Email Settings | Communifire Documentation

You can use Axero's email infrastructure to send outgoing emails to your users, in which case, please submit a Private case to the Axero support team and they will configure the SMTP settings below. In this scenario, emails sent from the platform will come from your custom friendly name, but from an Axero domain name - e.g., info@yourintranet.com via cfire.co. If you would like to remove the "via cfire.co", our email infrastructure does support custom domain impersonation with open and click tracking for a premium, please contact Support or your Customer Success Manager for more information. 

You may choose instead to leverage your own email infrastructure, in which case you can modify the SMTP settings below according to your requirements. This would allow you to send emails from the platform from your own custom domain name.

Email settings are for outgoing and incoming emails:

Setting	Description
Enable email sending	Based on actions that people take in the platform, emails are sent to others to notify them of activity. If you do not want any email to be sent to users, then turn this off. Leave this feature on if you would like emails to be sent.
Email throttling	You can throttle email sending in the platform. This is useful if you are using a 3rd party email server that you have no control over the settings. Sometimes a 3rd party email server will restrict the number of emails that can be sent through the server. You can choose to send X emails every X minutes. The minute value must be between 1 and 59 (inclusive). For intranets with under 100 users, we suggest sending 100 emails every one minute. For intranets with over 100 users, we suggest sending 1000 emails every one minute.
Outgoing (SMTP)	From email address (custom email address requires smtp configuration.) Friendly email name: This name appears as the sender of emails. SMTP server, username, password, and port NOTE: If using O365 account follow below instructions. + O365 Settings Azure Setup: 1. Login to your https://portal.azure.com/ account. 2. Open Azure Active Directory. 3. Open App Registrations. 4. Click New Registration. 5. Give a name to registration. 6. Select "Accounts in this organizational directory only" 7. Click Register. 8. On the next page (Overview) save the Client ID and Tenant ID. 9. Click Authentication, then Add platform, then select Web. 10. Enter in a Redirect URL with the following format: https://YOUR_URL/oauth2/sharepoint/callback Then click Configure.   11. Click Certificates and Secrets, then New Client Secret, enter a description, choose a duration for how long it will be valid, then click add. 12. IMPORTANT: Copy the VALUE of the secret (Not the Secret ID)and save it somewhere as it will only be accessible upon creation. 13. Click on API Permissions, then click Microsoft Graph, choose between Delegated and Application permissions based on your requirements, then search and select each of the following APIs and update permissions: Repeat this step for all the following permissions: IMAP.AccessAsUser.All offline_access openid POP.AccessAsUser.All profile SMTP.Send   Communifire Setup: Retrieve the Tenant ID, App Client ID, App Client Secret for your O365 app 1. Open up settings: 2. Enter in the information needed and click Save: 3. Press Connect:   4. Choose Microsoft account to send emails from: 5. Save system settings at the bottom: Microsoft Active Users Setup: 1. For the user account that is selected to send emails, go to the admin.microsoft.com/Adminportal/Home 2. Click Active Users, select User with account, click Mail, click Manage Email Apps. 3. Check Authenticated SMTP box.
Use SSL	If checked, emails sent from the admin email will be encrypted to allow for private transfers of data. The SMTP port must match your SSL selection.
Incoming (POP3)	Incoming mail server Port Use SSL Catch-all email address: A catch-all mailbox allows you to receive emails sent to your domain that might be misaddressed or misspelled, even mail sent to email addresses at your domain that do not exist. Enter a catch-all email if you want to enable blog posts, forum posts, or replying to cases via email. The catch-all email should be a valid email account created in your mail server dedicated only to the intranet. All emails in this mailbox are deleted after processing. Catch-all email account password
Additional email settings	The settings below enable or disable functions throughout your entire community. Ability to reply to forum posts is a site-wide setting however individual spaces have the ability to set up email for posting new cases and replying to cases. These settings (including what email address to use for each case "project") are set up and controlled by each individual space. These settings in the admin dashboard allow you to enable or disable those settings for every space. Allow emails to be parsed and posted as cases Enable forum posting via email Enable case reply via email

Click Save System Settings to save settings.

Troubleshooting

Emails not sending with our organization's mail server

If you've added your own mail server in Email Settings and emails aren't sending, you may need to whitelist the Axero IP address.

• If you're hosted by the Axero team in AWS, whitelist 35.175.38.207 & 34.233.199.193
• If you're hosted by the Axero team in Azure, whitelist 20.22.83.75, 20.62.29.234, 20.62.30.5, 20.62.30.89, 20.62.30.104, 20.62.30.122, 20.62.30.131, 20.7.227.237, 20.7.228.242, 20.62.29.195, 20.7.229.12, 20.7.230.40, 20.7.230.80, 20.7.230.87, 20.7.230.128, 20.7.231.20, 20.7.231.37, 20.7.231.41, 20.7.231.42, 20.62.30.133, 20.62.31.104, 20.62.31.121, 20.69.225.132, 20.69.226.31, 20.69.226.64, 20.69.226.130, 20.69.226.249, 20.69.227.92, 20.69.228.130, 20.69.228.173, 20.69.230.31, 20.7.225.39, 20.7.225.104, 20.7.225.130, 20.7.226.160, 20.7.226.173, 20.7.227.140, 20.7.227.237, 20.7.228.242, 20.62.29.195, 20.7.229.12, 20.7.230.40, 20.7.230.80, 20.7.230.87, 20.7.230.128, 20.7.231.20, 20.7.231.37, 20.7.231.41, 20.7.231.42, 20.7.231.50, 20.7.231.71, 20.7.231.72, 20.7.231.74, 20.7.231.77, 20.7.231.113, 20.119.136.15 
• If you're on-premise, whitelist the IP of the server you're hosting Axero on

Microsoft Exchange Server - Service not available, closing transmission channel

If you use a Microsoft Exchange Server for email sending, you may receive the following exception in Communifire:

Email Sending Failed. 
Reason: Service not available, closing transmission channel. 
The server response was: 4.4.2 Message submission rate for this client has exceeded the configured limit

To fix this issue, execute the following command in Exchange Management PowerShell:

set-receiveconnector -identity connector -MessageRateLimit unlimited

How to Change the System Email Sender Name

Email Images

Images are not included in emails by default to ensure maximum security of your files

Prioritizing security, we do not show images from your site in emails (discussions, cases, tasks, badges and broadcasts) by default. This way if the email is forwarded or the content is copied your images are not exposed to people without access.

However we do offer an alternative that strikes a balance between security and functionality. If you choose to enable images in emails on your site, the system generates encrypted keys embedded within the image URLs, allowing recipients to view images without needing to be logged in. It's crucial to be aware that if an email or image link is shared externally, there's a risk of unauthorized access to the images.

To implement this secure sharing of images in emails, while acknowledging the associated risks, you can enable the 'ImagesInEmail' System Property.