Employee Email Setup

This article covers the employee email setup. It goes through email hierarchy logic, options for signatures, email methods (with SMTP preferred over the outdated MAPI), and detailed SMTP settings. Additionally, the article includes instructions for sending test emails to verify settings and troubleshooting tips for resolving common issues.

Topics included in this article

• How to get there

• Email Hierarchy Logic

• Options

• Signature

• Email Method

• SMTP Settings

• Send Test Email

• Reasons Why Recipients May Not Be Receiving Your Email

How to get there

Expert

1.  In the Program Menu, go to Security
    
   
   
2. Employee Setup
   
   
   
3.  Select an employee
    
   
   
4. Email Setup (located in the top toolbar)
   

Elite

1.  Gear icon
   
   
   
2.  Security (located under Core Options) 
   
    
3. Employee Setup
   
   
   
4.  Select an employee
    
   
   
5. Email Setup (located in the top toolbar)
   

Email Hierarchy Logic

In this logic list, when the result is true, the program stops processing and uses those email settings to send the email.

1. Check for employee-store-specific settings.
2. Check for employee global settings.
3. Check for company store-specific settings.
4. Use the company's global settings.

a. If not set up, the email will fail.

Options

1. Dropdown menu: allows you to designate an email setup based upon Company usage or each Individual Store usage for the selected employee.
2. Use default email settings: by checking this box, the program will skip these settings and move to the next level in the hierarchy.

Signature

When these email settings are used, the text in this box will be appended to the bottom of the email body

Email Method

1. Use MAPI (local email) -This method is no longer supported. While it can still be used by someone with knowledge of MAPI, we no longer support it.
2. Use SMTP for email – This method allows you to set up email server settings directly in the program, eliminating the need for third-party email applications.

SMTP Settings

1. Email Address:  The email address/account of the employee.
2. Email Password:  The password for the email account referenced in #1.
3. Email Domain: This will be determined by your email provider.
4. SMTP Server: This will be determined by your email provider.
5. SMTP Port: This will be determined by your email provider.
6. Use SSL: This will be determined by your email provider.
7. Reply to Address: Enter an email to which you want the recipient to reply. Leave it blank if you prefer it to be the same as the email above.
8. Display Name – This will be the name the recipient will see regarding the email's origin.
9. Blind Carbon Copy – Point of Rental is not an email application and, therefore, does not have a sent box.  We recommend setting up a BCC with the operator’s email address.  This allows access to all sent emails from the Point of Rental application.  Additionally, we recommend setting up a secondary generic email box where all emails sent from Point of Rental will be sent through this BCC email; this gives management an easy way to see all email activity from Point of Rental.
10. Graphic File Name: You can place a logo on your hard drive and enter the path to the logo here (c:\por\mylogo.jpg).  The logo will appear below the signature text.

Send Test Email

Testing email is not about testing the email settings as seen on the screen. It tests the hierarchy logic outlined above, and then the Program tests the email settings for the account selected by the hierarchy logic.

Reasons Why Recipients May Not Be Receiving Your Email

1. The default message that POR says when sending a contract is “Your invoice is attached,” which can be flagged by other people’s emails as spam. You can change this in your system by going to:
   • Expert: Program Menu> Configurations> System Configuration> Parameters> Email Letters.
   • Elite: Gear icon > App Configurations (under Core Options> System Configuration > Parameters > Email Letters
2. The recipient's email provider has filtered the mail as spam or junk based on the email address's domain.
3. The recipient’s “Junk Mail” filter has identified one or more keywords in your email message or attachment that spammers repeatedly use.
4. The recipient has set up 'rules' in their mail program that are too generic, so they are tagging your mail as spam.
5. The recipient's email provider has flagged the sender as someone who sends spam and is blocking the email.