The Email profile allows you to process emails and text messages from RecTrac to staff members (employees, instructors, referees, etc…) and patrons alike. Generally speaking, one (1) Email profile only per database is required, but your needs may vary.
Before you begin, you will need the connection information for your server, which can be obtained from your IT or network administrator:
- Server IP/Name (i.e., 12.345.678.90 or MyEmailServerName)
- Port (i.e. 587)
- Is TLS connections required? This is an extra security measure that encrypts all messages sent.
- Is SMTP User Authorization needed? Does our email server require a username and password to send messages?
- (If using SMTP Authorization) SMTP User Name
- (If using SMTP Authorization) SMTP Password
If you plan to use Gmail or O365 for your email server, they require:
- Two-Factor Authentication to be enabled within Gmail/O365 for the account you intend to use in RecTrac.
- Generation of an "App Password" from within Gmail/O365 for the use of RecTrac.
Note: Entering your normal email password into RecTrac, will cause Gmail/O365 to block email sends from RecTrac (you will get a warning sent to that email address). App Passwords are required and enable an external App, such as RecTrac, to send emails using Gmail/O365 servers.
See Also: Email Server Configuration
See Also: Graphical Email Templates
Making changes to a profile is an Audited Event. Additionally, Linking, Removing, Purging, and Cloning profiles are also Audited Events.
See Also: Topic Doc - RecTrac Profile Assignments Screen, Hierarchy Guide, and Profile Listing.
See Also: Video - Profile Review
SAProfile_Email_Email_Tab1
Default Receipt Subject (SAProfileDetails_DefaultReceiptSubject)
Enter the text you want to appear in the Subject Line for Receipt emails generated in RecTrac sent via this profile. This text is used as the Subject Line for Receipt emails only and will appear in lieu of the default RecTrac Subject Line for receipt emails: RecTrac Receipt."
DeleteDefault Subject (Other) (SAProfileDetails_DefaultSubject)
Enter the text you want to appear in the Subject Line for email generated in RecTrac sent via this profile. This text is used as the Subject Line when:
- The email being sent is NOT a receipt
- The program or process generating the email does not have its own default subject line. Processes, such as a report or scheduled event, contain their own default subject line.
Add Email Signature (SAProfileDetails_AddEmailSignature)
Select this option to have the text entered in the Email Signature field used as the Signature Line for emails sent from RecTrac via this profile.
DeleteEmail Signature (SAProfileDetails_EmailSignature)
Enter the text you want to use as the Signature Line for your email, if desired. Email signatures appear at the bottom of your email.
If opting to Use HTML, you can include HTML tags (bold font, italicized font, hyperlinks, etc.) in the signature line, if desired.
DeleteUse HTML Email Body (SAProfileDetails_UseHTMLEmailBody)
Select this option to use Hypertext Markup Language (HTML) code for your emails. This option allows you to send HTML emails that can look similar to web pages in that you can "dress them up" with static images signatures etc.
When selecting this option the text you enter in the HTML Email Body field and in the Email Signature will appear in HTML. You do not need to add the HTML tags for paragraphing (<p> and carriage returns (</p>) the system will do if for you automatically. However HTML tags for other functions such as bold font italicized font and hyperlinks etc. need to be added manually.
Additionally with the option enabled the system will incorporate any HTML tags in your {PROGRAM_GENERATED_EMAIL} (the text typed in other email fields in RecTrac such as RecConnect Emails receipts etc).
Notes:
- HTML tags will appear as raw text in your email in the event you add HTML tags in the email body on this profile or in any other email field in RecTrac and do NOT select this option.
- When this option is enabled you have access to the Formatting Bar on the Email Body field in RecConnect Results.
Report HTML Email Template (SAProfileDetails_ReportEmailTemplate)
Select your Email Template Comment Code for emails generated due to a report being run. Email Template Comments act as the body" of your email. They can support plain text or HTML and can be used with standard Vermont Systems Graphical Email Templates if desired.
Optionally you can leave this field blank. If you leave this field blank then the email body will consist only of:
- The text generated by the system when a report is run and emailed. For example "See Attached Report."
- Any text that was entered in the Email Body field of the Report Options screen.
Notes:
- If you enter text in the Email Body field on the Report Options screen and you have an Email Template Comment Code selected then both will appear in the email that gets sent.
- Email Template Comment Codes are maintained in Comment Code Management. Type=Email Template.
- See Also: Topic Doc: Graphical Email Templates.
Receipt HTML Email Template (SAProfileDetails_ReceiptEmailTemplate)
Select your Email Template Comment Code for emails generated due to a receipt being generated. This includes all receipts and Statements. Email Template Comments act as the body" of your email. They can support plain text or HTML and can be used with standard Vermont Systems Graphical Email Templates if desired.
