Office Email Configuration: Setup and Management

The Office Email page is the centralized location for configuring outgoing mail servers for your clinic. This module allows you to set up the email services used for system notifications and reminders using one of three available SMTP providers: Custom, Office365, or Gmail.

Key Update: Email settings are no longer managed on the 'Reminder' page. All SMTP configurations are now consolidated on this page to ensure consistency across single and multi-office practices.

Configuration Instructions

1. Select Office Location

• Multi-Office Practices: Use the dropdown menu labeled Office at the top of the page to select the specific location or profile you wish to configure.
• Single-Office Practices: The correct office profile will load automatically.

2. Select SMTP Provider

Select your email provider from the dropdown menu. The required fields and authentication options will change based on your selection.

Provider 1: Office365 (Microsoft 365)

Use this option when sending emails through Microsoft 365 (Exchange Online). This provider supports two authentication methods and includes a built-in testing feature.

A. Authentication Methods
You must select one of the following methods:

• Basic Authentication:
  • Uses standard email and password login.
  • Required Fields: Mail Server URL, Port, Username, Password, Confirm Password, SSL/TLS Enabled.
• OAuth2 Authentication:
  • Uses Microsoft’s secure token-based login (more secure; does not require a user password).
  • Requires Azure AD app registration.
  • Required Fields: Mail Server URL, Port, Client ID, Client Secret, Scope, Token Endpoint.

B. Testing the Configuration (Office365 Only)
Before saving, you can validate your credentials using the Test Email Sending panel on the right side of the page.

1. Subject: Enter a subject line.
2. Email To: Enter the recipient's email address.
3. Body: Enter a short message (Max 100 characters).
4. Action: Click Send Test Email.

Note: If testing via OAuth2, you must fill in the Client Secret field. Once successfully saved, sensitive fields like passwords and client secrets will be hidden for security. 

Provider 2: Gmail

Use this option when sending emails through a standard Gmail account or Google Workspace (formerly G Suite).

• Authentication: Basic (Username/Password).
• Required Fields:
  • Mail Server’s URL
  • Mail Server’s Port
  • Username
  • Password
  • Confirm Password
  • SSL Connection

Provider 3: Custom Server

Use this option to manually enter settings for a third-party mail server not listed above.

• Authentication: Basic (Username/Password).
• Required Fields:
  • Mail Server’s URL
  • Mail Server’s Port
  • Username
  • Password
  • Confirm Password
  • SSL/TLS (Check if required by your server)

Saving Your Changes

Once the required fields are filled (and tested, if using Office365), click Save.

Security Note: The system utilizes improved credential handling. After saving, fields containing passwords or client secrets will be hidden to protect sensitive data.

Support Note: If you encounter any issues with testing or require assistance, please contact the AwareMD Support Team.