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If you would like to send emails from Smart Service Cloud for the purposes of emailing your customers quotes, work orders, or mass email customers, you’ll need to set up your email accounts in Smart Service Cloud as shown below.
The first step is to add your primary email account and SMTP settings under Administration > System Settings. When you do this, you are deciding what email provider your company uses. Although each profile will have an associated email address (which is what the customers will see when receiving emails) you will need to input a company email and SMTP settings here.
In short, if you add the SMTP settings for Gmail in the window below, your user profiles must also use Gmail accounts. When you email a customer the sender’s address will be what’s on the user’s profile, not the email we’re entering below.
You can find a list of the common SMTP Server names and default port numbers, although some of you may have changed these settings when creating or managing your email accounts.
You will need to also enter your email in the “System Email” field and the password you use to log into that email account in the “System Email Password” field.
You may need to check with your IT or the person who set up your email account to get some of this information before continuing. Below we have included the default settings for the most common email clients.
Once the main account is set up and ready to go, as shown above, you can continue to the individual user accounts. When you email a customer, the sender’s address will appear as the email account entered on your individual user profile, not the system email we entered above.
When you open your profile inside Human Resources > Employees, you’ll need to enter your email address and the password for that email address. If you have multiple employees sending emails to customers (usually the customer’s copy of work orders, quotes, etc.) consider giving all profiles the same email address so it’s easier for you to monitor.
Two-Factor Authentication for Gmail UsersFor customers who would like to integrate a Google account with Smart Service to access Smart Service’s ability to send emails to your clients, you will need to create app passwords via your Google account. The “App Passwords” feature allows a Gmail user to provide third-party apps (like Smart Service in this case) with limited access to your Gmail account.
As of May 30th, 2022, Google will require accounts to use Two-Factor Authentication (2FA), and thus all third-party apps will use the “App Password” method.
Google has provided a guide on their Account Help Center which details the steps for enabling 2FA on your Google account. This change can be made by the account administrator via the “Security” option inside the navigation panel. You can find the option to enable 2-Step Verification under the “Signing in to Google” section.
Creating App PasswordsOnce Two-Factor Authentication has been enabled for your Google account, it’s time to create an app password. Google has provided another guide on their Account Help Center. By creating an app password for Smart Service in your Google account, you can give Smart Service the app password instead of your actual password.
In the image below, we’re creating an app password for Smart Service by choosing “other” for the application type and naming the custom app password as “Smart Service.”
From there, we’ll return to system settings and enter the app password given to us by Gmail instead of our actual email password.
