Configuring outbound email settings

The FileHold server can send notification emails or email directly from users. Outbound email settings must be configured to allow FileHold to send email. Some of these emails may be routine like notifying users about workflow tasks, document lifecycle operations, Courier messages or may be critical to the operation of your system like repository space low warnings. Your email server may also need configuration to support emails from FileHold.

You may want to create a new email account on your email server for use with this feature. For example, [email protected].

Customers on FileHoldCloud.com do not need to configure outbound email settings as a default configuration has been provided for you. You can upgrade this default configuration to use your normal company email domain and to enable using the built-in email client for sending email direct from users. Contact [email protected] for more information. You can also configure your own email server. Our professional services team can assist you if you need help to get your own email server configured.

To set the outbound email settings

1. In Web Client, go to Administration > Full Administration Menu > System Configuration > Settings > General.
2. In the Outbound Email Settings area, enter the Reply-to email address. This is the email account that will be used as the "from" address in the outbound email. This name must be a valid email address and may need to conform to requirements of your email server. Your email administrator may need to create an email account for this address if your email server requires authentication.

If your email server required authentication, the reply-to address you choose will likely need to be authorized to be used with the credentials that are provided. Often this will mean the user name will be the same as the reply-to address.

3. Enter the outgoing SMTP server address. Please check with your email administrator for this address.
4. Enter the SMTP server port number. The default is 25. Please check with your email server, internal firewall and network system administrator(s) for more details.

SMTP ports are generally assigned to port 25 for unencrypted messages and 587 for encrypted messages. Please check with your email server, internal firewall and network System Administrator for more details. Some email servers may support port 465 for encrypted messages. This port is used for implicit encryption. FileHold only supports explicit encryption used with port 587.

5. Select the SMTP Server Requires Authentication check box, if applicable. When authentication is required you will need to enter the username and password for the account that will be used to send the outbound emails.

FileHold only supports user and password authentication. This may not be the default for some email servers and may require additional configuration by your email administrator.

5. Enter the username for the server.
6. Enter the password twice.
7. Select the SMTP server requires an encrypted connection check box, if applicable. FileHold supports explicit encryption as defined in RFC3207.

When you have a choice, choose to only send encrypted email.

9. Click Update.
10. To send a test email, enter the test email address and click Send Test Email.

• If the outbound email settings are correct, a “Test email message sent successfully” message appears and an email is delivered to the recipient.
• If the outbound email settings are not configured correctly, you will receive a message like “Failure sending mail. Check the mail account settings”. The first part of this message will depend on the error sent by your email server.

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11. Click Update at the bottom of the page.

Some email servers will not accept SMTP messages by default, so SMTP may need to be enabled on your email server.

If your mail server is Office 365, you will find some help on setting up your server for SMTP at the following link. FileHold could be configured to work with any of the three options, but option 1 is likely the easiest to setup. 

https://support.office.com/en-gb/article/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-365-69f58e99-c550-4274-ad18-c805d654b4c4?ui=en-US&rs=en-GB&ad=GB

https://docs.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission

If you are using Google for email, the following may be helpful. https://support.google.com/a/answer/176600

Do not forget to click the update button for the outbound email settings before sending a test email. The send test mail button uses the saved email settings. The settings on the page are only saved after the update button is pressed

Configure the "From" address

When sending an email using the built-in web email client, it can use the logged in users email address or the email address configured in the outbound email settings as the “From” address. A key, “Email.FromGlobalUser” can be configured in the Library Manager web config file. For new installs, the value defaults to true. For upgrades prior to 16.2, the default value is false. Setting this key to true emails using the outbound email address as the “From” address. While it may be desirable to send email using the true From address, some email server configuration may prevent this. In those cases, it will still be possible to send email but all messages will have a single From address from the main FileHold email settings.

Customers that wish individually addressed email where their email server prevents it can purchase a subscription from FileHold to a special email service. You must have your own internet domain name and be able to maintain your domain name service (DNS) records. This does not replace your normal email service; it works along side it. This feature has no impact on users with their own email client outside of FileHold.