Choose how Kluvan sends your e-mails

Kluvan sends e-mail for you: sign-in codes, invitations, documents, reminders and the daily report. This article explains which address the mail comes from, how to send from your own mail server, and why some addresses stop getting mail.

Before you start

• Only the owner can change Settings → E-mail.
• To use your own server, you need its SMTP details from your mail provider: server name, port, user name and password. Many providers ask for an app password instead of your usual one.

Steps

Send from your own mail server

1. Open Settings → E-mail.
2. On the SMTP card, fill in SMTP host, Port, User and Password.
3. Fill in From: the address your mail should come from.
4. Leave SSL/TLS ticked unless your provider says otherwise.
5. Press Save. The card shows that sending through your server is on.
6. Press Send a test and check that it arrives.

Turn on the daily report

1. On the same page, tick Daily report on.
2. Fill in Recipients and the Send time.
3. Press Save. Tonight's report preview shows what will go; Send today's report now sends it at once.

Which address your mail comes from

• Kluvan's address sends most mail: sign-in codes, invitations, account and billing mail, and the mail your apps send for you.
• Purchase order links to suppliers go from your own server when it is set up. Without it, they go from Kluvan's address with your organisation's e-mail as the reply address, so the supplier's answer reaches you.
• The daily report and purchase orders that Inventory mails to a supplier go only from your own server.

When an address bounces or marks mail as spam

Kluvan watches every mail it sends from its own address:

• Bounced: the address does not exist or refuses mail (a hard bounce), or three soft bounces in a row (for example a full mailbox) within 14 days. Nothing more is sent to it: no codes, no documents, no reminders.
• Marked as spam: the person marked our mail as spam. From then on the address gets only the essentials: sign-in codes, invitations and account mail.
• A new owner's address gets only the essentials until the confirmation code is typed.

If your own address bounces, Kluvan shows a banner with Correct your e-mail; change it under My e-mail. The same rules apply to your customers' and suppliers' addresses: campaigns, reminders and other mail to a bounced address are skipped. If a customer says they get nothing, check the address on their record and correct it; a new address starts clean.

Good to know

• Port must be 25, 465, 587 or 2525, and the server must be a public one. Addresses inside a private network are refused.
• Last send and Last error show the result of the last report; a failure gives a short reason, not a pop-up.
• The password is kept encrypted and never shown again.
• An address that was wrong only for a while (a mailbox that was full and is now emptied) can be cleared by Kluvan support; write to us.
• The bounce check covers mail sent from Kluvan's address. For mail sent through your own server, your provider reports problems to you.
• Telegram is another way to get your summaries: see Telegram.