Events That Send Mail
When you use an SMTP mail server, ManualWorks sends mail when the following events occur.
A watched document changes (a chapter is added or deleted, or content changes)
Feedback is left on a watched document
A comment on a watched document is added, changed, or deleted
An announcement is created, changed, or deleted
A notification is sent
A change request is answered
A task is created, changed, or deleted
A task answer is created, changed, or deleted
Someone shares by email from the web viewer
A two-factor authentication code is sent
A password is reset
The <Forgot your password?> tab appears on the login page only when an SMTP mail server is configured.
Configuring the Mail Server
Configure the mail server as follows.
Go to the <Admin | Preferences | Mail Server> menu.
Click the <Update Mail Server> link.
Enter the basics, the SMTP server (outgoing server), and options.
Click the button.
Field | Required | Description |
|---|---|---|
Email Prefix | No | The prefix added to the front of mail subjects. The default is |
SMTP Host Name | No | The IP address or domain name of the outgoing server. Mail is sent only when this value is set. Example: |
SMTP Port | No | The port number of the outgoing server. The default is Examples: default port |
SMTP Username | No | Enter this if the outgoing server requires authentication. Depending on the server, enter just the account ID or the full email address. |
SMTP Password | No | Enter this if the outgoing server requires authentication. To keep the password from being exposed, click the <Change Password> link on the input screen and enter it separately. |
Sender's Email Address | No | If you set the SMTP username, it becomes the sender address. To send from a different address, enter it here. If the server does not need a username and password, you must enter the sender's email address to set the sender. |
Exclude logo from mail contents | No | When selected, the logo is not included in sent mail. The default is off. |
The SMTP host supports SSL. (Default port: 465) | No | Select this if your mail server requires SSL encryption. You cannot select it together with TLS. |
The SMTP host supports TLS. (Default port: 587) | No | Select this if your mail server requires TLS encryption. You cannot select it together with SSL. |
When you use Google as the SMTP server, you must select “The SMTP host supports TLS.” even if you use the unencrypted port 25.
Mail channels for tasks do not use these mail server settings. The incoming server (IMAP) and the server for sending replies (SMTP) are set separately for each mail channel.
Sending a Test Mail
Send a test mail to verify the mail server settings as follows.
Go to the <Admin | Preferences | Mail Server> menu.
Click the <Send Test Mail> link (it appears only when the mail server is configured).
Enter the message, and click the button.
Viewing Sent Mail
View the list of sent mail in the <Admin | Servers | Mail> menu.
The mail history is kept for 30 days and then deleted automatically.