Difference between revisions of "Email Settings"

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[[File:helpheader_small.png|right]]
 
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[[File:Menu_email_setup.png]]
 
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__TOC__
 
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There are 2/3 choices for sending emails:
 
There are 2/3 choices for sending emails:
  
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1) Using an external email client (e.g. Outlook). Clicking an email address simply launches Outlook's Compose window. No setup is required beyond setting "Enabled Email" to Yes. No record of the email kept in the system.
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1) Using an external email client (e.g. Outlook). Clicking an email address simply launches Outlook's Compose window. No record of the email is kept in the system. No setup is required beyond setting "Enable Email" to Yes.
  
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2) Using your own email servers. Emails are sent through your servers using the instructions on this page. A record of the email will appear on the recipient's record (recommended).
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2) Using your own email servers. Emails are sent through your SMTP servers. A record of the email will appear on the recipient's record (recommended). Follow the instructions on this page to configure this.
  
 
3) (Older systems may still be using the legacy option of using our servers. Due to email providers increasing SPAM protection we recommend upgrading to option 2).
 
3) (Older systems may still be using the legacy option of using our servers. Due to email providers increasing SPAM protection we recommend upgrading to option 2).
  
 
===General Email Setup===
 
===General Email Setup===
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[[File:Menu_email_setup.png]]
  
 
[[File:Email_setup.png]]
 
[[File:Email_setup.png]]
  
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1) Note the Sending email address is the one from [[System Details|System Settings]] settings.
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1) Note the Sending email address is the one from [[System Details|System Settings]].
  
 
2) Set 'Use external email client' to 'Use Charitylog'.
 
2) Set 'Use external email client' to 'Use Charitylog'.
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===Specific Instructions for Office 365===
 
===Specific Instructions for Office 365===
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[[File:Diagram_Office_365_email_flow.png|200px|alt="Process flow diagram for an Office365 Connector"]]
  
 
If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.
 
If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.
  
 
Log in to [https://www.office.com/ Microsoft Office 365] and then click on the Admin Icon.
 
Log in to [https://www.office.com/ Microsoft Office 365] and then click on the Admin Icon.
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[[File:ES_office365.PNG|border]]
 
  
 
On the menu click on the down arrow next to Admin Centers and Click Exchange.
 
On the menu click on the down arrow next to Admin Centers and Click Exchange.
  
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[[File:ES_365menu.PNG|border]]
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In the Exchange Admin centre select mail flow and click on connectors across the top of the page. Click on PLUS '+' icon to add a connector.
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In the Exchange Admin centre select mail flow and click on connectors across the top of the page. Click on PLUS '+' icon to add a connector.
 
  
 
[[File:ES_Connectors.PNG|border]]
 
[[File:ES_Connectors.PNG|border]]
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On the following screen you will need to select the option 'By verifying that the IP address of the sending server matches one of these IP addresses that belong to your organization.
 
On the following screen you will need to select the option 'By verifying that the IP address of the sending server matches one of these IP addresses that belong to your organization.
  
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Use the PLUS '+' icon to add the following [[#IP_Addresses]];
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Use the PLUS '+' icon to add the [[#IP_addresses|IP addresses]].
  
 
[[File:ES_addip.PNG]]
 
[[File:ES_addip.PNG]]
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Click next and then Save on the confirmation page.
 
Click next and then Save on the confirmation page.
  
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You will then need to configure the system settings (see above). The SMTP address will be unique to your organisation. If your email address domain is @mycharity.org.uk then you would need to use
+
You will then need to configure the system settings (see above). The SMTP address will be unique to your organisation. If your email address domain is @mycharity.org.uk then you would need to use
 
  mycharity-org-uk.mail.protection.outlook.com
 
  mycharity-org-uk.mail.protection.outlook.com
  
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You can then use any valid Office 365 username and password.
 
You can then use any valid Office 365 username and password.
  
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Many organisations require end to end email encryption. Using Charitylog, Microsoft Office 365 Email and Microsoft Office Rights Management this can be achieved. You will require Office 365 subscription with email enabled users as well as Azure Information Protection for Office 365 (Please consult your IT team or 365 admin panel for details). Following the above instructions will connect your Charitylog system to Office 365. In the Azure Information Protection section you would set up your protection labels (templates and use the Exchange admin centre to set transport rules for emails from the Charitylog IP addresses. Please note that this is a feature of Microsoft Office 365 and not Charitylog.
+
Many organisations require end to end email encryption. Using Charitylog, Microsoft Office 365 Email and Microsoft Office Rights Management this can be achieved. You will require Azure Information Protection for Office 365 (Please consult your IT team or 365 admin panel for details). Following the above instructions will connect your Charitylog system to Office 365. In the Azure Information Protection section you would set up your protection labels (templates and use the Exchange admin centre to set transport rules for emails from the [[#IP_addresses|IP addresses]].
 +
 
 +
===Specific Instructions for Gmail===
  
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[[File:Diagram_Office_365_email_flow.png]]
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1) You will require a corporate account and Gsuite.
  
