Scheduled Jobs - Check Personal Email Accounts - Failed

[Blockhouse_IT]

Hello,

We are currently dealing with an intermittent issue where our scheduled job that checks personal email accounts on a regular basis will fail to check in.

It is never the same account, and the behavior is inconsistent, sometimes it affects only one account, other times multiple accounts are impacted at once, and occasionally we can go several days or even weeks without seeing the issue at all.

When the check-in failures occur, the duration varies. Some accounts only fail for a few minutes before recovering, while other instances can last several hours before they resolve on their own without any intervention.

We have already updated our extensions and our system version to the newest available release, but the issue is still occurring and appears to persist despite these updates. This additionally has been happening for multiple instances of different users

Any information on this would be greatly appreciated we are currently running the Advance pack, the Google pack and the Sales pack if that information helps.


Please advise,

Thank you!

[victor]

Each such error for each Personal or Group Email Account should be considered separately, since the reasons for incorrect operation can be completely different.
So we expect more details from you on a specific problem for a specific Personal Email Account:

- Enable Debug mode: https://docs.espocrm.com/administrat...ng/#debug-mode.
- Reproduce the error.
- Provide part of the log with this error. EspoCRM log files are located in {ESPO_ROOT}/data/logs/ directory. Most errors are logger there.

This is quite easy to do, as in Administration > Scheduled Jobs > Check Personal Email Accounts you can find the right time to pay attention to in the EspoCRM error logs. Do not forget that the Time Zones in the EspoCRM logs may differ from those displayed in the UI in Administration > Scheduled Jobs > Check Personal Email Accounts.

[Blockhouse_IT]

Hello,

Below is attached the logs from the last time this error took place. Additionally we are unable to reproduce the error it seems to happens very inconsistently. As stated in the original post we can go days or weeks without it happening.

[victor]

Blockhouse_IT,

Let's take line 14 from your error log as an example:

2025-10-30 11:52:54.512 [2025-10-30 15:52:54] CRITICAL: (0) Failed job 690388ee12fa9b163. CheckEmailAccounts job failed, 68cab842964c873a8; cannot read - connection closed? :: /var/www/html/espocrm/application/Espo/Classes/Jobs/CheckEmailAccounts.php(55)

1. This entry does not clearly give us an answer to what is the matter, so it is worth remembering the date and time "[2025-10-30 15:52:54]".
2. Go to Administration > Scheduled Jobs > Check Personal Email Accounts and find the date and time "[2025-10-30 15:52:54]".
3. Having found this entry in the UI log, we will know with which Personal Email Account we have a problem. We just need to click on it and we will go to its settings.


4. After going to the settings of this Personal Email Account > IMAP, we click Test Connection and get, for example, the error shown in the screenshot below:



5. Immediately after that, go to the /your_instnce_name/data folder and find the latest EspoCRM error log. In my case, I got the following:



6. So now it's clear to me that nothing bad is happening with my Personal Email Account and I should just reconnect and make sure IMAP is working via Test Connection.

Most likely, reconnecting will help in your case as well. If not, please submit an entry in the EspoCRM error log created after steps 4 and 5.

[Blockhouse_IT]

Hey Victor,

The issue is they randomly fail and they will resolve themself. Sometimes over night so we never know where the source of the issue actually is.

For example the example I sent had resolved itself with no interventions minutes later so by the time we were able to get into the system and take a look it was resolved and the connection test worked perfectly fine.

Its a really weird issue because like I said previously it is never the same user, its super inconsistent when it happens, and then when it does happen it resolves itself.

Please advise, thank you!

[Blockhouse_IT]

Additionally when the errors have happened, we have connected and reconnect, completely removed and readded the email and the error will still trigger.

[victor]

In your case, if the problem comes and goes, it is caused by some actions of your server (thereby temporarily interrupting the connection).

In any case, the current problem should be ignored, since SMTP and (most importantly in this situation) IMAP are working. And all emails will appear in your instance sooner or later.