Email Setup Rental

In order to be able to send rent documents via email, various setup steps are necessary. We recommend sticking to the order in this setup description to avoid errors later.

This chapter is divided into the following sections:

Storing an email account in Business Central
- Setting up a Gmail account
Email Setup
Storing email templates

Storing an email account in Business Central

First, an email account has to be stored in Business Central which serves as the sender address. Please proceed as follows:

Important

In this manual it is assumed that a SMTP account linked to a Google Mail (“Gmail”) account is used.
To avoid error messages it is important for the Gmail account be set up exactly as it is described in this manual.

Use the quick search (ALT+Q) to find the Email Accounts page.
The Email Accounts page is displayed.
To deposit a new email account, select New > Add an Email Account from the menu bar.
The Email Wizard is opened.
To start the wizard click Next.
Select the account type SMTP from the list and click Next.
The Set up SMTP account window opens. Complete the fields according to the table below.

Field	Description
Account Name	In this field, enter the email account that was set up in Google (e.g., test@gmail.com).
Sender Name	In this field, enter the name that should be shown as the sender’s name in emails.
Email Address	In this field, enter the email account that was set up in Google (e.g., test@gmail.com).
Server URL	In this field, enter the following URL: smtp.gmail.com.
Server Port	In this field, enter the following port: 587. In case this port does not work, please use the port: 465.
Authentication	In this field, select the following authentication: Basic.
User Name	In this field, enter the email account that was set up in Google (e.g., test@gmail.com).
Password	In this field, enter the password that was generated in Google (see section Setting up a Gmail account).
Secure Connection	Activate this toggle switch if your SMTP mail server setup requires a secured connection which uses a cryptography or safety protocol.

Setting up a Gmail account

Login to your Gmail account or create a new account.
Open the account management.
In the left menu bar, select the Safety option.
In the Signing in to Google FastTab, activate the Use your phone to sign in and 2-Step Verification fields.

Gmail Account Settings

If you have set up everything correctly, a new field App Passwords is displayed.
You need this generated password for the Password field in Business Central (see section Storing an email account in Business Central).

Email Setup

In the email setup, individual setup lines are created for individual document types.

Use the quick search (ALT+Q) to find the Rental Email Setup List page.
The Rental Email Setup List page is displayed.
Use the Code column to enter a significant name for the setup line.
Use the Description column to enter a significant description for the setup line.
In the Email Body Source column, select from the dropdown list which record should be collected for the usage in the base report number. The base report number must be designed for this source record.
The Base Report No. and Report Name columns are filled automatically by the system.

Storing Email Templates

Use the quick search (ALT+Q) to find the Rental Email Templates page.
The Rental Email Templates page is displayed.
In the Type column, select from the dropdown list to which document type the email template should apply.
In the Subject column, enter the text that is to be displayed in the subject line of the email.
Select the checkbox in the With Attachment column if the email should be sent with an attachment.
In the Attachment Name column, enter what the attachment file should be named. Attention: It is important to write .pdf behind the name of the attachment file.
In the Email Setup Code column, select the desired setup code which you have created in the Rental Email Setup section. This specifies which report is used in the background.
In the Custom Report column, select a customized report layout. The field in the Description of Report Layout column is filled automatically by the system.
Optional In the Email Log Type column, select from the dropdown list the log type the email log shall be marked with.

The email setup is now complete. Rent documents can now be sent via email.