Use System Mail Settings to configure a fallback email address so your organisation can continue sending system-generated emails and internal notifications when individual user mailboxes in Vincere disconnect or experience issues.
The system email helps prevent missed alerts, maintains communication during temporary latency or sync problems, and reduces the risk of emails being sent from the wrong personal account.
š Note: The system email can still be used as a fallback even when a userās email status appears as Connected, for example during temporary server timeouts or short-term synchronisation issues.
ā Important: Only users with Super User permissions can access and update System Mail Settings.
Understand System Mail Settings
Review how System Mail works, then confirm why your organisation needs a fallback email. System Mail is a backup āFromā address that Vincere uses for system-generated messages such as @mentions, tag notifications, and other internal alerts when a user mailbox is unavailable.
Identify scenarios where the fallback is used, then document them for your team. Common examples include password changes, mailbox disconnects, mail server timeouts, or latency between Vincere and the mail provider.
Check whether any personal mailbox is currently configured as the System Mail, then assess the risk. If a personal account is used as the fallback, emails may be sent from that userās address, include their personal email signature, and appear in their Sent folder without their immediate awareness.
Confirm how the system email impacts internal workflows, then align with your companyās communication standards. The System Mail address also acts as the default āFromā address for certain internal communications, so it should match your brand and be clearly recognisable to recipients.
Set Up System Mail Settings
Go to Settings, then click Admin Settings.
Go to Email Settings, then click Edit Mail Settings.
Locate the System Mail or System Email field, then confirm it is currently empty or note any existing value.
Enter a backup email address, then verify that it is a neutral, shared address rather than a personal mailbox. Examples include:
hello@yourcompany.comsupport@yourbusiness.co.uk
Confirm the mailbox is monitored by the appropriate team, then ensure it complies with your organisationās security and branding policies.
Click the option to connect or authenticate the email account, then follow the prompts to securely sign in and grant access.
Wait for the connection to complete, then check for a success indicator (such as a āConnectedā status or confirmation message).
If the connection fails, review the email address and credentials, then repeat the connection process after correcting any errors.
If you do not want to use any fallback address, leave the System Mail field blank, then save your changes so that no backup email is configured.
Manage and Update System Mail Settings
Review the configured System Mail address on a regular schedule, then update it whenever your shared mailbox ownership or domain changes.
When you change the System Mail address, inform relevant teams (such as Operations or IT), then document the new address in your internal procedures.
Confirm that the System Mail is a generic team mailbox, then avoid reusing personal or individual accounts even temporarily.
Check how the System Mail is used for internal notifications such as @mentions and tag alerts, then adjust your address choice if users find the sender confusing or unexpected.
After any change, send a test notification or system action, then verify that recipients receive the email from the expected System Mail address.
Troubleshoot System Mail Settings
Ensure Proper Synchronization: Check for any server latency issues or email disconnections that might prevent synchronization.
Reconnect Disconnected Accounts: If you disconnect your email due to password changes or other updates, reconnect it immediately.
Monitor System Email Usage: Regularly review and update the system email configuration to match your organizational needs.
Restore User Connection: If a user's email is disconnected, they can reconnect by accessing their User Settings through the top-right menu and following the steps to re-establish the connection.
Avoid Misplaced Sent Emails: Configure the fallback to a neutral email to prevent emails from appearing in another userās Sent folder.
Educate Users: Regularly inform team members about how the fallback system operates to minimize misunderstandings.
š” Best Practices
Use a shared business mailbox (for example,
support@yourcompany.com) as the System Mail address, not a personal user account.Avoid configuring any individualās mailbox as the fallback to prevent emails from appearing in the wrong Sent folder or showing a personal signature.
Store and maintain the login credentials for the System Mail account securely, and update them promptly after any password change.
Test the System Mail connection regularly by triggering sample notifications, and confirm that they deliver from the correct address.
Educate your users about how the fallback works so they understand why some notifications may come from a shared address instead of their own.
š¤ FAQs
Q1: What happens if no system email is set?
Answer: If no System Mail address is configured, Vincere uses its default internal sender address, which may not match your company branding and may be easier for recipients to overlook.
Q2: Who can configure the System Mail Settings?
Answer: Only users with Super User permissions can set up, change, or remove the System Mail address.
Q3: Are users alerted when their email disconnects and the system email is used?
Answer: No automatic user alert is sent when Vincere starts using the System Mail address, so Super Users should regularly review mailbox connection statuses and System Mail activity.
Q4: What are the risks of misconfiguring the System Mail address?
Answer: Misconfiguration can cause emails to appear as if they were sent from the wrong account, or to show up in an unintended userās Sent folder, so you should always use a neutral shared mailbox and verify the fallback configuration.