The Email System allows you to send email from within Prime using your organization’s IMAP/SMTP. Prime interacts directly with your email server, allowing you to send and receive email from within Prime.

Setup

Each staff member using the email system must have the appropriate information entered about the email server they use. This information is entered using the Email Setup tab found on the Staff Member Input screen. Go to Administration. Expand Staff and Add or Search Staff.

1) The Email Setup tab brings up the Email Settings page. The information on this page is required for the proper operation of the email system.

2) The Email Address is attached to every outgoing email. It appears to the receiver as the ‘from address’. The Name is added to the outgoing email so that the receiver can quickly tell who the email is coming from.

3) Only IMAP is supported. IMAP has been chosen for a number of reasons: (1) email is stored on and handled by the server; (2) synchronization is handled between multiple email clients—each email client will show the same email.

4) The Incoming mail server is the name of the server from which email will be retrieved. If your email server requires IMAP connections on a particular port, enter that number. Otherwise, normal IMAP connections operate on port 143. If special security is required, it should be selected as well. Enter the outgoing mail server (outgoing emails use an SMTP connection), port number (normal SMTP connections operate on port 25), and security settings.

5) The username and password for the staff member should be entered. Once all these items have been entered, you may use the Test Incoming and Test Outgoing buttons to test connection settings.

Two Factor Authentication

For O365 accounts that have two factor authentication (2FA) enabled on the account, you may have to set and use an application specific password to bypass the 2FA.

Email Use

To send an email, click the Email button next to a client's email address to send an email.