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Setting up the default email account

  • Updated

The e-mail address in the basic settings enables immediate sending of vouchers and e-mails. Receipts can be sent via CRM (Master data > Contacts). Documents via batch processing of the document overviews, via the action field in each document (Document > Action: send) or via logistics processes (sending at the packing table or when scanning the tracking, Settings: Master data > Projects). Often the 'info@.......de' is used here. Additional email accounts can also be set up later under Administration → Settings → System → Email Accounts.

Set up default email account

The following steps are necessary for activation (see below for detailed field description):

  1. Enter webmail account access data (mail server account data from your IT) (mandatory data).

  2. Enter test mail recipient (to check the function of the e-mail) (optional)

  3. Enter sender address, subject and central e-mail signature data (mandatory data)

    Important

    The email address of the account (1.) must match the address data (3.). Most webmailers prevent the sending of different accounts.

  4. E-Mail greeting (recommended)

  5. E-Mail copy recipient (optional)

  6. HTML Template (optional)

Note

For each Google Mail account, you have to activate the "two-step confirmation" and create an "application-specific password" in the Google account, that you then store as the password for the mail account in the mail configuration in Xentral . For more information about the settings in Google, please refer to: https://support.google.com/accounts/answer/185833

As soon as the settings have been made, they have to be saved by clicking the "Save" button.

Field settings: default email account

1. Access data webmail account

Here you have to enter the access data for the desired webmail account, which should become the default settings for sending mails. The following fields are required:

  • Username (e-mail): Username of the webmail account

  • Password: Password of the webmail account

  • Outgoing mail server: SMTP server (outgoing mail server) of the webmail account

  • Port: Port of the webmail account (default ports are mostly: port 25 without encryption, port 465 with SSL or SMTPS, port 587 with TLS)

  • Encryption: Encryption setting see above or individually

2. Test mail recipient and check

Whether the mail account settings are correct can be checked directly using the test function:

  • Testmail recipient: Active email address to check the data entered above via the testmail function

  • Send test mail: Button to send the test mail (Before this, 3rd and 4th must be entered) Please save first and then send!

Send test e-mail:

  • A Testmail recipient has to be entered

  • The settings are to be saved

  • Send test mail sends directly a test e-mail to the set address

PHP mail function

(IT special case > do not use by default > IMPORTANT: The checkbox Use PHP mail() must be unchecked to use the SMTP settings).

  • Use PHP mail() (only in exception!): Only activate if nothing is set above!

  • No SMTP authentication

3. Sender and signature data

Define default footer (= signature) for outgoing emails

  • Email address: Email address displayed at recipient (must match the mail address from the account data!)

  • Name of sender: Name displayed at recipient (info: may be overwritten by differently stored name in webmailer, e.g.: if customer's or copy recipient's webmailer uses address book function, it may be displayed differently there)

  • Default signature: Central default signature (if not set differently in other mail accounts)

In the signature the variables {MITARBEITER},{MITARBEITER_TELEFON},{MITARBEITER_MOBIL}, {MITARBEITER_EMAIL} and {MITARBEITER_TELEFAX} can be used

To add an image to a signature, follow these steps:

  1. Store the image on an external server. You cannot place the image in Xentral.

  2. Click on Source. This will take you to the HTML view.

  3. Insert the following text module with the corresponding URL and alt text into your signature:

    <img src="url" alt="alternatetext">

  4. Click Save.

Note

You can't use an image from Shopify, because the shop doesn't allow external integration.

4. Important info about the two to be set up

The email address of the mail account (1) and the sending address (3) must belong to the same mail account (these fields must contain the same mail address).

5. E-mail greeting

  • Standard greeting: Central greeting (if not set differently in other mail account) e.g. variable sender name {MITARBEITER},{MITARBEITER_TELEFON},{MITARBEITER_MOBIL}, {MITARBEITER_EMAIL} and {MITARBEITER_TELEFAX}

6. E-mail copy recipient, BCC

  • Copy-recipient 1: Each outgoing e-mail is sent in parallel as a copy to address

  • Copy recipient 2: Every outgoing e-mail is sent in parallel as a copy to address

  • BCC: Each outgoing e-mail contains the main recipient instead of the copy

Use Copy Recipient and BCC: If an email address is specified under Copy Recipient 1 and/or Copy Recipient 2, a copy of each outgoing message will go to that address(es). From version 19.1 there is a new field BCC. The e-mail then contains the main recipient. This way, especially in the setup phase, the following functions can be checked:

  • Sending the tracking number to the customer

  • Synchronization of stock numbers

  • Prepayment payment reminder to the customer

  • Payment reminder (e-mail dispatch)

  • Incoming e-mails to the ticket system

  • etc.

7. HTML template

  • HTML Template: Possibility to insert a HTML template.

Insert HTML templates: It is possible to insert HTML templates for the sent e-mail contents. To do this, click on Source code in the editor and enter the HTML code. Important is:

  • The e-mail content of Xentral must be inserted in a variable {CONTENT} in the HTML code.

  • CSS code must also be placed between style tags in the HTML template

This HTML template can now be used directly for business letter templates. The business letter template is the content and is automatically inserted via the variable {CONTENT} when sending e.g. an offer.

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