How do I setup the email feature in ExpressMaintenance?

Answer: ExpressMaintenance allows users to email purchase orders and work orders directly from within the program to applicable recipients. Before the email feature can be used, you must setup certain settings under Administration / Defaults / Email Settings.  Beginning with version 8.x of ExpressMaintenance, there is a built-in SMTP Email Test screen under Administration / Manage / Email Test.  Use this program to diagnose error messages being returned when sending test email.

These can be confusing and you may need to consult with your email / system administrator for details.  The screen shot is shown below followed by explanations:

 

Field Explanations

SMTP Server Name – The name of the outgoing SMTP mail server to be used for sending email.  See system administrator for details.  This must be correct.
Sender Account On Server – Enter the login account on the outgoing mail server to be used.  This is not the full email address but just the email account name (example: ajones@mycompanyname.com).  This must be correct to work properly.
Sender Email Password – Enter the password of the sender as setup on the server.  The password must be correct for the user account used above.
Copy Recipients For Work Orders – A list of email recipients (separated by semi-colon) who will receive a copy of the work order emails.
Email Format – Select the format of html, plain or rich text email format.
Attachments Format – Select the type of documents format to be used when attaching purchase orders or work orders. The recommended format is Adobe Acrobat (.pdf) as this is universally accepted.
Subject Line For Work Orders – The text to appear in the subject line of work order emails.
Body Text For Work Orders – The text to appear in the body of the work order emails. Click button for larger screen editing.
Copy Recipients For Purchase Orders – A list of email recipients (separated by semi-colon) who will receive a copy of the work order emails.
Subject Line For Purchase Orders – The text to appear in the subject line of work order emails.
Body Text For Purchase Orders – The text to appear in the body of the work order emails. Click button for larger screen editing.

Notes

  • The sender of email will always default to the email account of the user logged into ExpressMaintenance.
  • The recipient of the email will default to the vendor for purchase orders.
  • The recipient of the email will default to the assigned employee for work orders.
  • Uses can setup a list of default people to carbon copy, subject line and body text.

Problems?

The most common problem with this feature working properly is the email account or password not being setup or valid.  This is something you must obtain from your system or email administrator. The second most common problem involves firewall software or SMTP Security policy preventing other applications such as ExpressMaintenance from sending out email.  You will need to address these with your system / email administrator.

If you are unable to get the email function to work properly please address these issues with your administrator first and use the SMTP Email Test Program found under Administration / Email Test.

SMTP Email Test Program

We have developed a simple SMTP Email Testing program to aid in diagnosing email issues. The Email Test program is built into ExpressMaintenance under Administration / Manage / Email Test (Version 8.1 or Later).  This simple program will allow you or your administrator to test various settings to determine what works properly.  Once the proper settings are determined, they can be setup in the defaults of ExpressMaintenance.

If you still have problems even with the test program and you know the information entered is correct, then the firewall or SMTP security software is preventing the sending of the email and must be addressed by your IT.   This is not something we can resolve for you.