TO - Tour operator

The operator is allowed to receive and save incoming emails from a pop/imap email account, in Victoury.

Mail Ports for POP3 and IMAP

POP3 (receiving mail)

Encrypted - TLS


POP3 (receiving mail)

Encrypted - SSL


POP3 (receiving mail)



IMAP (receiving mail)

Encrypted - TLS


IMAP (receiving mail)

Encrypted - SSL


IMAP (receiving mail)



Setting parameters for GEA - General Incoming Email Account

  • set up parameters for a GEA in main menu Settings/Connections tab

  • fill in all “Email Server” fields to support incoming email of a GEA to be used by all TO that are allowed to receive emails in VCT:

    • Host

    • Port (for custom ports)

    • Protocol - Account Type (drop down POP or IMAP)

    • Use StartTLS

    • Use SSL

    • E-Mail address

    • Password

Setting parameters for PEA - Personal/user email account

This feature handles the import of incoming mails from a personal email account with a previous selection of emails to be downloaded.

  • set up parameters for PEA in Personal Settings of the logged in user in Victoury, Email Settings section

  • fill in all “Email Server” fields to support incoming email of a PEA to be used only by the logged in user in Victoury:

    • Host

    • Port (for custom ports)

    • Account Type (drop down POP or IMAP)

    • Use StartTLS

    • Use SSL

    • E-Mail address of the personal email of the user from which emails to be imported

    • Password of the personal email of the user from which emails to be imported

  • a user may subscribe to all GEA, PEA or to another user PEA emails list (the options are enabled/disabled by the toggle button as seen in the above screenshot).

For other user PEA - Other user email account, the email subscriptions are selected from the dropdown displaying Victoury users's list:

Before setting up the parameters for email import, make sure that for your personal email account, you have made the settings to enable POP/IMAP (please see below example for gmail POP/IMAP settings):

Receive incoming email

In main left menu, go to Email menu point:

Next to the search bar, there is GET INCOMING EMAIL button and Re-Check Mail option:

Depending on the user's personal settings, when click on GET INCOMING EMAIL GEA, PEA emails list are loaded:

In the above screenshot, for Irina Mari PEA, an exclamation mark is displayed because for that email account POP/IMAP is not enabled, or ,other Security settings might require changes.

From the list of loaded emails, select the ones to be downloaded in Victoury email list and click Download button, confirm the selection and you may see the download status:

Once the download process is finished, the emails selected are in the list of Emails with Unread status:

Emails can be opened to see their details, download attachments and mark them as read:


When downloading emails, in the users parameters the biggest UID (unique identifier) of the downloaded emails is saved.

When checking emails, the system displays email messages starting with the last UID.

Example: if we download the last message received yesterday, on the next check, the system displays only the messages received today.

You have the possibility to "Check email from the beginning" meaning that systems loads all messages, not only email messages starting with the last UID.

Email matching

In Emails list, Related To column the system displays to whom the email is related to.

When importing emails, the matching is automatically made for Persons, Customers, and Suppliers.

To see the relations, click on the number of items from the emails list.

Automatic Matching logic


  • search for NOT temporary persons by email address "from"

    • if person is found - link email with Person

    • if person is main Person of a customer - link email with the Customer

  • if NO customer of the person is found - the system searches for Contact of type "EMAIL" with value = email of "from" (from Customer details/Contacts with Type=email)

  • if contact type email is found - link email with customer


  • the same matching logic is used as for the customer


  • all group numbers from email Subject - ie: "test mail subject 756 and 324" are identified

  • for each group of numbers, the system searches reservations by booking code; booking code = "B-756" or booking code = "O-756" or booking code = "L-756"

  • the condition is used for all existing brands
    OR booking code = "B-DB1-756" or booking code = "O-DB1-756" or booking code = "L-DB1-756"
    OR booking code = "B-DB2-756" or booking code = "O-DB2-756" or booking code = "L-DB2-756"

  • if only one record is found → link email with the reservation

  • if more records are found - no link is made to reservations (user can link manually from emails list as explained below )

Manual matching

Emails can be manually matched from the Emails list.

Check the email to be matched in the list of emails and use edit sign for matching. For Type, select the entity to which the email will be matched (Customer, Supplier, Reservation, Sp. Quote/Order, Customer Invoice, Product or Person):

Once the entity is selected, a new dialog opens with Search option:

Select from the results the entities and click save.

In Related To column, when click on the number of items, all previous selection of entities is displayed along with the already existing relations:


You may reply to any email using Reply button available in the Email details, for both Incoming and Outgoing emails!

See here details about sending emails from Victoury

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