Distribution Email Accounts

After you complete the DMS Email Configuration, you can customize the Distribution Email Details for each employee, including the display name and reply address seen by email recipients in the From field. Employees can select their desired Distribution Email Account using the From dropdown menu on the distribution screen.

You can create custom email signatures for each employee, which are selectable in the Signature dropdown menu when an employee sends email through the Distribution Manager or uses the Insert Email Template option from the Applied Epic Outlook Add-in. To maintain consistent branding, you can create signatures that mirror those your agency uses in external email applications.

Emails sent through the Distribution Manager are automatically attached to the associated account for reference. You will receive notifications for any undeliverable DMS email messages (if notifications are enabled in Notifications Configuration).

1. From the Home screen, do one of the following:
   
   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.

   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

1. • 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 User Options > Distribution Email Accounts on the navigation panel. The Distribution Email Accounts screen displays.
3. In the Employee to edit field, enter the employee code or click the lookup button to select the employee from the Employee to Edit screen .
   
   Note: If you are not an Enterprise Admin, the employees to edit may be restricted to your own login or to employees with whom you have a relationship defined in employee detail, depending on your security permissions.
   1. Make a selection in the first dropdown menu of the search bar:
      • Lookup Code
      • Name
      • Department
      • Job Title
   2. Make a selection in the second dropdown menu:
      • Equals: Enter the complete lookup code, name, department, or title in the field provided.
      • Contains: Enter part of the lookup code, name, department, or title in the field provided.
   3. Click Find.
   4. Click on the correct employee in the list, and then click Finish.

You can do the following from here:

• Add a Distribution Email Account

  1. Do one of the following:

  • Click the Add button to the left of the Email Address list.

  • With focus on the list, press [Insert] on your keyboard.

  2. Select an Associated brokerage in the dropdown menu. Unless your organization has set up an external mail server (see step e), your organization’s default email address displays here under Distribution Email Details and Email address (and will also display for an email recipient)

  3. Enter a Display name. This is the name recipients will see on email messages sent using the Distribution Manager. For information on capitalization settings that may be applied to proper names automatically, click here.

  4. Enter a Reply address. Any replies to document distribution emails will be routed to this address.

  5. If an external email server is configured for the associated agency in DMS Email Configuration, the Use external mail server checkbox is enabled. Select it if applicable.

     1. If you select this checkbox, enter the appropriate Email address.

     2. If the external email server requires authentication, select the Server requires authentication checkbox.

     3. Enter the User name.

     4. Click the Enter Password button.

     5. Enter the password.

     6. Click the Save Password button to save the password, or the Cancel button to discard the password without saving it.

  6. The settings in the IMAP Authentication 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, the are automatically attached to the associated account for reference. Notifications display for any undeliverable email messages (if they are enabled in Notifications Configuration). For more information about the email protocol compatibility, refer to the Deprecation of Basic Authentication in Microsoft Exchange Online/Office365 on Epic Features knowledge article on the Applied Community.

  7. Click Finish to save the new email account, or Cancel to end the workflow without saving your changes.

• Change the Employee's Primary Email Account

  1. Click to highlight the distribution email address you want to set as the selected employee's primary distribution email account. The employee can override this default if necessary by selecting a different email address from the Change Sender dropdown during distribution workflows.
  2. Click Actions > Change Primary Email Account on the options bar or menubar.

  3. You are prompted, "Do you wish to make this the primary email account?" Click Yes.

• Edit a Distribution Email Account

  1. Click to highlight the email address in the list.

  2. Do one of the following:

  • Click the Edit button to the left of the list.

  • Double click the email address.

  • Press [Enter].

  3. Amend the Associated agency, Display name, and Reply address as necessary.

  4. If an external email server is configured for the associated agency, the Use external mail server checkbox is enabled. Select it if applicable.
     
     If you do not select this checkbox, click Finish to save the new email account, or Cancel to end the workflow without saving your changes.

