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Image Modified Email

Image Removed Tools > Administration > Email

Preferences

SYSTEM-A/TT

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This page has been moved over to https://support.goalexandria.com/preferences/setup-preferences/email-preferences

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. . 

Alexandria provides 3 options for setting up your email:

  • Integrated Email Services—let us do it all for you!
  • Google—requires authentication with Google.
  • Set up your own servers.

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For emails to work, you will also need to...

Learn more about email notices.

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Integrated Email Services 

Introducing Integrated Email Services for Alexandria and Textbook Tracker. Leave behind the headache of managing your own server, or trusting some external source—we can handle and send all of your Alexandria emails for you. Call us today at 1.800.347.6439 to discuss if this is the best option for your library.

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The Integrated Email Service sends from noreply@goalexandria.com. If patrons are not receiving emails, make sure they add noreply@goalexandria.com to their safe email list. 

Use Gmail As Your SMTP Server

What should you do?

To keep using Gmail for your SMTP, we released a fix in Alexandria version 21.12 for cloud-hosted customers. Once you are updated to that version, you or an admin will need to follow these steps to give Alexandria the permission to keep sending emails.


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  • Go to your Preferences > Setup > Email.

  • Choose the option to Use Google to send emails.

  • Click the button to sign in to Google and authenticate.

Make sure to select all three check boxes in the verification box that pops up. IF YOU DO NOT DO THIS, YOU MAY NOT BE ABLE TO SEND EMAILS FROM ALEXANDRIA.

Note that the service will be authenticated through our hosted servers, so if you self-host your data, your Alexandria server must be able to communicate with our hosted services. Alternatively, call us today to learn about our Integrated Email Services option coming this summer.

Note

If you are having trouble connecting your Google account, take a look at your google security and account settings. 

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Server Settings

Use these settings to configure how Alexandria communicates with your library's email server.

The Server 1 and Server 2 sections are used for outbound

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titleWhat 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

The Server 1 and Server 2 sections are used for out-bound 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; for . For networks with a single SMTP server, configure the setting in the Server 1 section.Image Removed

  • SMTP Server 1 and 2. This is the TCP/IP or DNS address of your library's mail server. Typically, this will be “ mail.” followed by your domain name, which is usually mail.yourdomain.com.
  • Port. Enter the port number that your email server usesused 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 . 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.
  • Log InLogin. Enter the login for your email server.
  • Password. Enter the password for your email server.
  • Test Server. Test the SMTP Server settings the SMTP Server settings by sending a test email. This email is sent to the email address listed in the Sites  moduleManagement.
  • 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.

Step-by-Step Instructions

  • If the test is unsuccessful, check your SMTP server address and try using a different port.


Technical Notes

Alexandria's email system is designed to potentially cope with hundreds of emails being sent (or resent) over many machines at the same time. 

Info
titleWhat 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

Set Up Your SMTP Server

Before setting up your SMTP server you will need to enter a valid email address in the sites management settings of Alexandria. 

  1. Click on Tools to the left of your Circulation window. 
  2. Click on Sites under the Management header. 
  3. Enter the name of your site contact (typically this will be the District or Library Administrator of Alexandria), their title, their email and their phone/fax numbers.
  4. Click Save in the upper right corner.

Once you have saved this information you are ready to set up the SMTP server.

  • Access Tools > Administration.
  • Click Email on the left.
  • Enter your SMTP server address and port in the available fields. 
  • Check the box if you want to allow non-secure connections. (optional)
  • Enter the login and password for your SMTP server. 
  • Click Save in the upper-right corner of the window.
    • Repeat steps 1-6 if you want to configure a back up server for Server 2.
    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 will need to set your Gmail preferences to Allow Less Secure Apps. 

  • Access Tools > Administration.
  • Click Email on the left.
  • Enter smtp.gmail.com as the SMTP Server Address.
  • Enter 587 as the port. 
  • Check the box if you want to allow non-secure connections. (optional)
  • Enter the login and password for your Gmail account. 
  • Click Save in the upper-right corner of the window.
  • Click Test Server to ensure the Gmail account is acting as a server. 
    • Repeat steps 1-8 if you want to configure a back up server for Server 2.
    Tip
    titleAllow Less-Secure Apps

    In order for the program to make contact with your Google SMTP, it's necessary that Alexandria (the App) retrieves your sign in credentials from Google. As such you must set your Google Account settings for Access for Less Secure Apps from No to Yes. This can be done by going to Account Settings or by clicking here, then apps with account access (you may need to sign in to see these settings). 

    COMPanion Corp stores your credentials only for the purpose of utilizing Google's SMTP email service and it's stored using the most up-to-date security. It is not used by COMPanion for any other purpose. For more information about allowing less secure apps you may review Google's support page here.

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