Email Accounts

This Help File Page was last Modified on 10/01/2023

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Email Accounts

This Help File Page was last Modified on 10/01/2023

There are many types of Email Account Settings that may need to be defined for your Company's Employees.

This Email Accounts Form contains the fields representing the data required by most Email protocols that may be implemented.

This information must then be assigned to each Employee who will be sending/receiving Reports, Invoices , Proposals, Work Orders, Statements, etc., via Email using a Mail Server other than Microsoft® Outlook®.

If no SMTP Setup data is identified for an Employee who is sending/receiving Reports, Invoices, Proposals, Work Orders, Statements, etc., via Email, the system will default to using Microsoft® Outlook® (and/or Outlook Express®), if available.


Note:  The SMTP Account Settings were previously identified individually, on an Employee by Employee basis in the SMTP Setup tab on the Employees Form.

With the MKMS release, this Email Accounts Form is now used to create these SMTP definitions.

Once created, the appropriate Email Account definition may simply be assigned to any Employee in the revised SMTP Setup tab


To create an Email Account Setting,

a)From the Backstage Menu System Select Maintenance and Choose the General option, then select the General Maintenance option which displays the secondary Communications Menu, or

b)From the Quick Access Menu, Select Maintenance and Choose General Maintenance to display the secondary Communications Menu.

Once the Communications Menu is displayed, Choose the Email Accounts option.

The Email Accounts Form will be displayed



Email Accounts Form


This Email Accounts Form may be Re-sized by Dragging the Top and/or Bottom up or down, and/or the Right side in or out.

Navigation Menu - The Navigation Menu is located at the top of the Email Accounts Form.



This Navigation Menu provides the normal Record Movement, New, Edit, Delete, Cancel, Save, and Refresh options; as well as special Print and Search functions.


Record Editing section - The details of the currently selected record are displayed below the Navigation Menu at the center (Main Body) of the Email Accounts Form.



Email Accounts Form - Record Editing View with Email Account entry



Email Accounts Form - SMTP Account Settings - Record Editing View


To define the required Email Accounts, Choose the SMTP Account Settings tab then Click the HelpFilesNavigationMenuNewIcon to start the Email Accounts entry in the Record Editing section.

Default System Account - Checked for the Default System Account record

Active - Check this box to activate the entry


Friendly Name - Enter a Name for this Email Account to differentiate it from the others

Sender Email - Enter the Email address of the Sender

From Email - Enter the Name of the Sender

Reply To Email - Enter the Email address to which a Reply is to be sent


Sample Emails - Email name illustrations


Server Address - Enter the Server address of the Email Account

Server Port - Enter the Port address for the Email Account

Max Conns - Enter the maximum allowable number of connections

Security - Using the Drop-Down Selection List provided, select the appropriate Security Protocol

User Name - Enter the User Name for this Email Account

Password - Enter the Password for this Email Account


Error - System presents when appropriate

Click the HelpFilesNavigationMenuSaveIcon to record this Email Account entry.

Repeat this process, as needed, to define each required Email Account.


To enter Signature information, Choose the Signature tab

HTML Signature - Create an HTML Signature, if desired



Email Accounts Form - Signature tab - Record Editing View


This Signature tab provides a modified set of Rich Text Editing capabilities


HelpFilesNavigationMenuGrid-PrintIconList Icon - The Navigation Menu also has a List option which provides a tabular view of these Email Accounts records.

Click the List Icon to display the associated Grid Data.

The columns of Grid Data may be rearranged, filtered, sorted, and exported as a PDF file and/or an Excel formatted file.




Find - Enter text to search for a specific record, then Click the Find option.

Clear - To remove the text to search for entry, Click the Clear option



Navigation Menu shown with the List Options for Export & Print


Click the List Icon again to Close the List View and return to the Record Editing View.

See the Grid & Lists - Print Preview - Export Data chapter for complete information on using the List View, including its Export & Print options.