Please Note: For a full understanding of email settings in PPS please have a look at this guide. The information below will cover in detail the SMTP settings and options.
Within PPS you are able to configure the sending of emails using SMTP email settings.
All PPS hosted and Express users have access to our free Sendgrid email settings to allow emails to be sent as soon as the system is set up but PPS local users will need to have their own email account in order to send via SMTP.
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 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 1 - Sending via SMTP for local and hosted systems
If you have your own SMTP account then you can enter the details here to send your PPS emails via the SMTP account. You'll need to use an SMTP account if you want to send HTML or multiple emails such as in a Mail Merge.
If you do not have an SMTP account then you can acquire one from a number of free or paid for online sources.
For example, Sendgrid offers a free email account allowing up to 100 emails to be sent per day. Sendgrid is the email provider used as default in all PPS hosted systems and anyone can sign up easily for their own account, giving you control over checking email unsubscribes, delivered emails and allowing you to send via SMTP through a local PPS system. More information on Sendgrid and the email packages can be found here. Sendgrid also have many of their own help guides to get you set up and using their email settings but this guide will explain the SMTP settings that will need to be added into PPS.
Alternatively, your web developer may be able to set up an email account through your website domain, if applicable.
Section 2 - 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.
Please note: If you are a PPS hosted user please send the details of your SMTP account from the registered email account to email@example.com for the email settings to be added.
The details required for the SMTP server settings can be 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 account username and password?
* Does the SMTP Server require SSL/TLS?
Please Note: If you have previously used your own SMTP server but would like to revert to our free Sendgrid account please email firstname.lastname@example.org to request the change.
Section 3 - Troubleshooting 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, this is usually the email account's username or password. 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.
Error Message: Error with connecting to server; client handshake failed
This error will usually indicate an issue with the TLS compatibility. PPS can only allow email sending through TLS 1.0 and 1.1 and is incompatible with TLS1.2. Contact your email provider to check the TLS configuration.