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:* SmartSimple does not provide an email server; however, you can send emails from within SmartSimple if your email service is unavailable.
For more help about email services, contact the SmartSimple [[How the SmartSimple Support Desk Works|Support Desk]].
Find out all of the options you have for emailing through different domains from our [[Email Options]] page.
=Configuration - Essentials=
|-
||'''Accounts'''
||Existing email accounts will be listed. To create a new account, read further for the [[Email#Setting Up an Email Account|Setting Up an Email Account]] information.
|-
||'''Templates'''
||Existing [[Email#Creating a New Message Template|Message Templates]] are listed.
|-
||'''Email Received'''
||Emails that you have received are listed.
|-
||'''Email Sent'''
||Emails that you have sent are listed.
|}
===Setting Up an Email Account===
On the '''Accounts '''tab of the '''Email '''feature, click the '''+ '''icon on the top right to create a new account.
The New Account Window is displayed.
:: [[File:New email account.png|700px|border]]
The fields used to make a new email account are as follows:
{| class="wikitable"
|-
||'''User Information'''
||
'''Account Name - '''Specifies your email account name, which will usually be the same as your email address to the ''left ''of the @ sign.
'''Email Address - '''Specifies the email address you use to receive and send messages (must have an @ sign followed by email domain).
|-
||'''Email ReceivedLogin Information'''
||
'''Username - '''The "friendly" name associated with your email address.
'''Password - '''The password assigned to you by your '''Internet Server Provider. '''For security, the actual characters will not be displayed on your screen.
|-
||'''Email SentServer Information'''
||
You are able to receive this information from your '''Internet Service Provider '''or '''LAN Administrator.'''
* '''Server Type: '''Select POP3 or IMAP.
* '''Incoming Email Server (POP3): '''Specifies your server for incoming messages.
* '''Outgoing Email Server (SMTP): '''Specifies your server for outgoing messages.
* '''Incoming Port: '''Port for incoming messages.
* '''Outgoing Port: '''Port for outgoing messages.
* '''Encryption: '''Encryption choices including [[TLS - Transport Layer Security|TLS]] and [[SSL]].
|-
||'''Standard Fields on List ViewAdditional Settings'''
||
'''Set as Default Mail Account - '''This email account will now be your default email account, unless otherwise specified.
'''Requires Outgoing Authentication - '''This means that the system must first log you onto the mail server.
|}
In order to send or read from your email account, you must first '''open '''the newly created account.
Returning back to the '''Accounts '''tab after clicking '''Save, '''select the name of your new account. The email messages that are stored on this email server will be displayed.
* If you are using an '''IMAP '''email service, the folder on the server used to store your email will be displayed on the left of the window. These folders do not exist when using a '''POP3 '''account.
==The Message Center==
The '''Message Center''' is used to display pre-defined message templates in order to simplify the creation of an email message, and to streamline the emailing process. You can make email templates available to certain roles or create your personalized, user-specific signature to append to your emails.
'''Note: '''The '''Save As '''button is for when you create a template for the first time. Clicking this will enable a pop-up that prompts you to put in the Template Name so that it can be saved into the system. Otherwise, clicking '''Save '''will suffice when you are making changes to an already existing template.
=Configuration - Advanced=
==Email Templates for User Activation and Password==
* The '''Request Password '''email message is sent to a user when they request a new [[Password Policy|password]] from the [[Login page|login page]].
* The '''Password Change Notification '''email message is sent to the user when a System Administrator or themselves have changed their account's password.
<pre> The User Activation and Password Templates can be viewed and modified in either plain text or HTML. </pre>
==Hierarchical User Email Templates==
A different password activation email can be defined for each company which will automatically apply to all sub-companies in the [[Organization hierarchy]] unless they have defined their own password policy. When viewing a company in your hierarchy, select '''Settings > [[Password Policy]]''' to define the password activation email. If there are no password activation emails defined for a company or the companies above it in the hierarchy, the password policy set in [[Global Settings]] will apply.
* See [[Password Variables to Set or Reset User Passwords]] if needed.
==Email Security==
To configure email security (as well as security settings for the [[Email#Feature: Email Broadcast|Email Broadcast]] feature, see our [[Email & Email Broadcast Security page|Email & Email Broadcast Security page]].