Optionally you can leave this field blank. If you leave this field blank then the email body will consist only of:
- The text generated by the system when a receipt is created and emailed. For example "See Attached Receipt."
- Any text that was entered in the Email Body field of the Payment screen from which you processed the transaction.
Notes:
- If you enter text in the Email Body field on the Payment screen and you have an Email Template Comment Code selected then both will appear in the email that gets sent.
- Email Template Comment Codes are maintained in Comment Code Management. Type=Email Template.
- See Also: Topic Doc: Graphical Email Templates.
Processing HTML Email Template (SAProfileDetails_ProcessingEmailTemplate)
Select your Email Template Comment Code for emails generated due to processes being run, such as Scheduled Events, etc. Email Template Comments act as the body" of your email. They can support plain text or HTML and can be used with standard Vermont Systems Graphical Email Templates if desired.
Optionally you can leave this field blank. If you leave this field blank then the email body will consist only of the text generated by the system when the process is run. For example "Scheduled Event '<XYZ>' is complete. This email only indicates that event has completed (it may or may not have been successful."
Notes:
- Email Template Comment Codes are maintained in Comment Code Management. Type=Email Template.
- See Also: Topic Doc: Graphical Email Templates.
RecConnect HTML Email Template (SAProfileDetails_RecConnectEmailTemplate)
Select your Email Template Comment Code for emails generated due to running a RecConnect program. Email Template Comments act as the body" of your email. They can support plain text or HTML and can be used with standard Vermont Systems Graphical Email Templates if desired.
Optionally you can leave this field blank. If you leave this field blank then the email body will consist only of:
- The HTML Email Template Comment Code you have selected on the < a href="/processing/recconnectresults_help">RecConnect Results screen.
- Any text that was entered in the Email Body field of the RecConnect Results screen.
OR
Whatever Email RecConnect Letter Body Code you're using on the RecConnect Results screen.
Notes:
- If you have an Email Template Comment Code on the RecConnect Results screen and if you have an Email Template Comment Code selected here then the system will defer to the Email Template Comment Code on the RecConnect Results screen.
- If you enter text in the Email Body field on the RecConnect screen and you have an Email Template Comment Code selected (here or on the RecConnect Results screen) then your free form email body text will appear along with the Comment Code in the email that gets sent.
- Email Template Comment Codes are maintained in Comment Code Management. Type=Email Template.
- See Also: Topic Doc: Graphical Email Templates.
Server IP/Name (SAProfileDetails_Server)
Enter the name of your email server in this field (i.e., MyEmailServerName). Alternately, you can enter the IP Address of your email server (i.e., 12.345.678.90).
If you are using Gmail enter smtp.gmail.com for Server IP/Name.
If you are using O365 enter smtp.office365.com for Server IP/Name.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Server Port (SAProfileDetails_ServerPort)
Enter your Email Server's port number in this field.
- Standard Simple Mail Transfer Protocol (SMTP) uses Transmission Control Protocol (TCP) port 25 by default, but your setup may vary.
- If you are using Gmail or O365 then enter 587 for Server Port.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Enable TLS Connection (SAProfileDetails_EnableTLS)
Select this option to enable Transport Layer Security (TLS) hand-shaking on this Email profile. This is a good option if your department uses third party email servers such as Gmail and Office 365. TLS is a security protocol that encrypts email to protect its privacy. Gmail and Office 365 use TLS by default. Selecting this option will enable the handshake from RecTrac. TLS handshaking negates the need for APIs such as Stunnel when using Gmail and/or Office 365 as your email server.
- If you are using Gmail or O365 then you MUST enable TLS.
Note: To create a TLS log file ensure the Verbose SMTP Logging option is enabled on your Static Parameters profile • Logging/Debug Settings group. Vermont Systems recommends enabling Verbose SMTP Logging only for troubleshooting purposes.
Use SMTP User Authorization (SAProfileDetails_SMTPAuthorization)
Select this option if your email server uses, or if your setup requires, Simple Mail Transfer Protocol Authentication (SMTP AUTH) to send/relay email from your server.
- If you are using Gmail or O365 then you MUST enable SMTP Authorization.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
SMTP Authorization Type (SAProfileDetails_SMTPAuthorizationType)
If you selected Use SMTP User Authorization, accept the defualt entry in this field (Base 64), or overwrite with your system's Authorization Type.
- If you are using Gmail or O365 then use the default of Base 64 .
