[Donor Management System] Configuring your Email Settings

Before you can start sending emails through the DMS, you’ll have to configure its basic settings.

  • The outbound emails that you send through the DMS will come from your own current email provider.
  • Please contact your Onboarding Specialist if you’re having difficulties finding your specific email provider settings.

Information Needed for your Configuration

You need a few pieces of information ready from your current email provider when configuring your Outbound Email Settings in the DMS:

  1. SMTP Details
  2. SMPT Username and Password
    • In some cases, you will need to generate an App-Specific Password
    • It is recommended to use your main Admin Account for the configuration. You will be able to add multiple “From Emails” later.

If using Gmail / GSuite

Note: we recommend double-checking this information with your current email provider and/or IT personnel.

SMTP Details

  • SMTP Server: smtp.gmail.com or ssl://smtp.gmail.com
  • SMTP Port: 587, 465 or 25

SMTP Authentication

  1. Enable 2-Factor Authentication for your organisation and allow your Gmail users to turn it on to their individual accounts.
  2. Turn on 2-Factor Authentication for the e-mail address you want to use in the DMS.
  3. Generate an App-Specific Password for the e-mail address you want to use in the DMS.
  • SMTP Username: the same e-mail address you want to use in the DMS.
  • SMTP Password: your newly generated App-Specific Password.

If using Office / Microsoft 365

Note: we recommend double-checking this information with your current email provider and/or IT personnel.

SMTP Details

  • You can find the Outgoing SMTP Server Settings here.

SMTP Authentication

  • SMTP Username: the same e-mail address you want to use in the DMS.
  • SMTP Password: the password associated with your e-mail address.
    • If an app-specific password is needed, see more details here.

If using another Email Provider

You should be able to configure your emails in the DMS for most email providers by following the general steps in this article. If you’re having difficulties finding your specific email settings, please contact your Onboarding Specialist.


Configuring From Email

You need to set up which e-mail addresses you want to use in the DMS. These addresses will be displayed as “Sent From” when your Contacts receive emails from the DMS.

After configuring your From Emails, you will also have to configure Mail Accounts to properly set up these “Sent From” addresses.

1. Go to the Administer Tab

2. Under Communications or CanadaHelpsMail, select From Email Addresses

3. On the next page, you will see a list of placeholder “From Email Addresses” that you can manage. To delete them, select Delete next to their names.

4. Select Add From Email Address to add a new one.

5. Next, you will need to fill out the information associated with the new email address you’re adding:

  • FROM Email Address: add your new e-mail address with the format “Name Example” <example@example.com>
  • Value: please leave this field as-is.
  • Description: optional description for the e-mail address.
  • Order: which order this e-mail address will show up when selecting from the available “From Emails” while sending emails in the DMS.
  • Enabled?: leave this checked to enable the e-mail address.
  • Default Option?: mark this to make the e-mail address the Default in the DMS.

6. Once you’re done, select Save at the bottom right corner of the screen to add the new From Email.


Configuring Mail Accounts

After configuring your From Emails, you will need to set up your Mail Accounts for both:

  • Setting up “Sent From” emails, and
  • Sending Bulk Emails.

These Mail Accounts should match the same e-mail addresses used as the From Email ones.

1. Go to the Administer Tab

2. Under CanadaHelpsMail, select Mail Accounts

3. On the next page, you will see a single placeholder “Mail Account” that you can manage. You can leave this placeholder there for now.

4. Select Add Mail Account to add a new one.

5. Next, you will need to fill out the information associated with the new Mail Account you’re adding. Add only the following fields and please ignore the rest:

  • Name: internal name of the Mail Account. This will not show up to Contacts.
  • Email Domain: the same domain of your default From Email. Add your new email domain with the format “example.com”.
  • Protocol: select the appropriate protocol based on your email provider’s SMTP details. Usually IMAP or POP3.
  • Used For?: select Bounce Processing.

6. Once you’re done, select Save at the bottom right corner of the screen.

7. The new Mail Account will be added and marked as Default. You can then delete the placeholder one by selecting Delete next to its name.

8. For any additional Mail Accounts that will match additional From Emails, add these new Mail Accounts following the same steps from above as Email-to-Activity.


Configuring Outbound Email Settings

After configuring your From Email and Mail Accounts, you can then configure your Outbound Email Settings:

1. Go to the Administer Tab

2. Under System Settings, select Outbound Email Settings

3. On the configuration page, select Yes and SMTP

4. Insert the gathered information for your the SMTP Configuration based on your current email provider:

  • SMTP Server: enter the SMTP server (machine) name such as “smtp.example.com”. If the server uses SSL, add “ssl://” to the beginning of the server name, such as “ssl://smtp.example.com”.
  • SMTP Port: The most common SMTP port possibilities are 25, 465, and 587. Check with your mail provider for the appropriate one.
  • Authentication? (Yes or No): Does your SMTP server require authentication (user name + password)?
  • SMTP Username: the same default e-mail address you want to use in the DMS.
  • SMTP Password: either the same password of the default e-mail address you want to use in the DMS or an App-Specific Password.

5. You can select Save & Send Test Email to test your newly configured settings.

6. Once everything is working properly, select Save and you’ll then be able to start sending outbound email in the DMS!

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