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.

Emails are sent by default from the Liberty Accounts mail servers. It is also possible to configure Liberty to send emails via your own organisation's mail server, or via cloud email account providers such as Apple/Google/Microsoft.

For information on prerequisite configuration requirements in cloud email account providers such as Apple/Google/Microsoft review the following links (Correct as at Feb 2024):

Before March 2023 users of Liberty mail servers needed to modify their SPF record on their DNS configuration to include 'spf.libertyaccounts.com' in order to improve deliverability of emails.

This is no longer needed because we force the 'Sender' AND 'from' addresses to be 'no-reply@libertyaccounts.com' which will pass/match our own SPF record as the actual sender of the email. (The 'Reply-To' address will be the email associated with the user who generated the email in Liberty unless a general override 'reply-to' email address has been specified for the organisation)

If you did update your DNS SPF record in this way you may now remove any reference to our SPF record from your own spf record. The part to remove will look like 'include:spf.libertyaccounts.com'.

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.