SMTP (deprecated)

Similar to the email integration per co-worker, you can set up a general SMTP for your system as a whole. This will allow all emails sent from your system, both from users and the system itself (e.g., autoreply), to be sent from your SMTP servers. To set up your SMTP server settings, go to System Settings → Email → SMTP. SMTP server information is supplied by your email service provider.

Before setting up a general SMTP, we recommended going over the following bullet points and guidelines of what you need to communicate to your IT department or external email service provider.

• From a newly operational RecMan system, you are able to send an email directly from our servers. This is not always preferred, and a connection to your servers can be set up through a general SMTP.
• Users in RecMan can send direct emails, and the system itself can send autogenerated emails if this is activated in System Settings → Corporation (GDPR emails and autoreply are examples of this).
• It is preferred to set up a general SMTP server to allow all emails in the system to be sent from your servers, both personal and automatic emails. The email address that is used to set up the connection to your SMTP server (e.g., noreply@example.no) MUST have so-called send on behalf of permission for other email addresses with the same domain (@example.no in this case).
• For more information on possible complications, read this article. This article includes descriptions of how to add an application password if you are running multi-factor authentication (MFA), how to allow for third-party applications, how to allow for an email account to allow for SMTP setup and other troubleshooting.

See an example for setting up the connection to your SMTP server and how to test the connection below.

Setup

1. Click +Add to begin setting up an SMTP server.
2. If you have several corporations in your system, you may choose to limit the SMTP server to one specific corporation. Use All if this is not relevant.
3. If co-workers in your system use different domains in their emails (e.g., examplenorway.no and examplesweden.se), you can restrict the SMTP to only function for a given domain. Leave this field blank if this is not relevant.
4. Insert the SMTP server (e.g., smtp.gmail.com or smtp.office365.com).
5. Insert the email address for the email, which is to function as authentication to access the server. Most often, general emails are used for this purpose, such as info@example.no, post@example.no or noreply@example.no.
6. Insert the password for the email address in 5.
7. Insert the designated crypt. Usually, this is tls, but we have experienced that starttls is preferred for Office 365.
8. Insert the relevant port. The most common are 587, 465 or 25.

Validation and testing

When the SMTP is added, click on the newly added SMTP server connection to expand the information.

1. By clicking Test SMTP, you will be able to validate the authentication credentials, as well as check if the send on behalf of permission is functional. Insert the username to test the connection (in this case, noreply@example.no), and insert another email (in this case, user@example.no) to test if sending on behalf of is permitted. Both tests should give Success! See the pictures below for examples.
2. Click to remove the connection. If you have added some information wrong, you will have to delete it and add it again.
3. Click to exit the expanded view.
4. Here you can update the password if the wrong one was inserted or if it has been altered on the email of the client.
5. Set the general SMTP as active or inactive. Setting it to Active = No, will, in theory, be the same as deleting it.

Successful setup

Unsuccessful setup – often wrong username or password

Unsuccessful setup – could be restrictions preventing the authentication