Configure e-mail accounts - Knowledge Base Office Maker / BiblioMaker

The Office Maker (except Finance) and BiblioMaker programs are able to send e-mails, or more precisely to communicate with your mail server in order to send e-mails.

Examples of use:

Sending by OM Business of invoices and reminders to debtors.
Sending by OM Staff of salary slips to employees.
Sending by BiblioMaker of loan reminders to readers or order forms to suppliers.

To use this function, you need at least 1 e-mail account. The choice of e-mail host is yours.

To enable our programs to communicate with your e-mail server, they must be configured appropriately. Please contact your network administrator for the name of your mail server host and any connection settings.

Creating a configuration

Email account configuration is done in Maintenance (accessible via File>Maintenance) by calling the Configure email accounts command in the Operations (Office Maker) or Other (BiblioMaker) menu.

In the email accounts list dialogue, click the Create button to add an email account. A window will appear, offering the choice of connecting to a Microsoft, Google (both platforms use the OAuth protocol) or SMTP account.

OAuth Configuration (Google and Microsoft)

The programme opens a window in your default web browser and you can log in to your account on one of these platforms.

Once the connection is established, the programme retrieves the necessary information to communicate with these platforms.

The configuration record contains the following fields:

Field	Explanation
Type	Connection type (OAuth or SMTP)
Title	Name of the configuration. Must be a unique name.
E-mail address	Adress linked to the account
Complete name	Configuration name on the platform.
Status	Indicates if the authentication is valid or not.
Last connection	Date and time of the last connection
Responsible user	The user account to which the e-mail address is associated. Only this user can change the settings of the e-mail account.
Delay between e-mails	Delay between sending two e-mails. Should only be filled in if your hosting company sets a limit on the number of e-mails to be sent per minute.
Answer to	e-mail address to which a possible reply should be sent. If the field is not filled in, the program will use the sender's e-mail address.
Carbon copy	E-mail addresses to which a copy of the message should be sent. The recipients of the message will be able to see the e-mail address of the recipients of the copy. If you enter more than one e-mail address, please separate them with a space or comma. Note: If you send the same e-mail to multiple recipients, the copy recipients will receive a copy for each e-mail sent.
Blind carbon copy	E-mail addresses to which an invisible copy of the message should be sent. The recipients of the message will not be able to see the e-mail address of the copy recipients. If you enter multiple e-mail addresses, please separate them with a space or comma. Note: If you send the same e-mail to multiple recipients, the recipients of the invisible copies will receive a copy for each e-mail sent.

The Test button is used to make sure that the e-mail account has been set up correctly. If an error message is displayed, it means that one of the settings is incorrect.

SMTP configuration

Field	Explanation
Type	Connection type (OAuth or SMTP)
Title	Configuration name. Must be a unique name.
E-mail address	E-mail address to use (e.g. john.smith@helsinop.ch)
Complete name	"Plain" name of the person or group represented by the e-mail address (e.g. John Smith or Helsinop SA Sales Department).
Account name	Account name with the mail server (e.g. johnsmith or john.smith@mycompany.ch).
Authentication with password	Check this box if authentication is required, which brings up the Password field.
Password	Password for authentication to the mail server. If you leave this field blank, the program will ask for a password each time you send an e-mail.
SMTP server	Address of the server sending e-mails (for example mail.helsinop.ch). The address is given to you by the company managing your mail server.
SMTP port number	Port number to use. The commonly used ports are 25 (not secured, not recommended), 465 (SSL) and 587 (TLS, recommended). The port number is given to you by the company managing your mail server.
Allow unsecured connections	For accounts that do not support secure authentication, have the software use an unencrypted version of your username and password to connect to the mail server.
Responsible user	The user account to which the e-mail address is associated. Only this user can change the settings of the e-mail account.
Delay between e-mails	Delay between sending two e-mails. Should only be filled in if your hosting company sets a limit on the number of e-mails to be sent per minute.
Answer to	E-mail address to which a possible reply should be sent. If the field is not filled in, the program will use the sender's e-mail address.
Carbon copy	E-mail addresses to which a copy of the message should be sent. The recipients of the message will be able to see the e-mail address of the recipients of the copy. If you enter more than one email address, please separate them with a space or comma. Note: If you send the same email to multiple recipients, the copy recipients will receive a copy for each email sent.
Blind carbon copy	E-mail addresses to which an invisible copy of the message should be sent. The recipients of the message will not be able to see the e-mail address of the copy recipients. If you enter multiple e-mail addresses, please separate them with a space or comma. Note: If you send the same e-mail to multiple recipients, the recipients of the invisible copies will receive a copy for each e-mail sent.

The Test button is used to make sure that the e-mail account has been set up correctly. If an error message is displayed, it means that one of the settings is incorrect.

Authorisations tab

Define on this tab the user accounts that will be allowed to use the e-mail account.

If you check the Reserved accesses box, you will be able to select each authorized user (a check mark will appear to the left of each authorized user).

If you uncheck the Reserved Accesses box, only the Administrator and the responsible user will be able to select this e-mail account when sending an e-mail.

Editing a configuration

You modify a configuration using the Modify button in the configuration list dialogue. The programme displays a window identical to the one used for creating a configuration.

You can change the connection type (convert an SMTP connection to OAuth or vice versa) or individual settings.

For an OAuth configuration, you reset a configuration with the Recycle Bin button.

If the status indicates that authentication is not valid, click the button with the platform logo to re-authenticate with it.

Re-authentication is only required by an OAuth platform if no email has been sent for a period of 90 days at Microsoft and 180 days at Google.