Mail Settings

Many documents may be sent by email directly from the system to customers, suppliers, employees and owners. Two methods are available for the recipient to retrieve the document. For the default method, links to documents are sent and the recipient clicks on the link in the email to access the document. Once the recipient has viewed their document the user will, through the Email Queue, see the date that it was viewed. The alternative method is the document is sent as a direct attachment to the email.

Either Liberty Accounts or another e-mail provider can be selected by the user as the outgoing e-mail server.

IMPORTANT INFORMATION ON EMAIL DELIVERABILITY

To increase the deliverability of emails sent from your own email system or from third party email systems such as Liberty Accounts you should ensure you have a SPF record as part of your Domain Name Service (DNS) configuration.

If you're not familiar with what an SPF record is, it decides whether a mail server or cloud-based email sending service like Liberty is allowed to send out email claiming to be from your domain. For example, if your company had the domain 'mycorporation.com', your SPF record would confirm that Liberty Accounts can send any emails ending with '@mycorporation.com'.

With this in mind, you need to add 'spf.libertyaccounts.com' to your SPF record as the message header on all emails will indicate they were sent from the Liberty Accounts servers. If the recipient's email server checks the message against your SPF record and finds that libertyaccounts.com isn't included as a sender approved by you, your email message may get rejected by the recipients email service.

All you need to do is add the below line to your SPF record:

include:spf.libertyaccounts.com

If you aren't sure where this line goes within your SPF record, we recommend placing it directly before the 'all' mechanism as that is effectively the end of the SPF record.

For example your SPF record might look like this:

v=spf1 mx ip4:[your mail server ip address here] include:spf.libertyaccounts.com ~all

There are many hosting providers available and each one may have a different method for editing your SPF record as it is a part of your DNS settings. If you do not know how to create or update your SPF record, we recommend that you either contact your hosting service provider or whoever is responsible for hosting and email within your organization.

For more information on SPF visit http://www.open-spf.org/


Documents that may be emailed from within the system are: -

Emailing from the system in summary

  1. Configure the email server settings
  2. Ensure e-mail details for customers, suppliers and employees are set up as necessary.
  3. For each recipient set the mode of document retrieval, via a link or as an attachment.
  4. Record transactions as normal.
  5. E-mail the appropriate documents from the transaction or subsequently from the lists provided.

When emails are sent out

The system will queue and then send new emails every 10 minutes, starting on the hour, so at the following times past the hour, :00, :10, :20,: 30, :40, :50.

Deletion of emails

Until they are sent, emails may be deleted from the Email Queue page.

Control - Email Queue

The status of each email is displayed.

Click the DELETE button to remove the email from the list and prevent it being sent.

Enable Mail

By default emails and their attachments are despatched via the Liberty Accounts email servers.

If you prefer to direct emails through your own business email server to have more complete records of email despatch activity for your business you should click the USE YOUR SERVER option and enter the account details in the SMTP Mail Server Logon Information section below.

The reply-to address is taken from the email address on the user profile of the person who triggers the sending of an email. If you wish to specify an e-mail address to be used on all emails sent on behalf of your business enter the e-mail address details in the E-mail Preferences section.

Mail Email Address

Enter the email address associated with the email account.

If you are uncertain you may need to contact your ISP provider or e-mail provider.

User Name

Enter the account/username through which emails should be sent. This may be an email account for an individual, or an account created specifically for the purpose of handling your email despatches from Liberty Accounts.

If you are uncertain please contact your e-mail service provider or check the existing settings of your email client.

Mail Server

Enter the details of the Outgoing Mail Server Hostname.

The format will be something like smtp.mymailserver.com or possibly an IP address such as 123.123.123.123

If you are uncertain please contact your e-mail service provider or check the existing settings of your email client.

Port Number

Enter the outgoing email port number

Standard smtp port numbers are:

Port 25 is the standard for outgoing emails. However your email provider may require another configuration and you may need to check with them.

Requires Authentication

Tick this box if authentication is required by the e-mail provider.

If you are uncertain please contact your e-mail service provider or check the existing settings of your email client.

Connection Security

Select the type of security demanded by your e-mail provider, either None, TLS or SSL.

If you are uncertain please contact your e-mail service provider or check the existing settings of your email client.

Reply-To E-Mail Address

A user will have an associated e-mail address (In their User Profile) and any reply will be directed to that address unless an alternative is entered here.

Any e-mail address entered here will overwrite the usual e-mail address for the user for any reply to the outgoing e-mail.

Reply-To Display Name

Enter a display name for any e-mail address entered above.

Request Return Receipt

Tick this box to request a notification of a received e-mail. The receipt will be sent either to the e-mail address associated with the e-mail account or the Reply-To E-Mail Address if set.

Footer

Enter any information or disclaimers that needs to be added as a footer to outgoing e-mails.

Please check with an advisor if you are uncertain whether something needs to added as a footer for compliance purposes.

Please note that we are not responsible for any implications if the e-mail is not delivered, is delivered late or contains a virus when it is delivered. Note that we only permit attachments generated programmatically within the Liberty Accounts system and there is no virus risk.

Send a Test Message

Click this box to send a test e-mail message to the e-mail account specified on your user profile when the SUBMIT button is clicked.

Using a Google Account as an email server

For those users who want to use a Google email account as an email server may do so but will be required to turn off Google's additional apps security.

Google, of course, recommend not to do this; users therefore may prefer to use the Liberty Accounts servers. However to proceed.

Navigate to your Google Account and log in

Under 'Sign in and Security' click on 'Connected Apps and sites"

Towards the bottom of the screen locate the area called 'Allow less secure apps.' and click the button to ON.