Always good to have a backup. The System Mail Settings in Vincere allow your organization to maintain seamless communication even when individual user emails are disconnected or encounter issues.
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⭕ Overview
The System Mail Settings is a backup email address configured by your Vincere Super User. It ensures that critical emails and internal notifications continue to send even when personal email accounts are disconnected. This system email may also be used during latency or synchronization issues, and it acts as a fallback option when user accounts experience problems. Even when a user's email status is displayed as "connected," temporary issues, such as mail server timeouts, can still trigger the System Email fallback to ensure emails are delivered successfully.
For example, after a password change.
It also serves as the default "from" address for specific internal communications within Vincere.
🗝️ Key Benefits of System Mail Settings
Ensures Continuity: Keeps outbound emails flowing if a personal email disconnects.
Fallback Communication: Sends system-generated emails from a central email address.
Manages Internal Notifications: Used for alerts such as @mentions or tag notifications in comments.
Prevents Missed Alerts: Avoids issues caused by email misconfigurations or disconnects.- Supports User Experience: Ensures that emails are sent, maintaining seamless communication during periods of server latency or other disruptions.- Prevents Personal Sent Folder Issues: Avoids fallback emails showing up in personal Sent folders by utilizing a generic company email address.
⭕ How to Set Up System Mail Settings
📌 Only Super Users can access and update this setting.
Navigate to Settings, click on Admin Settings.
Head to Email Settings, then click on Edit Mail Settings.
Enter a Backup Email:
Use a generic company-wide email address, such as:
hello@vincere.iosupport@yourbusiness.co.uk
Connect the Email: Follow the prompts to securely connect the email account.
Verify the Connection:3. Disable Fallback Option: If no fallback is desired, you can leave the System Email field blank or disconnect it entirely through the settings menu.
Look for a success indicator to confirm that the email is connected.
If the connection fails, review the settings and try again.
Troubleshooting Tips
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.
🤩 Best Practices
Use a shared business email, not a personal one.
Keep login credentials up to date for the backup email.
Test the connection regularly to ensure it's working.
Communicate changes to relevant team members.
🤔 FAQs
Q1: What happens if no system email is set?
Answer: Vincere will send from its default internal address, which may not align with your company's branding or may be overlooked by recipients.- If system emails are being used frequently, it could indicate connectivity issues. Regular checks and updates in Vincere settings can resolve such problems.- Additionally, even if the user's email account appears connected, temporary server issues or timeouts may still trigger the fallback, ensuring email continuity.
Q2: Who can configure the System Mail Settings?
Answer: Only users with Super User permissions can set or update this setting.
Q3: Are users alerted when their email disconnects and the system email is used?
Answer: No automatic alert is sent. It's good practice to regularly verify email connection statuses in Vincere.- Proactively monitoring the email connection status will help you identify and address issues before they escalate.
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