  5. If you selected the Use external mail server checkbox, enter the appropriate Email address.

  6. If the external email server requires authentication, 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.

  7. Click Finish to save the new email account, or Cancel to end the workflow without saving your changes.

• Delete a Distribution Email Account

  1. Click to highlight the email address in the list.

  2. Do one of the following:

     • Click the Delete button to the left of the list.

     • Press [Delete] on your keyboard.

• Print a List of Distribution Email Accounts

  1. To print the list of the distribution 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 the list as you would any other document.

• Send a Test Email Message

  1. Click to highlight the distribution email address that you wish to test in the list.
  2. Click Actions > Send Test Email Message on the options bar or menubar.

  3. Enter the email address to which you wish to send the test email message.
     
     If you do not know the correct email address, click the lookup button to the right of the field. In the Available Employees pop-up window, select Name or Employee code, enter at least one letter that is in the name or code, and click Locate or press [Enter]. Click to highlight the appropriate employee and then click Finish.
  4. Enter a Subject and Message, and then click Finish.

Distribution Email Signatures

You can create custom signatures for each employee to use for Distribution Manager email or the Applied Epic Outlook Add-in. You can format the signatures you create to mirror the signatures used in external email applications with text formatting, images, and links. Once created, these signatures are available for selection whenever the employee sends an email message through the Distribution Manager or the Insert Email Template option in Microsoft Outlook using a template with signatures enabled. For added convenience, set one signature as the employee’s default. If you do not select a default, all new Distribution Manager emails default without a signature.

If you are not an Enterprise Admin, the employees available to edit may be restricted to your own login or to employees with whom you have a relationship defined in employee detail, depending on your security permissions.

After accessing Distribution Email Account Configuration and selecting an employee to edit as described above, you can do the following:

• Add Email Signatures

  1. Click the Email Signature tab.
  2. Click the Add button .
  3. The Email Signature window displays. To add a signature, do the following:
  1. Enter a Description. The text you enter displays in the Signature dropdown when you send email through the Distribution Manager. Provide a concise and clear description so employees can easily distinguish the signatures in this menu.
  2. Enter the signature. Use the formatting ribbon to make formatting changes, such as styling text or adding images or links.
  3. If you want this signature to populate on all new Distribution Manager email messages for the employee, select the Default checkbox. This selection overrides the Default selection on any previous signature. If you do not set a default signature, Distribution Manager emails will default without a signature.
  4. If you want to make the signature unavailable for selection without deleting it entirely (for example, if your organization uses different signatures at different times of year), select the Inactive checkbox.
  5. Click Finish to save the new signature, or Cancel to discard your changes.
  4. To add additional signatures, repeat steps b and c.
  5. In the lower right corner of the Distribution Email Accounts screen, click Finish to save changes to the employee, or click Cancel to discard changes.

• Edit an Email Signature

  1. Click the Email Signature tab.
  2. Click the signature in the list. If necessary, click the Include Inactive link label to view inactive signatures.
  3. Do one of the following:
  • Click the Edit button to the left of the list.
  • Double click the signature.
  • Press [Enter].

  4. The Email Signature window opens. Update the Description, signature content, and Default and Inactive settings as necessary. See the Add an Email Signature section above for detailed instructions.

  If you select the Default checkbox, this selection overrides the Default selection on any previous signature. If you do not set a default signature, Distribution Manager emails will default without a signature.

  If you want to make the signature unavailable for selection without deleting it entirely (for example, if your organization uses different signatures at different times of year), select the Inactive checkbox.

  5. Click Finish to save changes, or Cancel to discard them.
  6. In the lower right corner of the Distribution Email Accounts screen, click Finish to save changes, or click Cancel to end the workflow without saving changes.

• Delete an Email Signature

  1. Click the Email Signature tab.
  2. Click the signature in the list.
  3. Do one of the following:
  • Click the Delete button to the left of the list.
  • Press [Delete] on your keyboard.
  4. You are prompted, “Do you wish to delete this record?” Click Yes.
  5. Click Finish to save changes. If you click Cancel, the signature is still deleted, but any other changes you have made are discarded.