Email-Configuration

RFMS can connect to an external email system to send copies of reports and forms quickly. 
Note: Email in RFMS is outgoing only.

Email Configurations are user specific and can be set up in two areas:

• Order Entry > Utilities > Setup > Email Setup
• System Options : Utilities > System Options > System Wide > Email
  Note: If using the SMTP configuration some settings can be set globally. Please check the SMTP Configuration section for details.

Example of the Email Configuration Window. 
Note: This window cannot be hidden, but if the administrator sets them to assigned they can be view-only.
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Email Setup Options
Email can be configured to use the four following protocols (expand sections below for more details).

• Local Outlook (requires local installation of Outlook - see the Local Outlook section below for more details)
• Gmail (uses current OAuth Protocols via user's Gmail account)
• Office 365 (uses current OAuth Protocols via user's Office 365 account)
• SMTP (use for other email platforms that conform to normal SMTP Mail Standards)
   

Single Email / Mass Email:

• Single Email example: Emailing a Customer Invoice in Order Entry
• Mass Email example: Emailing Paystubs or Statements

Local Outlook

The Local Outlook option will launch an Outlook Message window when sending emails in RFMS.

Important Information about Local Outlook

• Outlook must be installed LOCALLY on the user's workstation - OR - 
• For Remote Desktop users, Outlook must be published on the Remote server.
• If a user has multiple machines with Outlook not set up on all of them, then it is best to use one of the other sending protocols.
• Local Outlook is NOT compatible to work with Outlook on the web (aka, Outlook.com, Outlook Web App, OWA,  etc.).
• Local Outlook is not supported for use in our hosted RFMS Subscription Service (aka: Cyncly Hosting). 
• Please be aware that, due to Microsoft's ongoing deprecation of Outlook Classic, we cannot guarantee the Local Outlook option will continue to work. In this case, we recommend selecting a different email option in your Email Configuration. 

CONFIGURATION:
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1. Single Email: select "Local Outlook"
2. Mass Email: "Local Outlook" can be selected for Mass Emails. However, RFMS does NOT recommend using Local Outlook protocol for Mass Emails. Select one of the other options instead.
3. Email Settings: these settings are optional when using Local Outlook. 
   Note: BCC is not necessary when using Local Outlook as Outlook will automatically save a copy in the user's Sent items.
4. Send Test Email: When sending a Test Email an Outlook window should open to allow you to enter the sending information. If a window does not open, verify your setup is compatible with Important information for Outlook Installations above.

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Gmail

The Gmail option uses current OAuth protocols for authenticating a user's Google Account and authorizing RFMS to send emails on the user's behalf. The user will be prompted to log into their Google Account when setting up their RFMS Email.

IMPORTANT: Gmail accounts MUST have Two-Step Verification turned on to work in third-party apps like RFMS. Contact Gmail for assistance with activating Two-Step Verification, if needed. 

Note: If connecting to RFMS through a Remote Desktop or Remote/Published App the user will need access to the default web browser on the RD server. If uncertain of access, check with your local technician. 

CONFIGURATION:
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1. Single Email / Mass Email: select "Gmail"
2. Email Settings:
   • Your Real Name: This name will show in the "From" field of your emails.
   • Your Email Address: Enter your full email address.
   • Automatically BCC: Select this box to send a copy of sent messages to the email address above.
     Note: BCC is optional. Gmail will automatically save a copy in the user's Sent items.
      
   • Signature: Enter your Email Signature to be sent with every email.
3. Send Test Email: 
   1. Click "Send Test Email" to open the Edit Email Information window
   2. Enter a recipient's email address
   3. Click "Send"
   4. A browser window will open prompting you to sign into your Google Account.
   5. Follow the prompts to login and select the option to allow RFMS to send email on your behalf. 
      Note: depending on your Google Account settings, there may be times in which you will be prompted to repeat the authorization, such as after changing your Google Account password. 

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Office 365

The Office 365 option uses current OAuth protocols for authenticating a user's Microsoft/Office 365 Account and authorizing RFMS to send emails on the user's behalf. The user will be prompted to log into their Microsoft/Office 365 Account when setting up their RFMS Email. 
 

Note: If connecting to RFMS through a Remote Desktop or Remote/Published App the user will need access to the default web browser on the RD server. If uncertain of access, check with your local technician. 

CONFIGURATION:
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1. Single Email / Mass Email: select "Office 365"
2. Email Settings:
   • Your Real Name: This name will show in the "From" field of your emails.
   • Your Email Address:  Enter your full email address.
   • Automatically BCC: Select this box to send a copy of sent messages to the email address above.
     Note: BCC is optional. Microsoft/Office 365 will automatically save a copy in the user's Sent items.
      Signature: Enter your Email Signature to be sent with every email.
     Please see the article How to Add Signatures for instructions about adding custom signatures with Office 365 in RFMS.
3. Send Test Email: 
   1. Click "Send Test Email" to open the Edit Email Information window
   2. Enter a recipient's email address
   3. Click "Send"
   4. A browser window will open prompting you to sign into your Microsoft/Office 365 Account.
   5. Follow the prompts to login and select the option to allow RFMS to access your info. 
      Note: depending on your Microsoft/Office 365 Account settings, there may be times in which you will be prompted to repeat the authorization, such as after changing your Microsoft/Office 365 Account password. 

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Note: 
 If using Multi-Factor Authentication with the Microsoft Authenticator App, and have problems with it not completing the authorization, or getting stuck in a loop, check with your organization's Email Administrator for assistance. Also, the following link is to a Microsoft Support article that may be helpful.

• https://support.microsoft.com/en-us/account-billing/common-problems-with-two-step-verification-for-a-work-or-school-account-63acbb9b-16a1-47b9-8619-6a865e8071a5

SMTP

The SMTP Option is for use with Email Platforms that conform to SMTP Mail Standards. If uncertain, please check with your Email Administrator or Email Provider for assistance.

IMPORTANT:

Many email providers are now requiring the use of App Passwords with third-party applications, especially if using Two-Factor/Multi-Factor Authentication with your Email Account. If uncertain, please check with your Email Administrator or Email Provider for assistance with App Passwords.
Note: with att.net it is called a "Secure Mail Key."

Please note: RFMS does not recommend using SMTP for Gmail or Office 365 accounts. Instead, use the GMail or Office 365 options (see sections above for details on setup).

CONFIGURATION:
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1. Single Email / Mass Email: select "SMTP"
2. Email Settings:
   • Your Real Name: (REQUIRED) This name will show in the "From" field of your emails.
   • Your Email Address: (REQUIRED) Enter your full email address. 
     Note: this address must match the email address entered for SMTP settings on the right side of the Email Configuration window.
   • Automatically BCC: Select this box to send a copy of sent messages to the email address above.
   • Signature: Enter your Email Signature to be sent with every email.
3. SMTP Server Information: All fields are required. For assistance with this, please consult with your local technician or email administrator as RFMS will not know the information needed for your SMTP server. 
4. SMTP Authentication: For assistance with this, please consult with your local technician or email administrator as RFMS will not know the information needed. 
5. Send Test Email: 
   1. Click "Send Test Email" to open the Edit Email Information window
   2. Enter a recipient's email address
   3. Click "Send" 

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Links to more articles regarding email use in RFMS Core

Follow these links for information about:

• No-Reply Email Configuration
• Creating Email Templates
• Mass Email Using Template
• Sending HR Stubs or Provider Remittances by Email
• Interoffice Email in RFMS