Mail Accounts

1Setting one up #

• Send from is the address recipients will see, and it identifies the profile — changing it later renames the record.
• SMTP server is a HOST NAME, not an e-mail address — smtp.gmail.com , not smtp . It is the single most common thing wrong with a profile that looks perfectly filled in, and it is refused here now rather than at the first send.
• Port comes from your provider. 587 with SSL is the usual pair; 465 is also common.
• Server needs a login is on for nearly every provider. Off is only right for an internal relay that trusts this machine.
• Most providers now require an app password — a code generated for one application — and will refuse the account's own password without saying why.
• Then send a test . It is the only way to know.

2Step by step #

Mail accounts are the SMTP identities the system sends email as.

1. Press Add (F3) and enter the account: display name, address, SMTP host, port, security and credentials.
2. Save with F5 , then use the page's test-send to prove the credentials before pointing features at it.
3. Mark the profile the portal should use if portal mail is in play.

3The password #

It is never shown back to you. The screen says whether one is stored; leaving the box empty keeps it, so changing a port or a name cannot wipe the credential by accident.

Worth knowing: the password is stored using the ERP's own reversible encryption, because that is the format the desktop application reads. Anyone with read access to the company database can recover it. Use an app password limited to sending, not an account password you use elsewhere.

4Automatic senders, and sharing — two different questions #

What sends through this profile decides what the system sends from it without anybody asking — portal invites, payslips, statements. Each app or module picks one profile; where none is chosen the company-wide default carries it.

Who may send from it by hand is separate: it decides which users may choose this address when composing a message themselves. A profile can be payroll's automatic sender and shared with nobody, or shared with the whole sales team and be the automatic sender for nothing.

Sharing is recorded against the user, not the user's name, so renaming a user or changing the profile's address does not lose it.

5Which profile the portal uses #

The one marked Portal sends through this one . Only one profile can hold it — marking another moves it.

With none marked, portal invites are not e-mailed at all: the link is still created and shown for copying, and the Portal Users screen says why it was not sent. A customer's invite arrives from the company they trade with, so the profile chosen is the one belonging to that customer's default company.

6When a test fails #

• Authentication failed — nearly always an app password being needed, or the user name not being the full address.
• Timed out — the port is blocked between this server and the provider, or the wrong port for the SSL setting.
• "A non-recoverable error occurred during a database lookup" — nothing to do with a database. It is .NET's wording for a DNS lookup that found nothing, which means the SMTP server name does not resolve. Check it is a host name and not an address.
• Sent but nothing arrived — check spam. A brand-new sending address is often filtered until the domain's SPF and DKIM records name your provider.
• The message the server gave back is shown as it came. It is usually the most useful thing on the screen.

7What this screen does not change #

Incoming (POP/IMAP) settings, profile sharing between users, and the SQL Server database-mail columns are left exactly as the desktop application set them. Nothing in the web application receives mail, so offering those here would be offering settings that do nothing.

8Shortcut keys #

• F3 — new profile.
• F5 — save.
• Esc — close the editor without saving.

9If something does not work #