Email Configuration

02/14/2020 Update: 

The Mac Mail script (referenced below) has stopped working. This is due to security limitations that were implemented by Apple beginning with Mac OS 10.14.x and includes all later versions of MacOS.

The SMTP method has been tested and it still works.

AV 2020.0.8 Update: We have made a change to account for the loss of the Mac Mail script. There is now a new IMAP functionality that replaces the Mac Mail script and allows you to see your emails sent from AcctVantage in the Sent Items folder of your email client.

If you are using AcctVantage to email any documents (i.e Sales Documents, Purchasing Documents, Client Statements, etc.) you will need to set up the software to use this functionality.

Notes:

  • There are 2 different methods that you can choose from on the Mac platform - SMTP or Mac Mail (prior to MacOS 10.14). These settings can either be applied globally (i.e. all Users) or for individual Users.
  • If using Windows, the only option available at this time is SMTP/IMAP.
  • With Mac Mail or IMAP there will be a copy of the message in the Sent folder of your Mac Mail application.
    • Also, the first signature found in the Mac Mail client preferences will automatically be attached to each outgoing message.
    • If you have multiple signatures saved here, you can move your preferred signature for AcctVantage to the top of the list by clicking and dragging it above the others.
  • A Correspondence record is created in AcctVantage using either method.

1. Email Setup for SMTP Mail

Go to Administration ➤ System Setup and select Email from the drop-down list. The settings entered here should equal the settings in the account settings of your email application.

  • SMTP Server (for outbound mail): The name of the server where your outbound mail is sent from.
  • IMAP Server (optional): The name of your IMAP server -- this is only required if you want emails sent from AcctVantage to appear in the Sent Items folder in your email client.
    • If you're using Gmail, please see the note below regarding IMAP setup.
  • Server requires user authentication: Many email hosts require authentication.
  • Use email address as user name: The user name will be the one entered on your User Access Levels record for Email Address (Reply To).
  • Use SSL: Many email hosts require SSL encryption.
  • Send Test Email: You can use this feature to test whether or not you have set the previous settings correctly.

If you are using a Gmail account to send emails from AcctVantage and you want to enable the IMAP feature, you will need to enable IMAP on your Gmail account instead of  AcctVantage.

Find your account settings here:

  • (Mac) Mail®: Mail menu ➤ Preferences ➤ Accounts tab
  • (Windows) Microsoft Outlook®: Outlook menu ➤ Preferences ➤ Accounts
Email Setup for SMTP Mail

1.1. User setup

To enable each user to send emails from AcctVantage, go to Administration > User Access Levels and open the User record. Go to the System Access tab and enter the user's Email Password.

The Email Password is assigned when you set up your email account. Contact your email provider for more information on how to retrieve this password.

1.2. Test the email setup

Click the Send Test Email button to test the email setup. If you see the message below, you are now ready to send emails from AcctVantage.

Click OK to save the System Setup window.

2. Install the script for Mac Mail (no longer works in AV 2020)

02/14/2020: The Mac Mail script no longer works due to security limitations implemented by Apple. Please see above info related to setting up AcctVantage to use your IMAP Server. Information here is only kept for legacy users.

First, you'll need to download and install the Mac Mail Script to enable the Mac Mail option in System Configuration.

  1. Download the attached script.
  2. Go to Administration ➤ Scripts.
  3. Open the Action Menu, select Load Installer and point to the script that you downloaded.

This script will automatically run as needed. You can now enable AcctVantage to use Mac Mail at either the global level or the User level (see the next steps.)

Install the script for Mac Mail

Enable Mac Mail at the global level...

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Go to Administration ➤ System Configuration and select Email from the drop-down list. Here you'll find the setting for Email Send Method. Double-click this to display a list of settings to choose from.

...Or Enable Mac Mail at the User level

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Go to Administration ➤ User Access Levels and open the User record to change. Click on the System Access tab and find the setting for Email Send Method under Other Settings. Double-click this to display a list of settings to choose from.

Save the Mac Mail setting

If you're using MacOS 10.14 (or later), you will need to disable Mac Mail. Change this setting to SMTP and then see the instructions about setting up AcctVantage to use your IMAP server.

Either method will bring up this list. Highlight Mac Mail, click Choose and then click OK to save the setting.

You can now begin using AV to send documents via email!

Save the Mac Mail setting