FileCloud can send the following messages to users via email:
- share notifications
- file change notification
- error notifications
In order for the email system to work, the FileCloud administrator must setup the mail configuration.
In a hosted FileCloud system, administrators cannot change the "FROM" address in FileCloud Server version 19.1 and later.
When the FileCloud system configuration is defined with the following setting:
("TONIDOCLOUD_HOSTED_CLOUD",1);
administrators can no longer change the FROM address in the Settings screen on the Email tab.
- If key
TONIDOCLOUD_HOSTED_CLOUDis set to1, then the administrators is prevented from changing the FROM email. The administrator can save a change in the Admin Portal, but FileCloud will ignore the setting. - If key
TONIDOCLOUD_FC_HOSTED_FROM_EMAILisn't set, the FROM email will default to fchosted@filecloudmail.com.
| Setting | Description |
|---|---|
| Email From Address | This is the address from which the email messages will be sent to users.
|
| Email From Name | This is the display name used when sending the email message
|
| Email Reply to Address | If this setting is enabled, this is the address used when the recipient replies to an email sent from the FileCloud system. To enable this setting, see Conceal Identity of Sender, below. |
| Email Reply to Name | If this setting is enabled, this is the display name used when the recipient replies to an email sent from the FileCloud system. To enable this setting, see Conceal Identity of Sender, below. |
| Email Type | Specify the email facility to be used . The type can be "SMTP", "Mail" or "SendMail". Note that "Mail" and "SendMail" use underlying OS's function (Available only for Debian/Ubuntu installation). The recommended setting is to use SMTP . |
SMTP Configuration
You need an SMTP account to setup email using SMTP type.
| SMTP Setting | Description |
|---|---|
| SMTP Host | SMTP Server to use for sending email |
| SMTP Port | The SMTP port to use to connect to SMTP Host (This will be given by your SMTP Provider |
| SMTP Security | If your SMTP provider uses SSL or TLS security then select as appropriate |
| SMTP Auth Enabled | If SMTP requires authentication using username/password, then enable this to enter the user/password |
| SMTP Auth User | If SMTP Auth is enabled, then enter the authentication username |
| SMTP Auth Password | If SMTP Auth is enabled, then enter the password for SMTP Auth User. |
To configure the email notifications:
- Log into the administration portal
- Click on "Settings" on the left navigation panel
- Click on "Email" tab
- Enter the required information
- Click Save
- Click on "Test Email->Send Email" to try the setting (The email will send to the admin's email)
Manage Do Not Email Settings
- Emails get added to DO NOT EMAIL list when they click "unsubscribe" that comes in the email body.
- Admins can remove users from the "DO NOT EMAIL" list by clicking Manage in the Do Not Email Settings section.
- Beginning with FileCloud version 20.3, admins can also add users to the "DO NOT EMAIL" list by clicking Manage in the Do Not Email Settings section.
- Beginning with FileCloud version 18.1 admins can specify the maximum number of emails that system can send in a 24 hour span.
Note:
Use the Ignore "Do Not Email" list check box to allow important emails like password recovery and 2FA to bypass the "DO NOT EMAIL" list.
- Next to Do Not Email List, click Manage.
The Manage Do Not Email List dialog box opens.
- To add an email to the list, click Add, then enter and save an email address.
- To remove an email from the list, check the box next to the email and click Remove.
Conceal Identity of Sender
By default, Email Reply To Address and Email Reply To Name are used when Email From Address and Email From Name are not specified (for example, when emails are sent by the system or by workflows).
However, you can add a setting to the configuration file to use Email Reply To Address and Email Reply To Name on all outgoing emails. This enables you to override use of the sender's email as the reply to address and name if you do not want recipients to see the identity of the sender.
To enable the Email Reply To settings:
Open cloudconfig.php:
Windows Location: XAMPP DIRECTORY/htdocs/config/cloudconfig.php
Linux Location: /var/www/config/cloudconfig.phpAdd the following:
define('TONIDOCLOUD_USE_ADMIN_REPLY_TO_EMAIL_ADDRESS',true);
Office 365 Settings
When using Office 365, SMTP settings must be set tothe following values:
| Setting | Recommended value |
|---|---|
| SMTP Host | smtp.office365.com |
| Port | 587 |
| SMTP Security | TLS |
| Username/email address and password | Enter the sign in credentials of the hosted mailbox being used |
For more information about SMTP configuration for Office 365 accounts please check: Microsoft Office Support Article