Distribution Manager Email Configuration

To send email through the Distribution Manager, configure the Distribution Manager Email settings for each brokerage. Enter the default email address, display name, and reply address to maintain consistent branding and to assure clients that the emails they receive are genuine. Customizing this option allows you to set the email address from a domain name your brokerage controls, so you can configure the brokerage’s default email address in that domain. These settings also help to prevent spam-blocking programs from rejecting your brokerage’s email messages.

After you complete this setup, you can customize the Distribution Email Accounts for each employee and create email signatures that mirror the ones used in external email applications.

1. From the Home screen, click Configure on the navigation panel.
   
   From any other area of the program, do one of the following:
   
   • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.
2. Click Job Management on the navigation panel, or Areas > Job Management on the menubar.
3. Click DMS Email on the navigation panel.
4. The list of brokerages populates based on brokerages defined in Agency Configuration. You can do the following from here:
   
   
   • Edit an Agency's Default Email
     1. Do one of the following:
     • Select the agency you wish to edit and click the Edit button.
     • Double click the agency.
     2. Modify the Account name as necessary. This is the portion of the email address before the @. The brokerage’s name defaults.
     3. Optionally, enter a Display name. This name displays in the From field in emails generated by the Distribution Manager for this account.
     4. Enter a Reply address. Recipient replies route to this address. The Reply address is not necessary if you use an external mail server (see the next step).
     5. Select the Use external mail server checkbox if applicable. This option allows you to set up a mail server outside of Applied Epic (for example, Microsoft Outlook) to communicate with Applied Epic’s internal server. It is enabled only if you have entered a server in the Mail Server Settings section (see steps f). If you select this option, do the following:
     1. Enter the Email address configured for use on this server.
     2. If applicable, select the Server requires authentication checkbox and do one of the following:
     • Update existing User name and Password

       These instructions only apply if you previously had credentials entered.

       1. Edit the User name if necessary.
       2. Click the Update Password button to clear the existing password entry.
       3. Enter the new password.
       4. Click the Save Password button to save the password, or the Cancel button to discard the password without saving it.
     • Enter new User name and Password

       These instructions only apply if no credentials were previously entered.

       1. Enter the User name.
       2. Click the Enter Password button.
       3. Enter the password.
       4. Click the Save Password button to save the password, or the Cancel button to discard the password without saving it.
     6. If you want to send emails from an external server, configure the SMTP Server Settings on the Mail Server Setttings tab:
     1. Enter the Server address for this account’s outgoing email addresses in the Primary SMTP Server section.
     2. Edit the Port number if necessary, up to five characters.
     3. If applicable, select Connect using Secure Socket Layers (SSL) encryption and/or Connect using Secure Password Authentication (SPA).
     4. In the Secondary SMTP Server section, enter information for a backup external server to be used if your Primary SMTP Server experiences difficulties.
     7. The settings in the IMAP Server Settings section of the Mail Server Settings tab are not functional and should not be used. Emails sent via Distribution Manager (including emails sent via Marketing Options on reports) cannot be saved to your Sent mail folder. Instead, they are automatically attached to the associated account for reference. Notifications display for undeliverable email messages (if they are enabled in Notifications Configuration). For more information about email protocol compatibility, refer to the Deprecation of Basic Authentication in Microsoft Exchange Online/Office365 on Epic Features knowledge article on the Applied Community.
     8. Optionally, click the Other Mail Settings tab to add a Custom Disclaimer that displays at the end of emails sent from this account.
     9. On the Other Mail Settings tab, select the file format the system will use when saving Distribution Manager emails as attachments. Select a radio button under Attachment Format:
     • Outlook mail message (.msg)
     • Email message (.eml)
     10. Click Finish or press [Enter].
   • Copy Settings to Another Agency or Agencies
     1. Click the email account that you want to copy and then do one of the following:
        • Click Actions > Copy Settings to on the options bar.
        • Click Actions > Copy Settings to on the menubar.
     2. Click the brokerage to which you want to apply the email settings and click the down arrow to move it to the Selected list. To choose all brokerages in the list, click the double down arrow. You can filter the list if necessary.
        1. Select a search filter in the first dropdown menu.
        2. Make a selection in the second dropdown menu:

        • Equals: Enter the complete lookup code, name, department, or title.
        • Contains: Enter part of the lookup code, name, department, or title.

        3. Click Find.
     3. Click Finish.
   • Change/Remove Alternate Email

     One agency’s default email address serves as the alternate email account for the entire system. When the system cannot determine what sender address should be used, it uses the alternate email.

     1. On the menubar or the options bar, click Actions > Change/Remove Alternate Email.
     2. If the agency is not the alternate email account, you are prompted, “The alternate email account will be used when an email cannot be sent using the initial sender email address. Do you wish to make this the alternate email account?” Click Yes.
        
        If the agency is the alternate email account, you are prompted, “Do you wish to remove the alternate email account?” Click Yes.
   • Send a Test Email

     Applied Systems recommends that you send a test email to verify that your configuration settings are correct.

     1. Do one of the following:

     1. • Click Actions > Send Test Email Message on the options bar.
        • Click Actions > Send Test Email Message on the menubar.

     2. In the Send Test Email Message pop-up window, select a DMS email account in the From dropdown menu.
     3. Enter a To email address. Type the address into the field; or click the Lookup button to the right of the field, opt to locate by Name or Employee code, enter at least one letter that is in the name or code, and click Locate or press [Enter].
        
        Click on the appropriate employee name and click Finish.
     4. Enter an email Subject, and optionally type a Message.
     5. Click Finish.
   • Print a List of Email Addresses
     1. To print the list of email addresses, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print > Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. Print this list as you would any other document.