Email Settings

You can setup a general email signature in  Settings-> Email Settings, this signature will be using on all email representing your company.

You will need to configure SMTP settings for Ultimate Project Manager CRM PRO if you want to send e.q. invoices, estimates, overdue reminders etc… the SMTP config will act as a general email from Ultimate Project Manager CRM PRO for all emails that will be sent.

In order to configure the send email feature in Ultimate Project Manager CRM PRO navigate to Settings->Email Settings

Configuration options

Mail Engine

Ultimate Project Manager CRM PRO offers two email engines, by default PHPMailer will be selected. The difference between mail engine is the libraries used to send emails from Ultimate Project Manager CRM PRO.

If you decide to use PHPMailer (which is recommended), the responsible library for this will the popular php email library PHPMailer, you can read more about the library by clicking here

The other mail engine is the default Codeigniter framework library, more info can be found by clicking here

However, you should not worry about this that much, just select the one that you think fits for you.

Email Protocol

SMTP, Sendmail, and Mail.

It’s highly recommended to configure the SMTP protocol for sending emails if you don’t want to encounter issues with emails going to spam or encoding, the examples below will be strictly for the SMTP protocol as it’s the recommended one.

Email Encryption

  • SSL – Select if you are configuring SMTP with port 465
  • TLS – Select if you are configuring SMTP with port 587
  • None – Select if you are configuring SMTP with port 25

Summarized, SSL works with port 465, TLS works with port 587 and if you are trying to configure the SMTP config with port 25 (non-secure) there will be no encryption and you should select None.

SMTP Host

Enter your SMTP hostname.

SMTP Port

Enter your SMTP port

Don’t mix up these modes; Email encryption set to SSL on port 587 or TLS on port 465 will not work.

Email

Enter the SMTP email you are trying to configure as a general email for Ultimate Project Manager CRM PRO, in most cases, this will be a mail only used for sending emails from Ultimate Project Manager CRM PRO, e.q. you can create an email account with name no-reply@ or info@, however, this is up to you to determine how best fit for your needs.

SMTP Username

Fill only if your email client use username for SMTP login, mostly you will fill this field if you are using an exchange mailbox.

In most cases when you are using the exchange server, you will need to log in with username not with the email address, in this case, Ultimate Project Manager CRM PRO will use the SMTP Username field to log in to your mail server instead of the email address, however the Email address you filled above will be still used as a FROM header.

SMTP Password

Fill the password for login, you should already know your password.

Email Charset

The default is UTF-8, you won’t need to change this ever, because in most cases this works fine, however, if you decide to change the encoding it’s highly recommended perform few types of research to see what encoding is best fit for you.

BCC All Emails To

You can add email to be added as BCC header if you want to keep track and get copies of all emails sent from Ultimate Project Manager CRM PRO if you need to add multiple BCC emails, separate them by a comma.

Email Signature

Global email signature for all emails sent, can be used as merge field added in email templates in Settings->Email Templates, keep in mind this option can be overridden if e.q. the staff that is sending an invoice to an email have configured a custom email signature in his profile.

Predefined Header & Predefined Footer

Ultimate Project Manager CRM PRO installation by default comes with a predefined header and predefined footer for all email templates, the predefined header and footer is pretty clean but if you need something more then this, feel free to adjust the code.

The email message contents are merged in between the predefined header and footer e.q.


[predefined header code]

The email message

[predefined footer code]


So for example, if you opened a <div> in the header and you did not close the <div> HTML while formatting the header, you MUST close  (</div>) the HTML tag in the footer.

Click here to learn more about HTML

Email Templates

Click here to read more about the email templates in Ultimate Project Manager CRM PRO

Examples

The below examples are general examples how to configure SMTP to send an email, keep in mind that the examples may be different then your actual server requirements, the best is to consult with your hosting provider to provide you the correct SMTP configuration.

SMTP server over port 25

Encryption: None
SMTP Host: yoursmtphost.com
SMTP Port : 25
SMTP Email: Your email
SMTP Password: Your password

SMTP servers that require SSL connection

Encryption: SSL
SMTP Host: yoursmtphost.com
SMTP Port : 465
SMTP Email: Your email
SMTP Password: Your password

For Gmail use the following configuration:

Encryption: SSL
SMTP Host: smtp.gmail.com
SMTP Port : 465 / For TLS encryption use port 587
SMTP Email: youremail@gmail.com
SMTP Password: Your password

If you are using Gmail / G Suite you need to have enabled less secure apps in your account.

Testing SMTP Setup

If you need to test your SMTP setup just go to Setup -> Settings -> Email and scroll down to Send Test Email to enter your email address and click the submit button. If the SMTP is setup correctly you will receive green notifications saying that your email is set up correctly also an email will be sent to the email address you entered otherwise debug message from the email client will be shown.

After you configure the SMTP settings, you will need to test if the configuration is properly configured and it is working fine.

While you are in Settings->Email Settings and scroll down to Send Test Email to enter your email address and click the submit button. If the SMTP is setup correctly you will receive green notifications saying that your email is set up correctly also an email will be sent to the email address you entered otherwise debug message from the email client will be shown.

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