Organization Information - Email Setup tab

Access this tab with Administrative user rights using Organization>Organization Information.

Use this tab to enter the information required to send emails from MIP Fund Accounting. You will configure the SMTP (Simple Mail Transfer Protocol) connection for real-time alert notices and emailing forms and reports from the system.

Note: We recommend referring to your IT Technician or System Administrator for help completing the SMTP information.

 

Email Configuration

Select one of the Email Configuration options for sending emails from the system:

• Use SMTP for all email functions (sending emails and using automated email tools).
• Use Office 365 to send emails. Use SMTP for automated email tools.

Note: Office 365 only supports manual email functions, such as emailing vouchers or invoices. If you want to use automated email functions in MIP Classic (such as Alerts or Report Binder Scheduler), you must set up a standard SMTP connection in addition to Office 365.

 

SMTP Connection Setup

SMTP is an Internet standard for email transmission across Internet Protocol (IP) networks. Complete the SMTP settings for sending emails from the system. If you encounter difficulties, you should contact your email client's customer support department.

For steps on how to complete the SMTP setup for a standard service, Gmail, Yahoo, or Office 365, see Configuring SMTP.

For some common topics to help you set up your SMTP server, see Setting Up SMTP.

• Server: Enter the server name of the SMTP service used to process outgoing email, for example, SMTP.gmail.com.
• Port: Enter the port that accepts outgoing email requests. This port number should match the port configured on your SMTP service. By default, the system displays 25 as the port number.
• Enable SMTP over Transport Layer Security (STARTTLS): If your SMTP service supports SSL (Secure Sockets Layer), select this check box to securely send email notifications. TLS is a way of changing data into code as it travels across the internet; so that the data will be secure and private. It is recommended that you securely send your information via email; otherwise, the SMTP service sends all email as cleartext, which is not secure. We recommend selecting this check box; otherwise, your emails are not secure and data will be emailed as cleartext which is not secure.
• Use Custom Credentials: If your SMTP service requires authentication, select this check box to enter the credentials to connect to the SMTP service.
  • Username, Password: Enter the user name and password associated with the SMTP service.

If using Custom Credentials, the Username must match the “From” email address used by the Administrator on the Options>System Preferences for Alerts, Maintain>Email Template for the Accounts Receivable Invoice, Maintain>Payroll>Email Template for the Payroll Voucher formats, and Reports>Report Binder>Set Up Scheduler Email for the Report Binder Scheduler.
You cannot use a Username with a someone else's email address when the Use Custom Credentials check box is selected. Everything must match the system.
We recommended that the Organization create a general organization email account for everyone to use.

 

Test SMTP Connection: The From and To addresses will be used when the Send Test Email button is clicked. It is recommended that you test the SMTP Connection to make sure the information was set up correctly.

• From: Enter an email address to test where the email is coming from. If the email fails, this is the address that will receive the failure notification.
• To: Enter an email address to test where the email will be received. If the email is successful, this is the address that will receive the test email.
• Send Test Email: Click this button to test the email connection.

Note: We recommended that you keep a From and To email address to verify the connections. If these email address fields are left blank, when the Send Test Email button is selected, the system will only verify that the Server, Port, and User and Password fields have information but a test email will not be sent when the automated processes are performed.