E-Mail Configuration and Testing

EMSETUP [updatecfg]

The EMSETUP program displays data to assist in the configuration of CopiaFacts e-mail transmissions. It must be run on each node that is used for CopiaFacts e-mail operations, to configure transmissions on that node.  It is needed both for normal e-mail sending and broadcasting, generated from FS files, and also for processing system notifications and for special e-mail sent via your ISP instead of direct to the recipient's mailserver.

The top box in the EMSETUP window displays the DNS settings of the node which will be used by CF8EMAIL.DLL. If no items, or incorrect items, are shown, then you need to use Windows network settings dialogs to fix this:

The second box displays the IP address determined by visiting www.copia.com/ip.  This shows the detected IP address from your IP headers. Check the box if you have only one node sending e-mail and if you want to copy the value into the configuration file:

The third box should be completed with details of the local SMTP mailserver (at your ISP, or perhaps your corporate mailserver) which will be used either for sending specific e-mails, or for sending automated notifications of serious system errors.  The latter are sent by EMDIRECT and not by normal COPIAFACTS engines, in order to ensure that they can still be sent if the CopiaFacts queues are inaccessible.

Sending e-mails via a local mailserver (such as that provided by your ISP) instead of CopiaFacts contacting directly the recipient's mailserver should not be selected if you are sending large volumes of e-mail, such as e-mail broadcasts.  It causes e-mails to take longer to arrive and removes the ability to detect delivery failures.  However you should still enter the information in this section so that you can receive automatic e-mails from the system in the event of serious problems occurring.

Enter the normal SMTP server, login and password information that you would normally enter in a mail client.  The authentication box should be checked to force an authenticated login.

If you leave the e-mail domains box blank, all e-mail will be sent via the ISP when Enabled for CopiaFacts is checked. The entries in this box must otherwise be the MX record names for the domain(s) you wish to handle in this way.  For example if you want to add mail to yahoo.com, first obtain the MX records for yahoo.com:

All you need to enter in the e-mail domains box is a common and unique substring which will identify mail to one of these MX domains:

Mail directed to any MX record name which has "mx.mail.yahoo.com" as a substring will then be sent instead via the nominated ISP.

The local ISP specified is also used as the mailserver when an e-mail retry operation $retry_delays entry has a prefix of 'I'.  Note that if this is only use you will make of the via-ISP feature, you must enter a string in the e-mail domains box which cannot be a substring of any domain name. This is because leaving the box empty causes all e-mail to be sent via the specified ISP.  A suitable substring is "@" since this is not a valid character in a domain name:

The above entry in conjunction with an ISP login will set up for sending e-mail via the ISP, but will not automatically send e-mail by this means. The $retry_delays 'I' prefix will only send e-mail via the ISP for the specific retry operation.

The command-line parameter "updatecfg" will cause EMSETUP to get the external IP address, update the $email_localname in the CFG file (for all lines), and terminate without displaying the normal EMSETUP dialog. This allows you to arrange for the localname to be set on system or CopiaFacts startup to allow for systems using a dynamic IP address. The use of a static IP address for all CopiaFacts e-mail operations remains strongly recommended, and this feature should be limited to test systems only.

In the three fields at the foot of this box you can enter the default e-mail address to be placed on the $email_esender and $email_from commands, and the $email_notify command, in FAXFACTS.CFG.  Note that these configuration command are always updated when you run EMSETUP and save settings.  The value placed on the $email_notify command is available in the EMAIL_NOTIFY system variable.

When the system sends notifications automatically, the Default Notification To address can be overridden for individual triggers.  This allows the e-mails to be sent or copied to separate recipients. For this entry field, you can right-click and enter multiple To addresses and CC addresses.  The internal format for such address lists is as described in Sending to Multiple Recipients.

Secure E-Mail Settings

The options for secure e-mail should only be set if your server supports this. When explicit mode is used, the client connects to the SMTP-server without any encryption and then requests SSL session. When implicit mode is used, the client connects to the specified port and SSL session is established at once. The whole SMTP communication is encrypted.

The option field takes an additive value as follows:

1Uses special certificate validation methods.  According to the standard, CA certificates should have a "BasicConstraints" extension, but some of them ignore this rule.  Setting this option relaxes the validation, which may be needed for some mail servers (e.g. googlemail.com, outlook.com).
2(No longer used, now the default).
4Ignores certificates reported as invalid.

The general advice is to enter the same server, username, password, port and security settings  and port settings that you use in your mail client such as Outlook or Thunderbird.  However some servers are difficult to configure and we will attempt to build up a list of these:

Settings for specific servers:

Automatic Triggers

A set of automatic triggers can be set up, using the button above, which will cause an e-mail to be sent (using the default settings described above) when the associated event occurs.  The current list is as shown below:

There may be more triggers listed since this documentation was prepared: scroll down or enlarge the window to see them all.

The pop-up help for each trigger shows the recipient(s) for the corresponding messages, or the default notification recipient if there is no override.  Right-click the text to edit the recipient list.

Note that the Windows Event Log trigger is only fired when applications other than OMACHECK write to the Windows event log.

Using EMDIRECT and EMSETUP on multiple machines

The automatic system notifications sent when 'triggered' are sent by the corresponding application running EMDIRECT.  Because EMDIRECT is by design a standalone application, it is not aware of CopiaFacts applications other than on the machine on which it is running.  So for example to enable a trigger to send an e-mail on job launch failure, EMDIRECT must be installed and configured on the machine which is launching the job.

To assist with configuring EMDIRECT on multiple machines, you can use the 'load' and 'save' buttons to save all the ISP settings and triggers and load them on another machine.  These settings are stored in EMDIRECT.INI in the main FAXFACTS folder.  The e-mail localname is not included because it may change on different machines.

Important: the settings in EMDIRECT.INI are not used by any CopiaFacts application.  The file is provided only to help with setting up e-mail on multiple nodes.

Explorer RIght-Click Menu Item 'Send to Copia'

This button enables or disables a explorer right-click menu item which allows a file to be selected for e-mailing to Copia support.  This feature can be used as a convenient means to send a trace file or a file about which you have a query.  It is described in more detail in the dialog which the button brings up:

When you have selected files in Explorer, right-click them and select "Send File to Copia Support".  The following screen is an example of the dialog that will be displayed:

You must select one or more recipients before the OK button is enabled.  A pop-up from EMDIRECT will confirm that the message has been sent.