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Email Settings

Email

Tools > Administration > Email

To send email reminders, such as the Overdue Items Notice, you will need to configure how Alexandria communicates with your library's email server. Alexandria's email system is designed to potentially cope with hundreds of emails being sent (or resent) over many machines at the same time.

Before you get started, make sure you have a valid email address on record for an administrator-level operator and your library's site contact.

What happens if an email fails to send?

If a send fails, the next resend time is generated by adding a random value between 3 and 9 minutes, spreading out the resend times so all the undelivered email still in the “short range” period isn't sent at the same time. If a send hasn't succeeded by the end of the “short range” period, the program will generate new send times using random values between 60 and 90 minutes. If a send still hasn't succeeded after 100 hours the email is discarded and a “return-to-sender” email will be sent.

Settings

SMTP Server 1 and 2.

This is the TCP/IP or DNS address of your library's outbound mail server, which is usually mail.yourdomain.com. The Server 1 and Server 2 sections are used for outbound email. Server 1 is the primary server and Server 2 can function as a back up server should server 1 fail. You only need one SMTP server to use the email functionality.

Port

Enter the port number used by the outgoing mail server. Common ports for outgoing mail include 25, 465, and 587.

Allow Non-Secure Connections

Alexandria uses Transport Layer Security (TLS) for secure web communications. When this setting is enabled, the system will use non-TLS connections if it cannot make an TLS connection.

Some mail servers, including Office365, do not allow you to use non-secure connections.

Login

Enter the login for your email server.

Password

Enter the password for your email server.

Test Server

Test the SMTP Server settings by sending a test email. This email is sent to the email address listed in Sites Management.

Last Tested On

This field displays the last date/time that the server test was performed.

Last Test Results

This field displays whether the test was successful or not. If the test is unsuccessful, check your SMTP server address and try using a different port.


Use Gmail As Your SMTP Server

A Gmail account can be used as a portable SMTP server if your library's network does not already have one. Before you configure Alexandria to use Gmail, you need to set your Gmail preferences to Allow Less Secure Apps.

  1. Go to Tools > Administration >Email.
  2. Enter the following settings for Server 1:
    • SMTP Server Address: smtp.gmail.com
    • Port: 587
    • Login: Enter the username for your email server.
    • Password: Enter the password for your email server.
  3. Click Save in the upper-right corner of the window.
  4. Click Test Server, to ensure the Gmail account is acting as a server. 
  5. Repeat for Server 2 (optional).