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E-mail module

In this user manual, you will find the information concerning the configuration of the e-mail module. Starting with GEM-CAR version 13.0.4, we implemented a new simplified configuration that sends e-mails using our server. No more SMTP address configuration is necessary and it just takes a minute to set up. This new configuration improves security and deliverability. However, you will not find the sent e-mails in the sent e-mails folder of you e-mail provider. If you prefer so, you still can configure it to send e-mails using your e-mail provider’s server.

Simplified configuration

Follow the steps below to configure the e-mail module to send e-mails using our server. This feature is available starting with GEM-CAR version 13.0.4.

  1. From the GEM-CAR main menu, go to Configuration > General Information.
  2. From the General Information window, select the Options tab.
  3. Check the Option 126 - Use GEM-CAR server to send e-mails box.
  4. Enter your e-mail address in the E-mail address field.
  5. Click on the diskette icon to save.

E-mail provider configuration

If you prefer not to use the simplified configuration, follow the steps below to configure the information for your e-mail provider. The information for the most popular e-mail providers will be explained in the next subsections.

  1. From the GEM-CAR main menu, go to Configuration > General Information.
  2. From the General Information window, select the Options tab.
  3. Enter the port used by your e-mail provider in the Port field.
  4. Enter the SMTP address used by your e-mail provider in the SMTP address field
  5. Enter your e-mail address in the E-mail address field.
  6. Enter your username for your e-mail account in the User Name field.
  7. Enter your password for your e-mail account in the Password field and confirm it in the Confirm field.
  8. If you are new to GEM-CAR and started with version 13.0.2, you do not have to follow this step. The new e-mail module is using the most up-to-date security settings by default. However, if you were already using GEM-CAR before version 13.0.2, you may want to adjust one configuration parameter for more security. For compatibility reasons, the Less secure connection option at the bottom of the red frame on the picture above is checked by default. When this option is checked, an explicit TLS connection is used. However, it is preferable to use an implicit TLS connection if your mailbox provider allows it. You should then uncheck this option to use an implicit connection and verify or update the Port field if applicable.
  9. Click on the diskette icon to save.

SMTP address, port and type of connection

Here is the needed information to populate the fields for configuring the new e-mail module. For other mailbox providers, you may want to check for this information on their website or contact them. You may also need to consult your network administrator to obtain this information.

Mailbox provider Implicit Explicit SMTP Address Port
Gmail (Google) X smtp.gmail.com 465
Outlook (Microsoft) X smtp.office365.com 587
iCloud Mail (Apple) X X smtp.mail.me.com 587

Implicit and explicit TLS connection

The main differences between implicit or explicit connection are listed below.

Implicit connection

  • Communication between the client and the server is always encrypted.
  • E-mails are always encrypted.

Explicit connection

  • The communication from the client begins unencrypted, but once it is established with the server, the protocol tries to switch to a more secure encrypted communication.
  • If it is possible to negotiate an encrypted communication between the client and the server, the communication encrypts and the e-mail is also encrypted.
  • If it is not possible to negotiate an encrypted communication between the client and the server, the communication stays unencrypted and the e-mail is also unencrypted.

TLS and SSL Connection

Some mailbox providers may use an SSL connection instead of a TLS connection. The new .NET e-mail module is only compatible with the SSL protocol. It uses the 1.2 and 1.3 versions of the TLS protocol, depending on the connection between the client and the server. Previous versions of the TLS protocol (1.0 and 1.1) are not supported.

Two-factor authentication

GEM-CAR is not compatible with two-factor authentication. If your e-mail account is configured to use two-factor authentication, you may run into an incorrect password error when trying to sign in. In this case, you can configure an application password for GEM-CAR in the settings for you e-mail provider. For more details, visit the website of you e-mail provider. You will find below links to the support websites for three main e-mail providers.

If you e-mail provider does not provide any solution like an app password, you may have to disable tow-factor authentication.

Allowing less secure apps for Gmail

If you run into problems when trying to send e-mails with Gmail, you may try to enable the Allow less secure apps option.

Setting up individual e-mail addresses for each advisor

Since GEM-CAR version 13.0.2, you can set up individual e-mails for each advisor. This can be useful for each of them to send estimates with their own e-mail address instead of the general one of your company. After having configured GEM-CAR to use the general e-mail of your company, follow the steps below to set up individual e-mails for each advisor.

  1. In the GEM-CAR main menu, click on Configuration > Password Management.
  2. To add a new advisor, in the Maintenance of Users window, click on the magnifying glass icon and go to step 3. If the advisor is already on the list, select her/him and go to step 4.
  3. In the Advisor Maintenance window, select the name of an advisor and click on the green plus button and exit to go back to the Maintenance of Users window.
  4. To add an individual e-mail address for an advisor, after having selected her/his name on the list, enter her/his e-mail address in the E-mail for estimates and invoices field.
  5. Click on the diskette button to save.

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