Emailing in DSM SQL

Many DSM users rely on email to communicate with their customers. Recent changes to the industry to help reduce spam require us to change the way emails are sent through DSM.

The default option in DSM uses Peak Software’s email server to send email. If you are using that option you may have noticed problems with email providers such as Yahoo! and Gmail. These providers are denying emails sent with an email address that doesn’t match the email server through which the email was sent.

The solution is to configure DSM to use your email server instead of Peak Software’s email server. For most users this will require assistance from your IT provider who manages your email system. This document will explain the options available in DSM and the steps to use each option and the benefits and limitations of each.

System vs. Workstation Email Settings

There are two different locations in DSM to configure email settings, System and Workstation. System settings affect DSM system wide but can be overridden on each workstation. You may enter specific settings for the entire system but need to override those settings on particular workstation to use a different email option.

One example would be to assign system settings to use your email server via SMTP. Workstations used by multiple users and don’t have Microsoft Outlook installed such as concession stands or front desk kiosks would be left to rely of the system settings. On workstations with Microsoft Outlook or another email client could have the workstation settings configured to override the system settings and to use MAPI.

System Settings Options

The system wide email options for DSM can be accessed by going to File > Administration > System Configuration and selecting the Connection [F3] tab. The list of email provider options are:

SMTP – This is the default option in DSM configured to use Peak Software’s email server. It is highly recommended that this be updated to use your own organization’s email server. If left to use Peak Software’s email server many email providers will not accept emails that are sent from within DSM. It may require that your email administrator allow relay of email message from DSM through the email server. The instructions for this vary depending on the email server software used by your organization.

MAPI – This is a great option on workstations that have an email client such as Microsoft Outlook but not necessarily a good option for a system wide setting.

HTTP via Peak Software – This is the least effective option. This option should only be selected if no other options is available. The method used with this option is often flagged as spam and will not make it to the recipient’s inbox.

Workstation Settings Options

The workstation settings can be accessed by going to File > User Preference and selecting the Email / Other [F4] tab. There is an option to Override System Settings with these options:

SMTP – This option can be used to assign a specific email address for sending emails from this workstation.

MAPI – This is the best option on a workstation that uses an email client such as Microsoft Outlook.

HTTP via Peak Software – This is the least effective option. This option should only be selected if no other options is available. The method used with this option is often flagged as spam and will not make it to the recipient’s inbox.

SMTP

This is the recommended system option when configured to use your organization’s email system. Emails sent using this configuration have a higher likelihood of being successfully delivered to the recipient’s inbox. This option may require that a configuration change be made on the mail server to allow relay of email messages from within your network.

Some reasons why it may not be the best option would be that your IT provider is not willing to allow emails to be relayed for security reasons. Some emails server may not allow relay of emails from an application like DSM.

To configure DSM go to File > Administration > System Configuration and select the Connection [F3] tab.

Enter the following information:

Email Server:                      SMTP address for your email server.

Email Account:                  email account for your email server. This is often your email address but may be a specific email address set up by your IT group. NOTE: Check with your email administrator with any questions regarding these requirements.

Email Password:               password for the email account entered.

NOTE: If you are using a web based email service such as Gmail, Google Business, Yahoo!, or AOL there are links to instructions below. We have not yet been successful using the Microsoft based web email services such as Hotmail, Outlook.com, or Live.com. We are continuing to research the viability of using these email accounts with DSM.

Gmail/Google Business

Yahoo!

AOL

MAPI

If you have Microsoft Outlook or another email client installed on your computer MAPI is likely the best option as DSM will use that client to send emails. This is a great option because the emails have a better chance of reaching the intended recipients and you will also have a history of emails sent.

Go to File > User Preferences and select the Email / Other [F4] tab.

Check the box next to Override System Settings

Select MAPI next to Email Provider:

HTTP via Peak Software

This is the least effective option and should only selected if you can’t use one of the other options. The method used to send email with this method is often seen by the intended recipients email system as a method used by spammers. It is highly likely of being flagged as spam email and will be denied or moved to the spam or junk folder of the recipient.

Go to File > User Preferences and select the Email / Other [F4] tab.

Check the box next to Override System Settings 

Select HTTP via Peak Software next to Email Provider: