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Question:
How do I setup the email feature in ExpressMaintenance?
Answer:
ExpressMaintenance allows users to email purchase orders and work orders
directly from within the program to applicable recipients. Before the
email feature can be used, you must setup certain settings under
Administration / Defaults / Email Settings. We also offer the
SMTP Email Test
Program for simple testing of email properties.
These can be confusing and you may need to consult with your email /
system administrator for details. The screen shot is shown below
followed by explanations:
Field Explanations
SMTP Server Name - The name of the outgoing SMTP mail server to
be used for sending email. See system administrator for details.
This must be correct.
Sender Account On Server - Enter the login account on the
outgoing mail server to be used. This is not the full email
address but just the email account name (example: ajones@mycompanyname.com).
This must be correct to work properly.
Sender Email
Password - Enter the password of the sender as setup on the server.
The password must be correct for the user account used above.
Copy Recipients For Work Orders - A list of email recipients
(separated by semi-colon) who will receive a copy of the work order
emails.
Email Format - Select the format of html, plain or rich text
email format.
Attachments Format - Select the type of documents format to be
used when attaching purchase orders or work orders. The recommended
format is Adobe Acrobat (.pdf) as this is universally accepted.
Subject Line For Work Orders - The text to appear in the
subject line of work order emails.
Body Text For Work Orders - The text to appear in the body of
the work order emails. Click button for larger screen editing.
Copy Recipients For Purchase Orders - A list of email recipients
(separated by semi-colon) who will receive a copy of the work order
emails.
Subject Line For Purchase Orders - The text to appear in the
subject line of work order emails.
Body Text For Purchase Orders - The text to appear in the
body of the work order emails. Click button for larger screen editing.
Notes
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The sender of email will always default to the email account of the
user logged into ExpressMaintenance.
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The
recipient of the email will default to the vendor for purchase
orders.
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The recipient
of the email will default to the
assigned employee for work orders.
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Uses can setup a list of default people to carbon copy, subject line
and body text.
Problems?
The most common problem with this feature working properly is the email
account or password not being setup or valid. This is something
you must obtain from your system or email administrator. The
second most common problem involves firewall software preventing other
application such as ExpressMaintenance from sending out email. You
will need to address with your system / email administrator.
The SMTP client used by ExpressMaintenance uses remote port 6400 to send
email.
If you are unable to get the email function to work properly please
address these issues with your administrator first.
SMTP Email Test Program
We have developed a
simple SMTP Email Testing program that can be downloaded from our
website. This simple program will allow you or you administrator
to test various setting to determine what works properly. Once the
proper settings are determined, they can be setup in the defaults of
ExpressMaintenance.
SMTP Email Test
Program - click here to download
If you still
have problems even with the test program and you know the information
entered is correct, then the firewall or security software is preventing
the sending of the email and must be addressed by your IT administrator. |
