Email Servers

The Email -> Servers screen is where you identify the email server(s) to be used with MAPS applications. For example, FormFusion output can be delivered via email. To use email in your applications, add your existing email server to MAPS by selecting Add Server at the top of the screen.

Email Servers screen showing the General tab of the Email Properties dialog open to create a new email server.

Email Server Configuration

The Email Server Properties dialog contains four screens:

General

Server Name: Enter an identifier for this email server. The name you specify here is how this mail server will be listed in the MAPS applications, and does not need to match the actual mail server name.

Host (IP address): The IP or host name of the mail server.

Port: The default port for SMTP is port 25. If your mail server uses a different port, enter the port number here.

Advanced

Client Name: The domain name that appears in the header data of the emails sent from MAPS. If you leave this field blank, it shows the MAPS server's domain name.

Maximum Emails Per Minute: Allows you to control the rate at which MAPS sends queued emails to your mail server. This can be useful when sending out large-volume mass mailings.

Security

SMTP Security Level: The type of security used by the mail server. The available options are auto-detect, none, login, plain, DIGEST-MD5, CRAM-MD5, and CRAM-SHA1. When in doubt, the preferred setup is to use (auto detect) to let MAPS determine the security settings of your mail server.

Use TLS: Check this box if your mail server supports Transport Layer Security for email encryption. Some mail servers, such as Gmail's, require TLS. MAPS 6.2 and higher support TLS versions 1.0 and up. Earlier versions of MAPS only support TLS 1.0.

User Name/Password: Enter the credentials for the mail account to use.

Logging

$Logging screen. Sample log filename of "C:\Program Files\Evisions\MAPS\Services\Logs\email.log"$

Logging: Check this box to enable email logging.

Log filename: By default, all log entries, including email logs, reside in the main MAPS log file. Alternatively, enter a path and filename if you wish to store the email logs in a separate file. Using a separate log file helps to reduce the size of the MAPS logs and makes it easier to find the specific information you need.

Authorizing the Email Server

You can now authorize the email server for use by individual applications, users, and groups. Right-click in the Authorized for use with pane on the right (or use the dropdown menu) and choose Add Application, Add Group, or Add User. These options open a list of available users, groups, or applications that can be authorized for use with the selected email server.

Testing the Email Server

To make sure the newly added email server works correctly, select the Test button at the top of the Email Servers screen. Enter some parameters in the Test Email dialog, then select OK to send a test email.

This image shows the Test Email dialog where newly added email servers can be tested.

If you are entering multiple email addresses in the To field, separate the addresses using commas.

Email Queue

The Email -> Queue screen allows you to keep track of emails sent by MAPS or any of MAPS applications that have email capability. If all emails have been sent as intended, this list will be blank. MAPS will attempt to send an email four times. If it fails after the fourth try, the email will be held in the queue. Depending on the application, you can have the application specify to have these emails returned to sender. Several MAPS applications have the ability to queue an email to be sent at a later time. The date and time an email is scheduled to be sent is listed in the “Date to Send” column.

This image shows where the email queue selection is found in the MAPS Interface.

The Emailing active checkbox at the bottom of the screen controls whether MAPS is currently attempting to send emails or not. Unchecking the box will prevent any emails from being sent from any of the MAPS applications.

When an email is selected, clicking the Edit button brings up the Edit Email dialog shown below where you can override the date and time the email will be sent, and edit the email address if needed. Checking the Hold checkbox will hold the email in the queue and not send it.

This image shows the Edit Email dialog where you can view and edit details of a queued email.

Click the Error tab to view the error that caused the email to be sent to the queue.

Error: the SMTP server rejected the email with the reason: User unknown

In cases where you have a large number of emails to edit, you can use Shift or Control to select multiple emails at once. Editing emails this way will make the same changes to all of the selected emails.

If you want to configure notifications to alert you when emails from one or more applications are failing, you can do this on the Notifications screen under the Server section of MAPS.