If you will be sending emails via Senta, it is important to set up your email integration so that Senta connects to your email account. Once you integrate your email with Senta, you can send and receive emails via your Senta workspace, using your own email address. This will show you emails between each client and everyone in the practice, under the Email tab on the client page - ideal for holidays and for making sure you have the complete picture for each client.
It is important to set up your email integration as soon as you can, as otherwise any emails sent from Senta will come from the address [email protected] and you will not be able to see replies sent from clients.
TABLE OF CONTENTS
- Setting up Gmail integration
- Setting up personal Gmail accounts
- Setting up Outlook, Exchange Office365 & other email integrations
- Setting up Office365 integration with two-factor authentication
- How do passwords display on the email settings page?
- Other Email service providers
Setting up Gmail integration
You can link Senta with pretty much any email service, but linking with Gmail is especially easy because you don't need to enter any server or account settings.
To enable the Gmail integration, there are two steps:
1) Enable Gmail integration for the practice
2) Each user must then authorise Senta to access their Gmail
If you are using G Suite you may need to authorise Senta to connect to your account first. If you are using a personal Gmail account and you attempt to connect to Senta then you will see a message like the one below.
Please reference the personal Gmail section of this guide for how to set this up.
Enable Gmail integration for the practice
So, here's how to enable it for the practice.
1) Go to Settings > General settings
2) Switch on "Send & Receive via Gmail"
3) Click Save
This step must be completed by someone with Administrator access to Senta.
Each user must authorise Senta
Each user in the practice has to allow Senta access to their Gmail. We ask Gmail for access, and it in turn asks you for permission. Once that's done it's ready to go.
1) Go to Your Account > Your profile
2) Click on the Email tab
3) Click on "Allow Senta to read my Gmail"
4) You will be taken to Gmail login page and may be asked to sign in. Gmail will then tell you that Senta would like to have offline access and ask if you wish to allow or deny this.
5) Click Allow. You will be taken back to "Your profile".
Once you've done this, two things will happen:
1) Any time you send an email, it will be sent via your own email account, instead of via the Senta servers. This means you can see all correspondence in your normal email service, not just in Senta.
2) When you are looking at a client, the Email tab will show you emails you've ever sent and received, including those from prior to switching on the integration.
You can switch off access to your Gmail at any time, by clicking "Disallow Senta from reading my Gmail".
Finding out who's completed their setup
You can find out who has completed their email setup by going to Settings > Users
In this area, you will see a list of all users' email addresses, and the last time and date that email address was and synchronised to Senta:
Senta syncs with your email provider every 10-15 minutes.
Setting up personal Gmail accounts
If you are using a personal Gmail account, rather than G Suite, you will need to enable email via SMTP/IMAP to allow incoming and outgoing email to be read by Senta.
First you will need to enable SMTP/IMAP email. To enable it, there are two steps:
1) Enable email integration for the practice
2) Each user must then add their own email settings
Step 1: Enable email integration for the practice
So, here's how to enable it for the practice.
1) Go to Settings > General settings
2) Switch on Send & Receive via SMTP / IMAP
3) Click Save
This step must be completed by someone with Administrator access to Senta.
Step 2: Each user must add their own email settings
Each user in the practice has to add their own email settings
1) Go to Your Account > Your profile
2) Click on the Email tab
3) Switch on Send & Receive via SMTP / IMAP
4) Add their email details (server, user name, etc.)
5) Generate and enter an app password
5) Click Save
SMTP/IMAP Gmail settings
Incoming mail server: imap.gmail.com
Incoming mail port: 993
Incoming mail encrypted: On
Outgoing mail server: smtp.gmail.com
Outgoing mail port: 587
Outgoing mail secure: Off
Outgoing mail requires TLS: Off
Your email address will have to be entered in both the Incoming and Outgoing mail user name fields.
When entering the details for your incoming and outgoing username, it is important to ensure correct spelling. Any white spaces and typos will prevent you from sending and receiving emails via Senta.
Creating a Gmail App Password
In order to set up a personal Gmail account you will have to make use of Googles "App passwords" feature. For instructions on how to generate an App Password please click here. Please note that you must also turn on 2-Step Verification in your Gmail account to use this feature.
Rather than putting your master password into Senta, Google will set up a Senta-specific password for you that each user then needs to enter in Senta.
Senta can use this app-specific password without two-factor authentication, but can only use it to send/receive messages via SMTP/IMAP, and it can't be used to log in to your Gmail account. For that, you'll still need the master password and 2-step verification.
When you type in your email account password, please note that the password will not appear in the field and you will see several black dots instead:
The password field will display 14 black dots regardless of how long your password is.
Once the details have been saved, the user can then go back into Your Profile > Email and pick a Sent items folder. This is a folder on your mail server where you save your sent emails.
Once you've done this, the following will happen:
1) Any time you send an email, it will be sent via your own email account, instead of via the Senta servers. This means you can see all correspondence in your normal email service, not just in Senta.
2) When you are looking at a client, the Email tab will show you emails you've ever sent and received, including those from prior to switching on the integration.
Setting up Outlook, Exchange Office365 & other email integrations
You can link Senta with pretty much any email service if it supports SMTP & IMAP. This includes Exchange, Office365 and many other popular email services. This will show you emails between each client and everyone in the practice, under the email tab on the client page -- ideal for holidays and for making sure you have the complete picture for each client.
To enable it, there are two steps:
1) Enable email integration for the practice
2) Each user must then add his or her own email settings
Enable email integration for the practice
So, here's how to enable it for the practice.
1) Go to Settings > General settings
2) Switch on Send & Receive via SMTP / IMAP
3) Click Save
This step must be completed by someone with Administrator access to Senta.
Each user must add their own email settings
Each user in the practice has to add their own email settings
1) Go to Your Account > Your profile
2) Click on the Email tab
3) Switch on Send & Receive via SMTP / IMAP
4) Add their email details (server, user name, sent items folder etc.)*
5) Click Save
*if they are using Office365 they can click on the Use Office365 settings button, this will automatically populate with the correct details for Office365. You also do not need to set a 'Sent Items' folder, as this will be set automatically.
Once you've done this, the following will happen:
1) Any time you send an email, it will be sent via your own email account, instead of via the Senta servers. This means you can see all correspondence in your normal email service, not just in Senta.
2) When you are looking at a client, the Email tab will show you emails you've ever sent and received, including those from prior to switching on the integration.
Finding out who's completed their setup
You can find out who has completed their email setup by going to Settings > Users
In this area, you will see a list of all users' email addresses, and the last time and date that email address was synchronised with Senta.
Senta syncs with your email provider every 10-15 minutes.
Setting up Office365 integration with two-factor authentication
If you have two-factor authentication turned on for your Office365 account, you will have to make use of their "App passwords" feature. For more information about this feature, please click here.
Rather than putting your master password into Senta, Office 365 will set up a Senta-specific password for you that each user then needs to enter in Senta during Step 2.
Senta can use this app-specific password without two-factor authentication, but can only use it to send/receive messages via SMTP/IMAP, and it can't be used to log in to your Office365 account. For that, you'll still need the master password and two-factor authentication.
How do passwords display on the email settings page?
When entering the details for your incoming and outgoing username and password, it is important to ensure correct spelling. Any white spaces and typos will prevent you from sending and receiving emails via Senta.
When you type in your email account password, please note that the password will not appear in the field and you will see several black dots instead:
The password field will display 14 black dots regardless of how long your password is.