Difference between revisions of "Email Settings"

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''Location in standard build:'' '''''[[Admin]] menu > 3rd Party Software > Email Setup'''''
 
  
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[[File:cl_ESfC_1.png|border]]
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[[File:Menu_emailsetup.PNG]]
  
  
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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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__TOC__
  
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[[File:cl_ESfC_2.png|600px|border]]
 
  
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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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==Settings==
 
  
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===Use email service with Charitylog===
 
  
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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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===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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===Sending email address for organisation===
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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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This is not editable here - it is copied over from the "Email Address (Main)" field on the [[System Details]] page.
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You will be displayed the organisation email address from the [[System Details|Organisation Details]] 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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===Use external email client (e.g. Outlook)===
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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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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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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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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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Set "Use SMTP Servers" to Charitylog/Crossdata SMTP Servers.
  
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===Email footer (company information) legal text===
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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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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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Click save details to update your changes.
  
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* Company's registered name
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===Office 365===
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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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If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.
  
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===Use SMTP Servers===
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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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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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[[File:ES_office365.PNG|border]]
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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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[[File:ES_Connectors.PNG|border]]
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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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Click on Next to Continue.
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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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====IP addresses====
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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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Use the PLUS '+' icon to add the following IP addresses;
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31.222.147.130
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185.144.231.129
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185.144.231.132
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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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[[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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====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 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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[[File:Diagram_Office_365_email_flow.png]]
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===Gmail===
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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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'''Instructions'''
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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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[[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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===Other Providers===
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Please contact your service provider.
  
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[[File:cl_ESfC_3.png|600px|border]]
 
  
  
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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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[[Category:Configuration]]
 

Latest revision as of 10:49, 5 February 2024

Helpheader small.png


Menu emailsetup.PNG



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.


Email Setup

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.

Email setup.PNG

If you wish to use email features within your system, set "Use email service with Charitylog/Crossdata" to yes.

You will be displayed the organisation email address from the Organisation Details settings.

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).

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.

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; 

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)

Set "Use SMTP Servers" to Charitylog/Crossdata SMTP Servers.

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).

Click save details to update your changes.

Office 365

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.

ES office365.PNG

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

ES 365menu.PNG

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

IP addresses

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'

Use the PLUS '+' icon to add the following IP addresses;

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

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.

Office 365 Encryption

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.

Diagram Office 365 email flow.png

Gmail

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.

Instructions [See here for details]

Once you have saved these details within the GSuite set your setting on the system to the below.

Email GsuiteSettings.png 

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.

Other Providers

Please contact your service provider.




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