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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''Location in standard build:'' '''''[[Admin]] menu > 3rd Party Software > Email Setup'''''
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See also [[Receiving_and_processing_emails]]
  
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[[File:cl_ESfC_1.png|border]]
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__TOC__
  
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===Email Options===
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There are 2/3 choices for sending emails:
  
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There are various places in Charitylog where email can be used - for example, on the [[Details Screen]], email addresses can display an "envelope" icon which will create an email to the relevant person. The "Email Settings for Charitylog" page controls various options for the way that this process happens.
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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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[[File:cl_ESfC_2.png|600px|border]]
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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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==Settings==
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===General Email Setup===
  
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===Use email service with Charitylog===
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[[File:Menu_email_setup.png]]
  
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Simple yes/no option. Setting to "No" will mean that the envelope icon does '''not''' display on [[Details Screen]]s, for example.
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[[File:Email_setup.png]]
  
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1) Note the Sending email address is the one from [[System Details|System Settings]].
  
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===Sending email address for organisation===
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2) Set 'Use external email client' to 'Use Charitylog'.
  
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This is not editable here - it is copied over from the "Email Address (Main)" field on the [[System Details]] page.
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3) Enter your organisation's email footer, disclaimer and legal text in the 'Email footer' box.
  
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4) Enter the email settings:
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SMTP Server Address (e.g. mail.example.com)
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SMTP Server Username (e.g. noreply@example.com)
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SMTP Server Password
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SMTP Server Port
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SMTP Server Protocol (e.g. None, TLS, SSL)
  
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===Use external email client (e.g. Outlook)===
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===Specific Instructions for Office 365===
  
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Choose whether to generate the email within Charitylog (either using Charitylog's SMTP server or your own SMTP server), or have the system create '''mailto''' links to open your own email program.
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[[File:Diagram_Office_365_email_flow.png|200px|alt="Process flow diagram for an Office365 Connector"]]
  
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If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.
  
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===Email footer (company information) legal text===
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Log in to [https://www.office.com/ Microsoft Office 365] and then click on the Admin Icon.
  
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This text will appear at the bottom of emails generated by the system. The Companies Act 2006 requires all of your business emails to include the following details if you are a Ltd, plc or LLP:
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On the menu click on the down arrow next to Admin Centers and Click Exchange.
  
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* Company's registered name
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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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* Company registration number
 
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* Place of registration (e.g. Scotland or England & Wales)
 
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* Your registered office address
 
  
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[[File:ES_Connectors.PNG|border]]
  
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===Use SMTP Servers===
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Choose the following scenario;
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From: Your organization's email server
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To: Office 365
  
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Choose whether to use Charitylog's SMTP server, or enter details for your own SMTP server. If you choose the latter, the section below will expand to let you enter all the relevant details.
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Click on Next to Continue.
  
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[[File:cl_ESfC_3.png|600px|border]]
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[[File:ES_scenario.PNG|border]]
  
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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.
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[[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 organization.
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Use the PLUS '+' icon to add the [[#IP_addresses|IP addresses]].
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[[File:ES_addip.PNG]]
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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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mycharity-org-uk.mail.protection.outlook.com
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See below for an example;
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[[File:ES_example.PNG]]
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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 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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===Specific Instructions for Gmail===
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1) You will require a corporate account and Gsuite.
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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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3) You will need to specify a [[#IP_addresses|sending IP address]]
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4) Ensure that 'require SMTP authentication is '''NOT''' selected
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5) Select Require TLS encryption.
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6) In our email settings page, set the following:
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[[File:Email_GsuiteSettings.png]]
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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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13.42.72.139
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3.9.155.126
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18.132.80.157
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18.135.235.31
  
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===Other information on this page===
 
  
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The page also has links to some setup advice for Office 365, G Suite and Mimecast.
 
  
  
 
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 16:21, 9 November 2017 (GMT)
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[[File:helpheader_small.png|right]]
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[[file:helpheader_small.png|right]]
 
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[[Category:Configuration]]
 

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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