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===Specific Instructions for Gmail===
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2) Follow [[https://support.google.com/a/answer/2956491?hl=en these instructions]] to setup a new SMTP relay.
 +
 
 +
3) You will need to specify a [[#IP_addresses|sending IP address]]
  
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To use Gmail as your provider you will require a corporate account and you will need to be using Gsuite.  Follow the instructions on the link below to setup a new SMTP relay.  On the settings you will need to specify a sending IP address as 31.222.147.130, ensure that 'require SMTP authentication is '''NOT''' selected and select Require TLS encryption.
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4) Ensure that 'require SMTP authentication is '''NOT''' selected
  
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'''Instructions'''
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5) Select Require TLS encryption.
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[[https://support.google.com/a/answer/2956491?hl=en See here for details]]
 
  
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Once you have saved these details within the GSuite set your setting on the system to the below.
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6) In our email settings page, set the following:
  
 
[[File:Email_GsuiteSettings.png]]
 
[[File:Email_GsuiteSettings.png]]
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Please note that you do not need to specify a user or password and the SMTP server port needs to be set to 587 and the Server protocol is set to TLS.
 
  
 
===Instructions for Other Providers===
 
===Instructions for Other Providers===
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The setup will probably be broadly similar to the ones above. Please contact your service provider.
 
The setup will probably be broadly similar to the ones above. Please contact your service provider.
  
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===IP Addresses===
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===IP addresses===
  
 
Your provider may ask you to enter the IP Addresses used by our application. Please enter all of these:
 
Your provider may ask you to enter the IP Addresses used by our application. Please enter all of these:

Latest revision as of 15:44, 25 June 2024

Helpheader small.png

Email Options

There are 2/3 choices for sending emails:

1) Using an external email client (e.g. Outlook). Clicking an email address simply launches Outlook's Compose window. No record of the email is kept in the system. No setup is required beyond setting "Enable Email" to Yes.

2) Using your own email servers. Emails are sent through your SMTP servers. A record of the email will appear on the recipient's record (recommended). Follow the instructions on this page to configure this.

3) (Older systems may still be using the legacy option of using our servers. Due to email providers increasing SPAM protection we recommend upgrading to option 2).

General Email Setup

Menu email setup.png

Email setup.png

1) Note the Sending email address is the one from System Settings.

2) Set 'Use external email client' to 'Use Charitylog'.

3) Enter your organisation's email footer, disclaimer and legal text in the 'Email footer' box.

4) Enter the email settings: 

SMTP Server Address (e.g. mail.example.com)
SMTP Server Username (e.g. noreply@example.com)
SMTP Server Password
SMTP Server Port
SMTP Server Protocol (e.g. None, TLS, SSL)

Specific Instructions for Office 365

"Process flow diagram for an Office365 Connector"

If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.

Log in to Microsoft Office 365 and then click on the Admin Icon.

On the menu click on the down arrow next to Admin Centers and Click Exchange.

In the Exchange Admin centre select mail flow and click on connectors across the top of the page. Click on PLUS '+' icon to add a connector.

ES Connectors.PNG

Choose the following scenario; 

From: Your organization's email server
To: Office 365

Click on Next to Continue.

ES scenario.PNG

Give the connector a name (required) and a description (optional), leave the 'Turn it on' and 'Retain internal Exchange email headers (recommended)' options ticked and click next.

ES newconector.PNG

On the following screen you will need to select the option 'By verifying that the IP address of the sending server matches one of these IP addresses that belong to your organization.

Use the PLUS '+' icon to add the IP addresses.

ES addip.PNG

Click next and then Save on the confirmation page.

You will then need to configure the system settings (see above). The SMTP address will be unique to your organisation. If your email address domain is @mycharity.org.uk then you would need to use 

mycharity-org-uk.mail.protection.outlook.com

See below for an example;

ES example.PNG

You can then use any valid Office 365 username and password.

Many organisations require end to end email encryption. Using Charitylog, Microsoft Office 365 Email and Microsoft Office Rights Management this can be achieved. You will require Azure Information Protection for Office 365 (Please consult your IT team or 365 admin panel for details). Following the above instructions will connect your Charitylog system to Office 365. In the Azure Information Protection section you would set up your protection labels (templates and use the Exchange admin centre to set transport rules for emails from the IP addresses.

Specific Instructions for Gmail

1) You will require a corporate account and Gsuite.

2) Follow [these instructions] to setup a new SMTP relay.

3) You will need to specify a sending IP address

4) Ensure that 'require SMTP authentication is NOT selected

5) Select Require TLS encryption.

6) In our email settings page, set the following:

Email GsuiteSettings.png

Instructions for Other Providers

The setup will probably be broadly similar to the ones above. Please contact your service provider.

IP addresses

Your provider may ask you to enter the IP Addresses used by our application. Please enter all of these:

31.222.147.130

185.144.231.129

185.144.231.132

13.42.72.139

3.9.155.126

18.132.80.157

18.135.235.31



Helpheader small.png
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