User Email: Setup and Usage

Setting up emails in the system is essential to foster seamless communication and sharing of information. From dispatching order confirmations to issuing payment reminders, the setup of emails plays an important role in ensuring the seamless functioning of a business.

In XoroERP, there are two types of email configurations: Company Email and User Email. Company emails serve as the official communication channel for the organization, while user emails are specific to the individual users of the system.

Which types of emails are sent using the User Email?

User email is used to send manual emails from the system for more personalized communication. The emails added to “Add to Email Queue ” are sent via user email.

The user email is used to send various documents and notifications from the system, including:

• Sales orders

• Purchase orders

• Invoices

• Item receipts

• Payment reminders

• Order confirmations

Setting up the emails

The process for setting up the User Email involves selecting the service type to configure the email, (Webmail (Microsoft), Exchange, or Email Services) and then setting up the details of the selected type.

To set up the User Email, go to Menu > User > User Email Setup

In the email configuration page, select the email service type to begin the process.

WebMail Email Services Setup

To set up the “Web Mail” Email Services follow the steps below:

• Enter the Outgoing Mail Server(SMTP): smtp.office365.com- for Microsoft & smtp.gmail.com- for Gmail.

• Enter the Email Address.

• Port Number–>587

• Enable SSL, and

• Email Password

• Click Validate to verify the information you entered is correct.

• Once validated, click Save.

  

Exchange Services Setup

For the Email Service Type Exchange, fill in the following details:

• Fill in the “Domain“, “Username“, and the “Email Password“.

• Exchange Uri: https://outlook.office365.com/EWS/Exchange.asmx

• Click "Validate" to verify the information you entered is correct.

• Once validated, click Save.

  

Email Services Setup

To setup the “Gmail” Services follow the steps below:

• Select Email Service Type: Email services.

• Then click on “Connect” in the Add Service.

  
• Sign in with Google Account.

• Then click on the “Allow“. (This will activate the email Services in the Xoro).

Common Issues in Email Setup and Suggested Resolutions

1. Getting the error “Cannot complete the request. Cannot send a test mail. The SMTP server required a secure connection or the client was not authenticated. The server response was: 5.7.1 Authentication Required. Learn more at. Please try again.” while validating. This message typically appears if the email or password or both are incorrect. Please re-check them all.

This message can also appear if you use Gmail and Google is blocking the sign-in attempts due to Security Standards. In that case, you will need to generate App Password for your Gmail Account to validate the Email. Here’s how:

• Click on the Google icon.

  
• Then, click on “Manage your Google Account”.

  
• Click on the “Security” tab.

  
• Under the “Signing in to Google” section, make sure the 2-Step Verification is turned On. If it is not, then turn it on.

  
• After turning on the 2-Step Verification, go back to the “Security” tab and click on “2-Step Verification”.

  
• Enter your Google Account Password for Validation, if prompted, and click on “Next”.
• In the “2-Step Verification” page, scroll down to the bottom and click on the “App Passwords” option.

  
• Here, select “Other (Custom Name)” from the dropdown options.

  
• Enter “Xorosoft” and click “Generate”.

  
• A 16-digit App Password will be generated for your device. This password grants complete access to your Google Account.

  
• Copy this Password and paste this into Xoro’s “Email Password” field on the Email Configuration Setup page.

  
• Save the changes and Validate the Email.

  

**Please note that it is mandatory to enable 2-Step Verification to be able to use this feature.

2. Getting the error “Cannot complete the request. Cannot send a test mail. Failure sending mail. Please try again” while validating. This typically appears if the outgoing mail server or port number or both are incorrect. Please re-check them all.

3. Getting the error “Cannot complete the request. Cannot test mail. The SMTP server requires a secure connection or the client was not authenticated.” This typically appears if the SSL setting is incorrect. Please re-check this.

4. If you are using Exchange Service type then the domain should be in the format of “company.com” (without quotes).