Email Setup

Navigate to Administration > Organization Settings > Email Setup

Use the Email Setup section in Organization Settings to configure how emails are sent from MIP Cloud. An SMTP connection supports all email functions, including automated processes (such as Alerts and the Report Binder Scheduler) and manual, user-initiated actions (such as sending vouchers and invoices). You may also choose to integrate with Office 365 for manual email functions, but this integration is optional.

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

 

Step 1 - Choose Your Email Configuration

Select one of the following email configuration options for sending emails from the system. The key difference between the options is how emails are triggered:

  • Automated email functions - system-generated emails, such as Alerts or Report Binder Scheduler

  • Manual email functions - user-initiated emails, such as sending vouchers or invoices

 

Option 1: Use SMTP for all email functions.

Select this option if you want all emails - both automated and manual - to be sent through your SMTP server.

  • SMTP supports real-time, automated alerts.

  • SMTP also supports all manual email actions performed by users.

 

Option 2: Use Office 365 for manual email functions and SMTP for automated email tools.

Select this option if you want users to send manual emails through Office 365, while using SMTP for automated emails.

  • Office 365 is used for manual tasks, such as emailing vouchers or invoices directly from MIP.

  • SMTP is required for automated tasks, such as Alerts or Report Binder Scheduler.

 

Step 2 - Set Up an SMTP Connection

Once you've selected your Email Configuration option above, you must set up an SMTP connection. SMTP is an Internet standard for email transmission across Internet Protocol (IP) networks. If you encounter difficulties, you should contact your IT Technician or System Administrator.

 

Select a tab below for how to complete the SMTP setup for a standard service, Gmail, Yahoo, or Office 365.

 

  • Standard SMTP Settings
  • Gmail Settings
  • Yahoo Settings
  • Office 365 Settings

To set up a standard SMTP service with Administrative user rights, complete the following steps:

  1. Sever: Enter the SMTP server name.

  2. Port: 25

  3. If your SMTP service supports SSL, select Enable SMTP over Transport Layer Security (STARTTLS). This will securely send email notifications. If this checkbox is not selected, the SMTP service sends all email as cleartext, which is not secure.

  4. If your SMTP service needs authentication, select Use Custom Credentials and enter your Username and Password. You'll need to enter this user's email address in all the associated "From" email address fields in the system.

  5. Save your changes.

  6. Under Test Email Connection, enter a Sender and Recipient email address and select Send Test Email to test that the SMTP connection is set up correctly.

To set up a Gmail SMTP service with Administrative user rights, complete the following steps:

  1. Sever: smtp.gmail.com

  2. Port: 587

  3. Select Enable SMTP over Transport Layer Security (STARTTLS). This will securely send email notifications. If this checkbox is not selected, the SMTP service sends all email as cleartext, which is not secure.

  4. Select Use Custom Credentials and enter your Gmail Username (including @gmail.com) and Password. You'll need to enter this user's email address in all the associated "From" email address fields in the system.

  5. Save your changes.

  6. Under Test Email Connection, enter a Sender and Recipient email address and select Send Test Email to test that the SMTP connection is set up correctly.

To set up a Yahoo SMTP service with Administrative user rights, complete the following steps:

  1. Sever: smtp.mail.yahoo.com

  2. Port: 587

  3. Do NOT select Enable SMTP over Transport Layer Security (STARTTLS).

  4. Select Use Custom Credentials and enter your Yahoo Username (including @yahoo.com) and Password. You'll need to enter this user's email address in all the associated "From" email address fields in the system.

  5. Save your changes.

  6. Under Test Email Connection, enter a Sender and Recipient email address and select Send Test Email to test that the SMTP connection is set up correctly.

To set up Office 365 emailing with Administrative user rights, complete the following steps:

  1. Under Email Configuration, ensure you've selected the second option to Use Office 365 for manual email functions and SMTP for automated email tools.

  2. Under Test Email Connection, enter a Sender and Recipient email address and select Send Test Email to test that the SMTP connection is set up correctly.

  3. A window will appear for you to login to your Office 365 account. Enter your Office 365 account information and sign in. The email address you enter will appear as the "From" address for any emails sent using MIP automated email functions.

Step 3 - Test Your Email Connection

Enter the Sender and Recipient email addresses to test that your SMTP connection is set up correctly. These addresses are used when you select Send Test Email. It's recommended that you test the connection to confirm the configuration is correct.

  • Sender: Enter the email address the test email will be sent from. If the test fails, this address will receive the failure notification.

  • Recipient(s): Enter the email address that will receive the test email.

  • Send Test Email: Select this button to send a test email and verify the SMTP connection.

Note: We recommend that you enter a Sender and Recipient email address to verify the connections. If these email address fields are left blank, when you select Send Test Email, the system will only verify that the Server, Port, Username, and Password fields have information but a test email will not be sent.

Next Steps

Once you’ve finished setting up your configuration, Save your changes.

 

  • After setting up the SMTP connection, use AR Email Templates or Payroll Email Templates to create default email preferences for AR Billing invoices, customer statements, and payroll vouchers.

  • You can then decided which customers you want to receive AR invoices and customer statements by email on the Customer Record - Email tab (Maintenance > Accounts Receivable > Customers).

  • You can also send automated email notifications to vendors to notify them of ACH payments. See ACH File for more information.

  • You can also select the processing groups you want to receive Payroll vouchers by email through Payroll > Processing > Process Payroll > Print & Email Checks and Vouchers.