BEFORE BEGINNING SETUP
Please read through these steps thoroughly. If you are using a shared email inbox or a designated email address to send and receive messages through automations setup in Receivables, you will need the security credentials for those email accounts prior to scheduling this setup.
If you are using an external provider to send emails through, such as SendGrid or Postmark, you will need the following pieces of information available at the time of setting up:
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Server Name
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Port
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User Name
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Password
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Domain
*If you are using a connector, API, or webhook, please contact us prior to set-up.Contact us at atcsupport@sage.com to schedule a time with one of our team members to facilitate a meeting to walk through the setup process with your team. This can be an Admin User or IT user, but they must have access to the “Admin” settings within Receivables and they must also have the credentials for the email user account being used to send and receive automations in the system.
Note: It is critical to contact us if this is your first time setting up a Mail Setting under the new MS O365 Authorization configurations, or if you have attempted to set this up and are unable to send and/or receive emails and generate automations. Once you are connected to this feature, you should no longer need to contact us to assist with any additional or future new Mail Settings. It is critical to contact us if this is your first time setting up a Mail Setting under the new MS O365 Authorization configurations.
1. Log into SARA Receivables web client using a SARA Admin User’s username and password and then:
Navigate to: Admin → Settings & Utilities → Site Options → Mail Setting
2. Select the purple “Mail Settings” button.
Alternate path: Admin → Master Files → Company Select “Edit” next to the “Company ID”
3. Select “Edit” for the existing (“BasicAuth”) Mail Setting that is being replaced.
Although some configuration fields will carry over same information, the IMAP settings are most critical to ensure the details are correct for with this requirement from Microsoft, please take note of your current configuration for reference, if needed (a screenshot or opening a duplicate tab is recommended for ease).
Do not delete this setting until the new setting has been connected, verified, and is syncing inbound/outbound emails successfully.
Once all information has been captured, select “Cancel” and proceed: 5. Select “+Add new record.”
6. CRITICAL STEP: Select the associated credential type for email server: MSO365 or Gmail (not active until November 2022)
7. Begin filling in the required fields in the New Record setting, making sure to enter a Description as well as Subject Tag.
If you are either using an alternate Outgoing/SMTP provider such as SendGrid or PostMark, please contact atcsupport@sage.com before you proceed.
Fill in the necessary fields for both server settings, being sure to fill in the following fields (Blue denotes optional):
OUTGOING SMTP SETTINGS
- Server Name:office365.com
- Port: 587 | If you receive an error upon testing, the "Start TLS" box may need to be selected.
- Default Send as Email | This is the "from" email address that the recipient will see i.e., Collections@Company.com OR YourName@company.com.
- From Name | What name does customer want to have shown here? i.e. "Your Provider Accounts Receivable Team" instead of Send as Email address.
- (From) User Name | This is the email address (or username) associated with the SMTP server
- (From) User Domain | This is the domain for the Send as email address and these must match.
A note about “Send,” “From Name,” and “(From) User Name”
If you send both non-transactional and transactional emails, it is a good idea to let your recipient(s) have an idea of what you're sending them by connecting the "From" email address to the purpose or nature of the email. For example: info@, support@, collections@, or accountsreceivable@, etc.
This splitting of function also allows your recipient to manage your emails using their own filters to meet their business needs. It also ensures that if they, for example, write a rule that deletes all emails from newsletters@, they will still receive emails from billing@ or support@.
If you're worried about managing too many email addresses, you can always use a different reply-to address (User Name in Incoming Settings) address when sending a campaign to redirect replies to fewer mailboxes.
INCOMING IMAP SETTINGS
- Server Name:office365.com
- Port: 993 | Note: 993 works with "Start TLS" and 143 works with "SSL."
- Inbox Folder Name | "Inbox" is general default.
- Sent Items Folder | "Sent" is general default- confirm with server.
- User Name | Reply-To email address; where should replies be delivered to?
- Password | Password associated with User Name - BOTH the User Name and Password entered here will be required to complete the Authentication process.
- User Domain | This is the domain for the User Name and must match the domain of User Name.
About Reply-to addresses
While it's good for deliverability to use a "From" address that invites recipients to contact you, you may want responses to go to a different address. If you've got a large subscriber list, for example, you could end up receiving tens of thousands of out-of-office emails that you'd prefer to go somewhere other than your main email address.
Take a moment to thoroughly review and once complete, click “Save.”
Once saved, a purple “Connect” button should appear; click on this to complete authentication process.
8. A new tab or window will open to complete the user authentication through MS Exchange.
• Enter the credentials associated with the Incoming User Name; A new window reading "Authentication is Complete. You may now close this page" message will open:
9. Once complete, return to the mail settings window to confirm the setup connection:
- Click “Save” and the purple button should now read “Disconnect” in Mail Settings.
- Click "Edit" and select "Test Outgoing Settings" and enter an email address for testing, 2 emails will be sent.
- If any errors appear, take a screenshot or copy and paste the error and send to us.
- Click "Test Incoming Settings" and wait for "OK" message | If any errors appear, take a screenshot or copy and paste so that any errors can be corrected, or forward to SARA Technical Support.
10. Once testing is complete, return to the newly created oAuth Setting and ensure it is set to “Active” and click “Save” – “Edit” former setting to “Inactive” and click “Save” (Do not delete after ensuring final audits are complete).
11. Set New oAuth Mail Setting Default for Company(ies).
Admin → Master Files → Company Refer to image in Step 2-dropdown “Select Mail Setting.”
12. Once this is complete, ensure that all emails have been retrieved from the BasicAuth folder(s) Messages → Mail.
13. After you are confident that everything is set up properly, you may return to “Mail Settings” and delete the BasicAuth settings you no longer need.
If you have not yet chosen to delete the former BasicAuth Mail Setting(s), OR if you simply choose to not delete the BasicAuth Mail Setting(s), be sure to set to “Inactive” and go back to step 12 to check for any missing emails in the event that a Company has not yet been set to an oAuth Default Mail Setting or if you see alerts in “Messages” remember to check the folders for that Setting Folder in either “Mail Not Read” or “Mail Not Filed.”
Congratulations! You are now set up!