==Email Restriction==
'''Email Restriction '''allows the [[Global User Administrator|System Administrators]] to set up a matrix of which roles ({{UTA}}-assigned roles only) are able to send emails to which other roles through [[SmartSimple]]. To configure Email Restrictions, follow these steps:
1. Click on the 9-square menu icon on the top right of your page.
:: {{Icon-Menu}}
2. Under the heading '''Applications '''are a list of the {{UTA}}s available to your SmartSimple [[instance]]. Select the application you would like to enable Email Restrictions on.
:: [[File:List of UTAs.png|550px|border]]
3. When the UTA's page is open, click on the '''cog '''icon on the top of the page to go into '''Configuration Mode. '''
4. Click into the tab labelled '''Security. '''
:: [[File:Enable email restriction.png|500px|border]]
5. Toggle on the option to '''Enable Role Restriction. '''
6. Click into the hyperlink '''Email Restriction, '''which will open up a list of UTA-assigned roles that will allow you to choose which roles should be restricted from the Email functionality.
7. When you are done permissioning roles for Email Restriction, click the '''Save '''button.
==Integrating Email with UTA==
See our [[Integrating Email with the UTA]] page for more information and instructions.
==Feature: Email Domain==
The '''Email Domain '''setting is found in the [[Global Settings]] page. It is used to configure a default domain from which users will not have to enter their full email address when logging into [[SmartSimple]].
* For example, if your company's email domain is @acmecompany.org, any users with an email address that ends in that domain will not have to enter that portion of their email address when logging into [[SmartSimple]].
* Any users that have an email domain ''other ''than the other specified as the default will have to enter their entire email address into the '''Username '''field when they log into {[SmartSimple]].
1. Click on the 9-square menu icon on the top right of your screen.
:: {{Icon-Menu}}
2. Under the heading '''Configuration, '''select '''Global Settings.'''
3. Under the tab '''Branding, '''you will see a field box populated that is labelled '''Email Domain. '''
:: [[File:Email domain.png|550px|border]]
==Feature: Email Broadcast==
The '''Email Broadcast '''feature enables you to send messages with or without attachments, targeted to specific roles either [[Internal|internal]] or [[External|external]] to your organization.
To use the '''Email Broadcast '''feature, ensure that [[User role|roles]] have been created so that you can communicate with everyone you need to easily.
You can attach calendar links, documents, images, or anything else you need your contacts to receive. You can also track who has opened your email in the '''Reader Log. '''
Learn how to [[Creating an Email Broadcast Message|Create an Email Broadcast Message]].
* '''Tip: '''If you use the email broadcast feature regularly for your SmartSimple [[instance]], you can create a [[Portals#Shortcuts|shortcut]] on your home page for quicker access.
==Feature: Email Anything==
<pre> This feature is also searched as the following: Objemail, eMail Everything, object email, @objemail@ </pre>
===Configuring Email Anything===
[[File:Objemail.png|@objemail@ example]]
The syntax (@objemail@) can be used to generate a unique email address for objects in SmartSimple.<br /> This will attach the email as a sub-record to the record from which is has been triggered.<br /> The status of the email record is controlled by the '''Received Activity Status '''setting. If there is a [[Workflow]] defined on that status it will be triggered when the record is added.
'''<u>Use Cases</u>: '''<br />* '''Review Forms''' - A reviewer can send an email to the application<br />* '''Project Management''' - Staff can send email to community contacts while keeping the communication on file, eliminating the need for Outlook Plugin<br />* '''Letters of References''' - Applicant will enter referee email address, which will allow the Referee to respond back with the letter of reference attached<br />* '''Support Tickets''' - A client can email a ticket directly<br />* '''Anonymous Email Address''' - Users can inquire about opportunities without revealing their email address - similar to what online trading-places have '''<u>Example Usage</u>: '''<br />You can create a [[Custom Field Type: Read Only – System Variables|Read Only – System Variables]] Custom field with the following contents: <pre><script>// <![CDATA[function copyToClipboard(element) { var $temp = $("<input>"); $("body").append($temp); $temp.val($(element).text()).select(); document.execCommand("copy"); $temp.remove();}// ]]></script><span id="objEmail"><a href="mailto:@objemail@">@objemail@</a></span> <a>(Copy to Clipboard)</a></pre> Clicking on the email address will open a new email with your default email program<br /><br />Clicking '''Copy to Clipboard''' will copy the email address to your clipboard so you can paste it (Ctrl-V) into your email program etc. =See MoreAlso=
* [[Email Options]]
* [[Email & Email Broadcast Security]]
* [[Email Designated as Spam]]
* [[Message Queue]]
[[Category:Email]][[Category:Communications]]
