Sending out emails is an important mechanism for the system to notify the administrators and users of the system about events. Emails can be used to set up second-factor authentcation for users through email, they can be used to send voicemail messages, messages about missed calls and other status emails to extensions and send reports about the call queues and other accounts to managers.
If you select "Send emails through cloud server" the system will just send emails from a email account provided by Vodia. This is a very simple way to set up email on the system. This obviously requires that emails are sent through Vodia-provided servers. If the setup requires that data does not go through such a server or you simply want to use your own email addresses, you need to comfigure the SMTP server as described on this page.
In any case you should provide the email address of the administrator, so that the system can send important updates about the system to the administrator.
Configuring the SMTP Server
The Vodia PBX system can be configured as an email client to send email messages to the users. To do this, the system needs a mail or an SMTP server (via an external SMTP provider) to send the messages. If you already have an SMTP server set up, you can configure it to the system using the following instructions. If you do not have one set up, you can set one up through Gmail for free or ask your email administrator.
Note : SMTP settings can be configured from both the Admin and Domain levels of the system (i.e., each domain can override the system-level email settings).
- Populate the form using the following information:
- From Address: This field will be used by the system when it sends emails. You can use names like email@example.com or firstname.lastname@example.org. The name will appear in the From field of the email, as shown above.
- Account: Provide the e-mail account for the SMTP server. Generally, this is the same as the From address.
- Password: This is the password for the e-mail account.
- Password(repeat): Confirmation for the password.
- SMTP Server: This is your SMTP outgoing mail server. The system can send email messages by emulating an email client; however, it needs a mail or SMTP server to send the messages. If you are using Gmail’s SMTP server (smtp.gmail.com), you will need to add a certificate .
- Encryption: This setting allows you to activate/deactivate TLS.
- Automatic: If the email server needs TLS, then the system will start TLS, otherwise, TLS will not be considered. Basically, there is a negotiation process before sending the email.
- Don’t Use TLS: If you know that your mail server does not support TLS, use this setting.
- Always Use: If your mail server requires TLS, then use this setting (Gmail requires TLS).
- Use same settings for all domains: When this setting is set to Yes, all domains share the same SMTP settings. If this setting is set to No, each domain is permitted to configure its own SMTP settings (i.e., email settings are displayed in the Domain Settings tab within each domain).
- Click Save.
- To test your email configuration, go to a domain view and click on Settings > General Settings.
- Scroll toward the bottom of the page to Midnight Events.
- Enter a valid email address into the "Send daily CDR report to" field, and hit "Try". You will receive an email from the system.
- You can also click the Test button in the Email Setup section to send a test Email to an administrator.
Adding Email Accounts to the System
To add email accounts to your extensions:
- Click the Email link in each extension account.
- Enter the email address into the Email Address field. When entering multiple email addresses, use a semicolon as a field separator.
- To send the user a Welcome message that includes information about the extension such as passwords and PIN, first go to the domain Settings > General Settings and set "Send welcome Email when an extension is created" to Yes. Then create the extension, click the Email link and add their Email address. (The SMTP server must be configured before this will work, and it will only send a welcome Email when you first create the extension).
Microsoft Office 365
- "From" Address: Theo Test <email@example.com>
- Account: firstname.lastname@example.org
- SMTP Server: smtp.office365.com:587
- Encryption: Automatic
- Check server certs for emails: Yes
- Domain name for EHLO: vodia.com
If you are using version 5.0.5 or lower, you will probably have to turn the certification checking off.
Note: Google has deprecated the Less secure apps for Google Account that used the simple user and password method, instead you will need to provide a 16 digit code that is now used as the password in order to use the account on the PBX.
In order to use the account on the Vodia phone system you will need to activate your account for 2 step verification, once the account is activated with this feature, under your "Manage your Google Account"
then go back to your Google security center and choose
"Security" choose 2-Step Verification "On" if it's already on then click on App password and create the type of App you will use, in this case the description is your phone system
You will then be presented with a prompt to enter the type of App is to be allowed on the account. Here you can put a description, then press the generated code
Enter the 16 character code into your vodia "Password" as shown below
- "From" Address: Theo Test <email@example.com>
- Account: firstname.lastname@example.org
- Password: "ttest" account Gmail 16 character password
- SMTP Server: smtp.gmail.com:465
- Encryption: Always use TLS
- Check server certs for emails: Off
- Use same settings for all domains: On
- Domain name for EHLO: vodia.com
AWS SMTP server
- "From" address : hostedi.am <email@example.com> (You can also enter your from address only)
- Account : AWS Account name (usually is an alphanumeric string)
- Password : AWS account password
- SMTP Server : email-smtp.us-<region-number>.amazonaws.com
- Encryption : Always use TLS
- Check server certs for emails : No
- Use same settings for all domains: Yes
- Domain Name for EHLO : hostedi.am (your domain name)
- Admin Email addresses : firstname.lastname@example.org;email@example.com;firstname.lastname@example.org