Please note: For PPS Local and Hosted users; if you are wanting to use your own SMTP settings within PPS to process your emails please note that you will need to be on PPS version 4.1.12 or above to send emails through TLS 1.2 encryption, any PPS version below this will only support sending emails through TLS 1.0 or TLS 1.1.
Section One - PPS Hosted Users
For all PPS Hosted users we provide access to our Sendgrid SMTP account free of charge from the moment your system is set up. With this in place, you can start sending emails from PPS straight away with no need for any set-up other than checking your 'from' names and addresses (see section 3).
For more information on sending emails via SMTP please see this guide.
Please note: All emails sent through our free Sendgrid account will be sent with an unsubscribe link. Please see here for information on the Unsubscribe policy attached to our free Sendgrid account.
Section Two - PPS Local Users
E-Mails from PPS Local systems can be sent in two ways:
a. Using a MAPI compliant, locally installed E-Mail program such as Microsoft Outlook.
Select this option to send your PPS E-Mails via your MAPI compliant, default e-mail program.
Please Note: PPS can not send by click-to-run versions of e-mail programs, you will need to install the 32-bit version of Outlook.
b. Via Direct Posting using your own SMTP account
If you have your own SMTP account then you can enter the details here to send your PPS e-mails via the SMTP account.
You'll need to use an SMTP account if you want to send HTML or multiple e-mails such as in a Mail Merge.
For more information on sending emails via SMTP please see this guide.
Please note - Most free E-mail accounts will not work with PPS due to their encryption processes (Hotmail, Gmail, Live, Yahoo, etc). These e-mail accounts can however be used in the Your E-Mail address field to receive any responses to your PPS E-Mails.
Navigate to Tools > System Set-Up > E-Mail Settings to configure either of the above options.
Section Three - From name and address
Important: Please note that email settings are stored per PPS user as of v4.0.95. This means that email settings need to be updated individually when each user is logged into the system.
When e-mails sent from your PPS system are received they can display a 'from' name and e-mail address set by you. The from name can be the name of your clinic and the from address is the address that will be populated when clients opt to reply to your emails.
You can set from names and addresses in two ways:
1. Per PPS networked/hosted user:
Navigate to Tools > System Set-Up > E-Mail Settings where you can set your 'from' name and address at the bottom of the screen.
This setting will be applied to the PPS user that is logged in. If you have more than one PPS user that logs into the system each user will need to navigate to Tools > System Set-Up > Email Settings and enter their 'from' name and email address. You are required to have the from name and email address entered into this section in order to send emails.
2. Per PPS System User:
You can also set a 'from' name and address for each specific PPS System user you have. These will override whatever is set in the E-mail settings screen found in the System Set Up. Any user with no details entered here will revert to those general details. This way you can add general details to the System Set-Up and any user that wants to use specific details can enter them in this section.
Add a 'from' name and address per user via Tools > Set Up Practitioners and System Users. Double click on the relevant user to modify and enter the relevant details in the User Set Up tab.