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.
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).
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.
Using your own SMTP settings:
If you wish to use your own SMTP account in order to have more control over the sending and monitoring of your PPS e-mails then you are able to do so. In order to set this up, you'll need to send the details of your SMTP account to firstname.lastname@example.org
This information will need to come from the email address registered to your PPS account and should include all the SMTP account details found via Tools > System Set-Up > E-Mail Settings.
* The SMTP Server name
* Server Port Number
* Does the SMTP Server require authentication? If so, what is the username and password?
* Does the SMTP Server require SSL/TLS?
Section Two - PPS Local Users
E-Mails from PPS Local systems can be sent in two ways:
- Using a MAPI compliant, locally installed E-Mail program such as Microsoft Outlook.
- Via Direct Posting using your own SMTP account
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.
Normal E-Mail System
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.
Direct Posting to an SMTP server
If you have your own SMTP account then you can enter the details here to send your PPS e-mails via the SMTP account.
If you do not have an SMTP account then you can acquire one from a number of free or paid for online sources. Alternatively, your web developer may be able to provide one for you.
You'll need to use an SMTP account if you want to send HTML or multiple e-mails such as in a Mail Merge.
Important: 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 the PPS email program does not support TLS 1.2 so your SMTP provider will need to authorise sending through TLS 1.0 or TLS 1.1 to allow the emails to send through PPS.
Section Three - From name and address
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.
Section Four - Errors
If you're using your own SMTP account you may encounter some of the following errors:
Error message: Authentication Failed
This is a message reported by your email server to advise you that the authentication details you are using have failed to validate. In this instance, you should check that the authentication details you have set up in PPS are correct. To do this go to Tools > System Setup > Email Settings. If you are unsure please contact your email provider for advice.
Error Message: SMTP Failed/Server Address Invalid/Cannot be reached
This is a message to say the SMTP address you are using is either incorrect or not in use. In this instance, you should check that the SMTP address you have set is correct. To do this go to Tools > System Setup > Email Settings. If you are unsure please contact your email provider for advice.
Error Message: Syntax Error
If you receive a message regarding syntax being invalid this is usually due to there being an unrecognisable character in your PPS Email Settings. Typically there can be anomalies under the ‘Your email address’ or ‘Your name’ fields.
Error Message: OLE Dispatch Error
This can usually be resolved by re-registering the file which is used by PPS to send the email. To do this you should contact our Support team on 01283 24 54 00 or via email to email@example.com
Error Message: Error connecting to server; SOCKETTIMEOUT
This means PPS has tried to connect to the email server but it cannot send the email in the required time limit and has therefore timed out. Contact your email provider if this error is received.