This page is maintained for older versions of KronoDesk only. The latest documentation can be found at: https://kronodoc.inflectra.com

KronoDesk Administration Guide Help Viewer

3.1.5. Email Configuration

This section allows you to change the settings regarding how KronoDesk sends out email notifications. There are several tabs that you contain different settings:

3.1.5.1. Email Options

This tab allows you to change some of the basic high-level email settings:

The options are:

  • Allow Outgoing Emails: Turning this off will disable ALL outgoing emails. Note that with this off, the email importer cannot be used, as users created via the importer will not be able to verify their account.
  • Send User Welcome Email: When this is enabled, a new registered user will receive a welcome email.
  • Notify Admin of New User: When enabled, the administrator account will be sent an email notifying of a new user registration.
  • From Email Address: On outgoing emails, this name and address is the email account the email will come from.
  • Reply-To Email Address: On outgoing emails, this name and address will be in the ‘Reply-To’ header of the email.
  • Force Email Control?: This setting lets the users define their own email options. If enabled, then users will not be able to disable receiving emails from the application. If disabled, they will be able to turn off email notifications.
  • Send Email Separator: Recommended if using the Email Importer for importing support tickets from an email account. Enabling this will add a line that will help the Importer keep reply text as minimal as possible.

3.1.5.2 SMTP Server

This page allows for setting up KronoDesk to communicate with your SMTP Server. The fields available and their usage are:

The options are:

  • Use IIS Mail Server Settings: If set to ‘No’, you must define your SMTP server information below. If set to ‘Yes’, the application will use the defined IIS virtual server settings.
  • SMTP Server Hostname / Port: The DNS or IP address of the SMTP server, and the port that it accepts incoming mail on.
  • Use SSL Connection: Whether or not the SMTP server requires an SSL connection.
  • SMTP Server UserID / Password: The username or password to log onto the SMTP server with. If no username or password is required, enter in ‘anonymous’ in both fields.

3.1.5.3 Mail Templates

This tab allows you to customize the email templates that are sent out:

To modify a template, you need to select which template you wish to edit. Once you select the template, the page will reload and display the selected template. The subject line is used in all emails sent with this template – note that some templates do not have a subject defined, and in this case the field will be hidden.

With this editor, you can link to external images, but cannot send any images as attachments.

You can modify the template to make it match your company’s styles, adding colors and fonts as needed.

Outgoing data uses a Token system. You can select a token to insert using the Token button in the toolbar of the rich text editor ([T]). It will open a dialog letting you select the token to insert.

Available templates to edit are:

  • User: New User Registration: If the ‘Send new user welcome email’ setting is set to true, this email template is sent out when a user registers.
  • User: Forgot Password: When the user forgets their password.
  • Forums: Subscription: Sent when there is an update to a forum that the user is subscribed to.
  • KB: Subscription: Send when there is an update to a Knowledge Base Article that the user is subscribed to.
  • User: Inactive Account Created: Sent out when a user had an account created for them via the Email Importer application. Contains information on how the user can verify their account to be able to log into the website.
  • Ticket: Notification: Sent out when a notification event is fired off due to a ticket update. This is the master template – the template can be edited per notification event when the event is created.