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
SMTP User (SAProfileDetails_SMTPUser)
If you selected Use SMTP User Authorization, enter your SMTP AUTH User ID in this field.
- If you are using Gmail, enter the email address of the desired Google account (i.e., MyOrganization@gmail.com) for the SMTP user.
- If you are using O365, enter the email address of the desired O365 account (i.e., info@MyOrganization.com) for the SMTP user.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
SMTP Password (SAProfileDetails_SMTPPassword)
If you selected Use SMTP User Authorization, enter the password for the SMTP AUTH User ID in this field.
Passwords are masked in RecTrac. Passwords in RecTrac appear either as a series of pipes" or dots in password fields (i.e. | | | | | or •••••).There is no Permission that allows you to see an actual password. There is no Report in RecTrac that will display a password.
Additionally RecTrac user passwords and WebTrac user passwords are encrypted based on the configuration settings as maintained on your Encryption profile.
- If you are using Gmail enter your Gmail APP Passwordfor RecTrac. Note: You MUST have 2-Step Verification Turned on for your Gmail Account. You must have an App Password created for your Gmail account. For more information on APP Passwords within Gmail see Sign in using App Passwords. Entering your normal email password into RecTrac will cause Gmail to block email sends from RecTrac (you will get a warning sent to that email address). App Passwords are required and enable an external App such as RecTrac to send emails using Gmail servers.
- If you are using O365 enter your O365 APP Passwordfor RecTrac.Note: You MUST have Multi-Factor Authentication enabled for your O365 account. You must have an App Password created for your O365 account. Entering your normal email password into RecTrac will cause O365 to block email sends from RecTrac (you will get a warning sent to that email address). App Passwords are required and enable an external App such as RecTrac to send emails using O365 servers.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Report From" Email Address (SAProfileDetails_ReportEmailAddress)"
Enter the email address you want to be displayed as the sender" (i.e. the "from" address) for email generated due to running a report. For example aaccount information@rectrac.com
Optionally you can enter "<Email Address defined in RecTrac User>" in this field (without the quotation marks but with the < > tags). If this tag is used then the system will use the email address linked to the User ID that performed the action such as the email address linked to the clerk performing a POS Transaction who then emails the receipt or the email address linked to the ZZS user in the case of a report being mailed as a Scheduled Event assigned to 'ZZS' etc.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Report From" Friendly Email Address Label (SAProfileDetails_ReportEmailFriendlyName)"
Enter the Name/Title/Phrase you want to have displayed as the from" email address (i.e. the "sender") when RecTrac generates an email for this address if desired. The text you enter in this field will appear in the "From" field on the email in lieu of the actual email address.
For example the actual email address is administrator@bedfordfalls.com. You enter "The Parks at Bedford Falls" in this field. When the system generates an email the "From" column in your email program will display "The Parks at Bedford Falls" and the "From" line in the email header will read "The Parks at Bedford Falls [administrator@bedfordfalls.com]."
Leave this field blank to skip the "Friendly Name" label and have just the actual email address appear in the "From" field for emails sent to patrons from this address.
DeleteReceipt From" Email Address (SAProfileDetails_ReceiptEmailAddress)"
Enter the email address you want to be displayed as the sender" (i.e. the "from" address) for email generated due to processing a receipt. For example account information@rectrac.com
Optionally you can enter "<Email Address defined in RecTrac User>" in this field (without the quotation marks but with the < > tags). If this tag is used then the system will use the email address linked to the User ID that performed the action such as the email address linked to the clerk performing a POS Transaction who then emails the receipt or the email address linked to the ZZS user in the case of a report being mailed as a Scheduled Event assigned to 'ZZS' etc.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Receipt From" Friendly Email Address Label (SAProfileDetails_ReceiptEmailFriendlyName)"
Enter the Name/Title/Phrase you want to have displayed as the From" email address (i.e. the "") when RecTrac generates an email for this address if desired. The text you enter in this field will appear in the "From" field on the email in lieu of the actual email address.
For example the actual email address is administrator@bedfordfalls.com. You enter "The Parks at Bedford Falls" in this field. When the system generates an email the "From" column in your email program will display "The Parks at Bedford Falls" and the "From" line in the email header will read "The Parks at Bedford Falls [administrator@bedfordfalls.com]."
Leave this field blank to skip the "Friendly Name" label and have just the actual email address appear in the "From" field for emails sent to patrons from this address.
