Workforce Manager will initially allow you to send email with nothing more than your email address. This is achieved by utilising the Workforce Manager internal email servers. By setting the email header to your email address, we can send emails that are received by the recipient as though you have sent them directly from your own email account. Replies to emails sent using this process are still sent to your email account.

 

This should be considered a short term solution as the number of emails routed through our server in this manner are numerous. The main issue being that although your email is sent, it may be marked at the recipients end as spam or possibly rejected completely.

 

Setting Workforce Manager to use your own email server will provide the same level of success as your regular email account provides, meaning the problem of spam or rejection will be greatly reduced when compared to using our server.

 

Sent email will not appear in your out box until you verify your email account *

 

 

Set up your email account

To begin the process of setting up your email account on Workforce Manager, navigate to 'My Profile' by clicking the 'My Profile' button shown in the LH menu whilst on the main diary page. If you are a system administrator, you are able to perform this process on behalf of your users by clicking 'My Company', then selecting the appropriate user account. (You will need their email details)

 

Once your profile page is showing, click the LH menu button labelled 'Email Settings' to open the email settings page.

 

 

The above example shows the email settings dialogue when first opened. You will notice within the 'Verification' panel that the email address has not been verified at this stage. All emails sent through Workforce Manger while unverified will be sent using Workforce Managers own internal email server.

 

 

The settings

 

General Settings

Header Name:	When your email is sent, if you set a Header Name, this name will be shown to your recipient instead of your email address. This is often set the same as your email address. Care must be taken to ensure the header name has similarities to your email address name if using anything other than your actual email address. Particularly in outlook, it may be rejected by the recipient if an obscure header name is used. This situation has occurred in more recent times as the security of email accounts with regards to spam have been improved. We would recommend using your email address as the header name.
User Name:	This field contains your email address and is pre populated with your email address as shown on your 'My Profile' page. If you wish to change your email address, you can do this from here and it will also update the email address shown on your 'My Profile' page.
Password:	The email password associated with your email account.

 

 

Outgoing and incoming server details are provided by your email provider. If you do not know these, contact your email provider for the relevant information. A quick google search will often show you what these may be.

 

Outgoing Server

SMTP Server:	The outgoing SMPT server name
Port:	The port number that your outgoing email is sent via
SSL / TSL:	If your email account uses an encryption method, check this box

 

Incoming Server

SMTP Server:	The incoming SMPT server name
Port:	The port number that your incoming email is sent via
SSL / TSL:	If your email account uses an encryption method, check this box

 

 

Once all the relevant details about your email account have been entered, click the 'Verify' button to enable verification. It will take a few moments to verify your account, please stay on the page until the verification process completes.

 

The below dialogue showing the 'Awaiting verification' notice. An email will be sent to your own email address to enable the verification process. 

 

Do not delete the verification email during the verification process

 

 

 

Once the verification process has completed, if the details you supplied were correct, the verification panel will update as shown in the below example to indicate  Workforce Manager will now use the indicated email server when sending email for your account. You may delete the verification emails sent to your email address once the verification process is complete.

 

Depending on your browser, you may be asked if you wish to save the new password in your passwords list. This is an automated response prompted by your browser. PLEASE CANCEL THE REQUEST. If you save the email password in the browser password list, it will overwrite your Workforce Manager login password. I.E. it has nothing to do with your email password, its just the browser noticing that there is a password field on the current form. Your security is not compromised should you accidentally click yes to save the password, it just means next time you try to log into Workforce Manager, it will fail because it is trying to log in using the now incorrect password.

 

 

 

 

If your email settings could not be verified, you will be prompted with the verification notice as shown in the below example.

 

 

This situation will occur if any part of the detail supplied is incorrect. To force this situation for our example, we have changed the Outgoing Port number to an incorrect values. Where the verified account shows port number 465, the failed process shows 4465 which is incorrect.

 

 

 

 

Example Settings for Office 365

The below settings are popular for Office 365 users although not strictly the same in some instances. If in doubt, consult your email provider for the correct settings

 

Outgoing Server

SMTP Server:	smtp.office365.com
Port:	587
SSL / TSL:	Checked

 

Incoming Server

SMTP Server:	outlook.office365.com
Port:	993
SSL / TSL:	Checked

 

 

 

 

 

Notes

* Not all email providers allow automated insertion of 'Sent Email' via third party providers. Office 365 / Outlook does support this, all sent email is shown in your Outlook sent box for all email sent through Workforce Manager, but some providers block this.

 

 

Office 365 users

Office 365 does not enable SMTP by default, you must go into your individual account settings and enable SMTP for third parties.

 

 

Gmail Users

Gmail will not verify in the usual way as it has been blocked by google due to the account giving access to much more than just email. As a result, they have provided a method of accessing email using a unique 16 digit pass key specifically for email.

 

Sign in using app passwords

An app password is a 16-digit passcode that gives a non-Google app or device permission to access your Google Account. App passwords can only be used with accounts that have 2-Step Verification turned on.

 

Create and use app passwords

Note: If you use 2-Step-Verification and are seeing a 'password incorrect' error when trying to access your Google Account, an app password may solve the problem.

1. Go to your Google Account.
2. On the left navigation panel, choose Security.
3. On the 'Signing in to Google' panel, choose App passwords. If you don’t see this option:
   • 2-Step Verification is not set up for your account
   • 2-Step Verification is set up for security keys only
   • Your account is through work, school or other organisation
   • You’ve turned on Advanced Protection for your account
4. At the bottom, choose Select app and choose the app that you’re using.
5. Choose Select device and choose the device that you're using.
6. Choose Generate.
7. Follow the instructions to enter the app password. The app password is the 16-character code in the yellow bar on your device.
8. Choose Done.

 

https://support.google.com/mail/answer/185833?hl=en-GB