Email Settings
Email settings are located under the "Tenant Settings" section in the Admin Dashboard. This section provides administrators with options to manage and configure various aspects related to email setup and notifications. The Email Settings page displays three tabs, enabling admins to adjust and personalize the email settings based on their preferences. These tabs facilitate access and control over notification settings, email servers, and email templates.
Notification Settings Tab
The Notification Settings tab is used to manage when email notifications are sent to users. Notifications can be configured by the report, finding, substatus, or assignment by clicking the toggle bar on or off.
When all email notifications are disabled, the system only sends emails regarding actions related to a user's profile (personal settings).
The notification of report status changes for assigned users is permanently disabled.
Server Settings Tab
The Server Settings tab manages the configuration of a custom email server. PlexTrac defaults to its email service but supports SMTP (Simple Mail Transfer Protocol) and OAuth (Open Authorization).
Configuring Mail Server
Step 1: From the Admin Dashboard, click Email Settings under "Tenant Settings."
Step 2: Click Configure Mail Server.
Step 3: A modal appears. Enter the appropriate information in the required fields.
Email Server URL: Refers to the domain or hostname of the server that handles incoming and outgoing emails for the email account or domain. The specific email server name can vary depending on the email service provider or the organization's email infrastructure.
Port: PlexTrac supports standard SMTP (Simple Mail Transfer Protocol) ports, and those options are provided in the pulldown menu for this field:
SMTP with SSL/TLS encryption (SMTPS):
465 (secure)SMTP (unencrypted):
25 (not secure)SMTP with STARTTLS encryption:
587 (not secure)
Step 4: Select the mail server authentication type if different than the default value of "None."
None: No authentication is used, and the email server allows open relay without requiring credentials. It is not secure or recommended, but it is sometimes used for internal and testing purposes.
Basic: A simple username and password combination is enabled. Credentials are sent in plain text or base64 encoded. This method is less secure than OAuth2, especially if it is not used with encryption (TLS/SSL).
OAuth2: This provides a more secure and flexible authentication method, as it does not require sending the actual username and password with each request. It supports short-lived access tokens and long-lived refresh tokens. It is more complex to set up but offers enhanced security. This page provides more information on obtaining the required information from Google to set up OAuth.
Step 5: Click Save.
If the connection is unsuccessful, a message will be displayed at the top of the page.
Validate the data entered, make necessary changes, and click Save again.
Removing Existing Configuration
Click Remove Mail Configuration to remove and change the current email server configuration to the default PlexTrac email service.
E-mail Templates Manager Tab
The E-mail Templates Manager tab manages the format, information, and structure of emails sent to users within a tenancy and allows for the configuration of email white labeling.
Email White Labeling
The application defaults to PlexTrac values for the "From Name" and "From Address." To change the name and email address, edit the fields under "EMAIL WHITE LABELING" and click Submit.
Email Templates
PlexTrac offers a collection of email templates that are automatically dispatched to users upon completing specific actions or tasks. These templates serve as predefined messages but can be modified and tailored to individual requirements.
Admins can customize the templates as needed by incorporating their company logo, removing short codes, enhancing the HTML, or including specific messaging to align with their branding and communication style. This feature enables admins to create email communications matching their style and messaging preferences.
To edit an email template, click the green icon under the "Actions" column next to the email.
Short codes can be used in emails as wildcards to replace text. Available codes are listed at the bottom of the email template.
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