DeleteProcessing From" Email Address (SAProfileDetails_ProcessingEmailAddress)"
Enter the email address you want to be displayed as the Sender" (i.e. the "from" address) for email generated due to processes being run such as Scheduled Events emailing Statements etc. For example account information@rectrac.com
Optionally you can enter "<Email Address defined in RecTrac User>" in this field (without the quotation marks but with the < > tags). If this tag is used then the system will use the email address linked to the User ID that performed the action such as the email address linked to the clerk performing a POS Transaction who then emails the receipt or the email address linked to the ZZS user in the case of a report being mailed as a Scheduled Event assigned to 'ZZS' etc.
Note: This field is disabled in Vermont Systems Hosted databases. Contact the Vermont Systems Hosting Team for further information if needed.
Processing From" Friendly Email Address Label (SAProfileDetails_ProcessingEmailFriendlyName)"
Enter the Name/Title/Phrase you want to have displayed as the From" email address (i.e. the "sender") when RecTrac generates an email for this address if desired. The text you enter in this field will appear in the "From" field on the email in lieu of the actual email address.
For example the actual email address is administrator@bedfordfalls.com. You enter "The Parks at Bedford Falls" in this field. When the system generates an email the "From" column in your email program will display "The Parks at Bedford Falls" and the "From" line in the email header will read "The Parks at Bedford Falls [administrator@bedfordfalls.com]."
Leave this field blank to skip the "Friendly Name" label and have just the actual email address appear in the "From" field for emails sent to patrons from this address.
DeleteReport Reply To" Email Address (SAProfileDetails_ReportReplyToEmailAddress)"
Enter an email address, if desired. This email address will be used as the Reply To" email address for emails generated due to running Reports in RecTrac. The email address you enter here will populate the "To" field in a patron's (or staff member's) email should they choose to reply to an email you sent via RecTrac/WebTrac using this device.
For example the email address in your Report "From" field is account information@rectrac.com. You run a roster report and email it to the program's instructor. The instructor has a question that she would like to ask regarding this email. Rather than having a reply go to "account information@rectrac.com you could enter an alternate address here, such as your Program Coordinator (i.e. helen_smith@rectrac.com). Doing this would help ensure that reply emails are sent to an address that is used regularly.
Optionally, you can:
- Leave this field blank. If left blank, then the email address you used in the Report From" field above will populate the "To" field in a patron's(or staff member's) email should they choose to reply.
- Enter "<Email Address Defined in RecTrac User>" (without the quotes but with the < >). When this text is entered then the system uses the email address listed in the Email Address field in User Update for the current user as the 'Reply To' email in the event a patron chooses to reply.
Receipt Reply To" Email Address (SAProfileDetails_ReceiptReplyToEmailAddress)"
Enter an email address, if desired. This email address will be used as the Reply To" email address for emails generated due to processing Receipts in RecTrac. The email address you enter here will populate the "To" field in a patron's (or staff member's) email should they choose to reply to an email you sent via RecTrac/WebTrac using this device.
For example the email address in your Receipt "From" field is account information@rectrac.com. Julianna Crane receives an email containing her WebTrac Username. She has a question regarding this email. Rather than having a reply go to "account information@rectrac.com you could enter an alternate address here, such as your lead Front Desk clerk (i.e. ed_mccarthy@rectrac.com). Doing this would help ensure that reply emails are sent to an address that is used regularly.
Optionally, you can:
- Leave this field blank. If left blank, then the email address you used in the Receipt From" field above will populate the "To" field in a patron's(or staff member's) email should they choose to reply.
- Enter "<Email Address Defined in RecTrac User>" (without the quotes but WITH the < >). When this text is entered then the system uses the email address listed in the Email Address field in User Update for the current user as the 'Reply To' email in the event a patron chooses to reply.
Processing Reply To" Email Address (SAProfileDetails_ProcessingReplyToEmailAddress)"
Enter an email address, if desired. This email address will be used as the Reply To" email address for emails generated due to processes running in RecTrac such as a Scheduled Event. The email address you enter here will populate the "To" field in a patron's (or staff member's) email should they choose to reply to an email you sent via RecTrac/WebTrac using this device.
For example the email address in your Report "From" field is account information@rectrac.com. Julianna Crane receives an email containing her WebTrac Username. She has a question regarding this email. Rather than having a reply go to "account information@rectrac.com you could enter an alternate address here, such as your RecTrac administrator (i.e. frank_frink@rectrac.com). Doing this would help ensure that reply emails are sent to an address that is used regularly.
Optionally, you can:
- Leave this field blank. If left blank, then the email address you used in the Receipt From" field will populate the "To" field in a patron's(or staff member's) email should they choose to reply.
- Enter "<Email Address Defined in RecTrac User>" (without the quotes but with the < >). When this text is entered then the system uses the email address listed in the Email Address field in User Update for the current user as the 'Reply To' email in the event a patron chooses to reply.