Difference between revisions of "Email settings for sending emails"

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[[File:helpheader_small.png|right]]
 
[[File:helpheader_small.png|right]]
  
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See also [[Receiving_and_processing_emails]]
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[[File:Menu_emailsetup.PNG]]
 
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__TOC__
 
__TOC__
  
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===Email Options===
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There are 2/3 choices for sending emails:
  
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<span style="color:#d33"> '''Due to email providers increasing SPAM protection we recommend that you use you own email server. If you use Charitylog/Crossdata to send email on your behalf (relay/spoofing) there is a high chance that this will be marked as SPAM or simply rejected (giving you a message send failure). We are phasing out sending email via our servers.'''</span>
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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 SMTP servers. A record of the email will appear on the recipient's record (recommended). Follow the instructions on this page to configure this.
  
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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).
  
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===Email Setup===
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===General Email Setup===
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The system can be setup to use email features.  You have a choice; to use your email servers (recommended), or to use the system's email server (not recommended).  When using the system's email server, all emails will be sent on your behalf and sent from your email addresses.  Unfortunately this method of relay has a higher chance as been marked as SPAM and placed in the recipient's junk mail folder.  It would also be recommended to send emails in batches no greater than 200/300.
 
  
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[[File:Email_setup.PNG]]
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[[File:Menu_email_setup.png]]
  
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If you wish to use email features within your system, set "Use email service with Charitylog/Crossdata" to yes.
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[[File:Email_setup.png]]
  
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You will be displayed the organisation email address from the [[System Details|Organisation Details]] settings.
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1) Note the Sending email address is the one from [[System Details|System Settings]].
  
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In some areas of the system you will find links to send a direct email.  If you wish your users to use their email client (default email program on the user's device), set 'Use external email client' to 'Use External System'.  To use the system to generate the email, set 'Use external email client' to 'Use Charitylog/Crossdata' (you will need to configure the SMTP servers).
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2) Set 'Use external email client' to 'Use Charitylog'.
  
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Enter your organisation's email footer, disclaimer and legal text in the 'Email footer' box.  This enables the system to generate direct emails and mass emails from reports and other areas.
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3) Enter your organisation's email footer, disclaimer and legal text in the 'Email footer' box.
  
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To use your own SMTP servers (recommended), set "Use SMTP Servers" to Customer's Own SMTP Servers.  You will need to complete the following options;
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4) Enter the email settings:
 
  SMTP Server Address (e.g. mail.example.com)
 
  SMTP Server Address (e.g. mail.example.com)
 
  SMTP Server Username (e.g. noreply@example.com)
 
  SMTP Server Username (e.g. noreply@example.com)
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  SMTP Server Protocol (e.g. None, TLS, SSL)
 
  SMTP Server Protocol (e.g. None, TLS, SSL)
  
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Set "Use SMTP Servers" to Charitylog/Crossdata SMTP Servers.
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===Specific Instructions for Office 365===
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<span style="color:#d33"> '''Due to email providers increasing SPAM protection we recommend that you use you own email server.  If you use Charitylog/Crossdata to send email on your behalf (relay/spoofing) there is a high chance that this will be marked as SPAM or simply rejected (giving you a message send failure).'''</span>
 
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Click save details to update your changes.
 
  
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===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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[[File:ES_newconector.PNG|border]]
 
[[File:ES_newconector.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 organizationThese IP addresses must belong to your organization'
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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.
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Use the PLUS '+' icon to add the following IP addresses;
 
  
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95.138.143.240
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Use the PLUS '+' icon to add the [[#IP_addresses|IP addresses]].
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185.144.231.129
 
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95.138.141.177
 
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31.222.147.130
 
  
 
[[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
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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
 
  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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====Office 365 Encryption====
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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 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]].
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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.
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===Specific Instructions for Gmail===
  
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[[File:office_365_email_flow.png]]
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1) You will require a corporate account and Gsuite.
  
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===Gmail===
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2) Follow [[https://support.google.com/a/answer/2956491?hl=en these instructions]] to setup a new SMTP relay.
  
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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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3) You will need to specify a [[#IP_addresses|sending IP address]]
  
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'''Instructions'''
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4) Ensure that 'require SMTP authentication is '''NOT''' selected
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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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5) Select Require TLS encryption.
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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.
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===Instructions for Other Providers===
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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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Your provider may ask you to enter the IP Addresses used by our application. Please enter all of these:
  
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===Other Providers===
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13.42.72.139
  
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Please contact your service provider.
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3.9.155.126
  
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18.132.80.157
  
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18.135.235.31
  
  

Latest revision as of 13:45, 29 August 2024

Helpheader small.png

See also Receiving_and_processing_emails

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:

13.42.72.139

3.9.155.126

18.132.80.157

18.135.235.31



Helpheader small.png
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