Email & communication

This block decides who your mail comes from, where it travels through, and where replies land. You find it under Configuration → Email & Communication and Configuration → Email Templates.

Email identity

• Email — the address your mail leaves from. Together with your company name it forms the sender your customers see.
• Email domain — the domain replies and bounces arrive on. The catchall address, the bounce address and the default sender all follow from it.
• Send a test email to myself — sends one real message to your own address, through the configured outgoing server, and reports straight away whether it worked.

Use your own company identity

Customer communication should leave from an address on your own domain. An environment still sending as its supplier’s domain says so in a warning at the top of this screen. For as long as that warning is there, your customer sees the wrong sender.

Mail servers

• Outgoing mail servers — the server that sends your mail: host, port, security and login. The from filter sets which addresses may send through that server.
• Incoming mail servers — a mailbox collected automatically, so customer replies land on the right record. Test & confirm checks the login.

Passwords are never shown again

A stored password disappears from view as soon as it is saved; the screen only shows that one exists. Change the host, the port or the user and it is cleared, so you type it again — that way it can never follow the server somewhere else.

Email domains and aliases

An alias turns an email address into an action: mail sent to support@ creates a record automatically instead of sitting in an inbox. You set the alias name, the domain, what it creates, and who is allowed to write to it.

What happens to that new record afterwards — who it is created as, with which preset values — is reserved for your platform administrator.

Email templates

Templates hold the wording of what your environment sends on your behalf. Among others, depending on what is installed for you: the intervention report, send quotation, order confirmation, send invoice, payment receipt, the acknowledgement of a QR-code report, and the invitation for a new user.

You adjust the subject and the text, and you can use simple placeholders such as the customer’s name or the service order number. More complex expressions are reserved for your platform administrator; the screen says so if you enter one. Creating new templates belongs there too — adjusting the wording of the existing ones is yours.

Who can change this

The customer administrator role. Other roles do not see this block.

What happens after saving

The new sender applies from the next message onwards. A changed template applies from the next send as well; messages already gone do not change. After every change to a server, test with the Send a test email to myself button.

If something goes wrong

Symptom	Where to look
The test mail does not arrive	Check the spam folder, then the outgoing server’s host, port and login
Customers see the wrong address	Email identity — is a supplier address still configured?
Replies arrive nowhere	Email domain; it must be a domain you own
A template will not save	You entered a more complex expression; ask your platform administrator

Next step

Continue with Users and roles to give your colleagues access.