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  1. Xenegrade
  2. Getting Started
  3. System Setup

Email Setup

There are two options for sending emails through XenDirect modules. Xenegrade no longer sends customer emails through its own servers.
  • Use your organization's SMTP server
  • Use Xenegrade's SendGrid account
This page covers the setup for these two options.
SMTP Email Setup

Using your own email server could be a requirement in order to assure that the domain in the return email always matches the domain of the email server. Contact your IT department for details.

  • In a multi Branch installation, a separate SMTP email server can be set up per Branch.
  • Only one SMTP email server can be set up per Branch.
  • Before attempting to perform these setting changes, enlist the assistance of IT professional from your organization that is knowledgeable about your email servers.
  • Once recorded, all users and clients logged into the Admin, QuickTools, and WebReg modules will need to log out and log in again in order for the new email server to be recognized.
  • IMPORTANT: When using SMTP, be sure the FROM email settings throughout XenDirect so the sending account matches the From. (example: WebOptions Notification Email address field in Settings)

How to Set Up XenDirect to Use Your SMTP Server:

  1. Log into XenDirect with a user name that has administrative permissions to modify Branch Profile system settings.
  2. Release 3: Go to Header » Settings (gear icon) » Vendor Login.
  3. Release 2: Go to Admin Menu » Settings » Branch Profile. Click on the Vendor Login tab.
  4. Click the [New] button in the upper right corner to open the add window.
  5. Vendor: Select "SMTP" from the list.
  6. Account Name: Leave blank.
  7. URL/Extension: Enter the SMTP email domain. Example: smtp.youragency.net
  8. Vendor Email: Leave blank.
  9. From Email: Leave blank.
  10. User Name: Enter the user name for the SMTP server, if required.
  11. Password: Enter the password for the SMTP server, if required.
  12. PIN: Enter the port for the SMTP server, if required.
  13. Click OK to save and close the add window.

How to Test the SMTP Server:

  1. Log into XenDirect with a user name that has permissions to add or modify Email Templates.
  2. Release 3: Go to Menu » Marketing » Email Templates.
  3. Release 2: Go to Report Menu » Marketing » Templates - Email.
  4. If no templates exist, you will need to create a new email template for this test.
  5. Click the [Send Test] button in the same row as the test email template.
  6. Enter an email address the test email will be sent to.
  7. Select to send HTML, Text, or Both email formats.
  8. Click OK to send.
  9. If the email is successfully received, the process is complete and the email is correctly set up.
  10. If the email is not received, check the SMTP settings for accuracy and test again.  If after several unsuccessful tests, contact technical support within your organization for assistance. If XenDirect is live, consider deleting the SMTP vendor record to allow any outgoing emails to be sent using the default Xenegrade SMTP email server.
SendGrid Email Setup

Using Xenegrade's SendGrid account is the alternative to using your organization's own SMTP server.

  • In a multi Branch installation, all Branches will use the same API key for SendGrid. However, each branch could use a different domain.
  • Before attempting to perform these setting changes, enlist the assistance of IT professional from your organization that is knowledgeable about your email servers.
  • Once setup, all users and clients logged into the Admin, QuickTools, and WebReg modules will need to log out and log in again in order for the new email server to recognized.

How to Set Up XenDirect to Use Xenegrade's SendGrid Account:

  1. Provide Xenegrade with the domain to be used to send an email. For example, if the email you use is in the Branch Settings is is ce@myemail.com then the domain is "myemail.com".
  2. Provide Xenegrade with your Domian Name Server hostname.
  3. Xenegrade will use that information to create a SendGrid subaccount and send you back several CNAME entries. Give those CNAME entries to your IT department for installation into your DNS server. Notify xenegrade when that installation is complete.
  4. Xenegrade will confirm that the CNAME entries are validated with SendGrid.
  5. Xenegrade will then make a setting change in your System Settings.
  6. Email with then begin to flow through the SendGrid account.
  7. Xenegrade will notify you when this setting change has been made.

How to Test the SendGrid Email:

  1. Log into XenDirect with a user name that has permissions to add or modify Email Templates.
  2. Release 3: Go to Menu » Marketing » Email Templates.
  3. Release 2: Go to Report Menu » Marketing » Templates - Email.
  4. If no templates exist, you will need to create a new email template for this test.
  5. Click the [Send Test] button in the same row as the test email template.
  6. Enter an email address the test email will be sent to.
  7. Select to send HTML, Text, or Both email formats.
  8. Click OK to send.
  9. If the email is successfully received, the process is complete and the email is correctly set up.
  10. If the email is not received, the email settings will need to be checked.
 Setting Organization Email Addresses

An organization email address should be entered in each of the following locations as noted for outgoing emails. This will act as the "Sent By" and "Return" email address.

  • Release 3:
    • Header » Settings (gear icon) » Web Options. Locate and set the [Notification Email Address] field. This is the email address that notification emails such as a copy of the WebReg Confirmation Email are sent to.  This email is also is the secondary return email address for outgoing emails for all modules if the Branch profile email is blank. Required.
    • Header » Settings (gear icon) » Branch Profile. Locate the [Email Address] field. This is the primary return email address for outgoing emails. This is also the organization email displayed on areas such as the invoice report.
    • Header » Settings (gear icon) » Web Options. Locate the [Inquiry Email Address] field. This is the email address inquiry emails sent by clients from the WebReg module will be sent to. Optional. (Enterprise only)
    • Menu » Marketing » Email Templates. Locate the [Alt Email Return Address] in an email template. If entered, this email address is the email return address used in place of the default email address when the specified email template is used in an outgoing email. Optional. Must be set in every email template as desired.
    • Menu » Selects » Selects A-D » Departments. Locate the [Alt Email Address] field. If entered, a copy of WebReg Confirmation Emails will also be sent to this email address if the Department is also linked to a Course Section. Optional.
  • Release 2:
    • Admin Menu » Settings » Branch Profile. View Branch Profile and go to the Web Options tab [Notification Email Address]: This is the email address that notification emails such as a copy of the WebReg Confirmation Email are sent to.  This email is also is the secondary return email address for outgoing emails for all modules if the Branch profile email is blank. Required.
    • Admin Menu » Settings » Branch Profile » Info tab [Email Address]: This is the primary return email address for outgoing emails. This is also the organization email displayed on areas such as the invoice report.
    • Admin Menu » Settings » Branch Profile. View Branch Profile and go to the Web Options tab [Inquiry Email Address]: This is the email address inquiry emails sent by clients from the WebReg module will be sent to. Optional. (Enterprise only)
    • Report Menu » Marketing » Templates - Email [Alt Email Return Address]: If entered, this email address is the email return address used in place of the default email address when the specified email template is used in an outgoing email. Optional.
    • Main Menu » Selects A-D » Departments [Alt Email Address]: If entered, a copy of WebReg Confirmation Emails will also be sent to this email address if the Department is also linked to a Course Section. Optional.
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