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Email Credentials & SMTP Gateway Setup

Email Credentials & SMTP Gateway Setup

Email Credentials & SMTP Gateway - User Guide

1. Introduction 🏁💌

Modern enterprises run on automated communication. Whether it’s sending an invoice to a customer, a payslip to an employee, or an internal approval alert, the ERP system requires a secure “Gateway” to deliver these messages. The Email Credential module is a centralized utility for configuring your corporate SMTP (Simple Mail Transfer Protocol) server, making it the primary bridge for all automated delivery.

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Purpose of this Utility:

  • Automated Delivery: Connect your corporate mail server to the ERP to enable one-click document sharing.
  • Branded Communication: Ensure emails are sent from your official domain (e.g., payroll@yourcompany.com).
  • Security & Encryption: Securely store and manage SMTP ports and authentication passwords.

This module is essential for IT Administrators and System Integrators.

2. Key Configuration Metrics 🚀

A. Server Parameters

The system requires standard identification for your mail server.

  • Server Name: The SMTP address of your provider (e.g., smtp.office365.com or smtp.gmail.com).
  • Port Name: The standard network port for secure email (Commonly 587 for TLS or 25 for internal relays).

B. Authentication Security

To verify that the ERP has permission to send on your behalf:

  • User Name / Password: The credentials for the dedicated system email account.
  • Mail From: The primary email address that recipients will see in the “From” field.

C. System Ownership (SysOwned)

In highly secure environments, your Email Credentials may be marked as “System Owned.” This means they are managed centrally by your IT provider and cannot be modified by standard users, ensuring the integrity of the mailing gateway.

3. High-Security Workflow 🛠️

  1. Configuration: Enter the SMTP details provided by your IT department or mail service provider.
  2. Validation: Every time an email is sent (e.g., a Bulk Payslip run), the ERP uses these stored credentials to authenticate the session.
  3. Audit: Delivery success or failure is logged in the system to ensure messages are not “lost” in transit.

4. Understanding Data Indicators 📊

  • Port Name: The numerical port used for communication (Standard options are 25 or 587).
  • SMTP Server: The physical or cloud address of the mail server.
  • Mail From: The official sender identity.

5. Source Transactions 🔄

The mailing engine interacts with:

  1. Email Configuration Master: The primary source table for SMTP logic.
  2. Report Delivery Engine: The background process that generates PDFs and attaches them to the email.
  3. User Profile Registry: Checks if the sender has permission to initiate a mailing action.

6. Best Practices / Tips 💡

  • The “Service Account” Rule: Always use a dedicated “Service Account” (e.g., erp-sync@company.com) rather than an individual person’s email address. This ensures communication doesn’t stop if an employee leaves the organization.
  • Testing Your Port: If your organization has a firewall, ensure that Port 587 is whitelisted for the ERP server IP address to prevent “Connection Timeout” errors.
  • Password Updates: If you change your corporate mail password, remember to update it in the Email Credential page immediately to prevent disruption to automated reports like Payslips.
  • Two-Factor Authentication (2FA): If you use Office 365 or Gmail, you may need to generate an “App Password” to allow the ERP system to connect securely.
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