Overview

The Email Server settings under the Communication module allow administrators to configure the institution's outgoing email service for manually composed communications.

Once configured, users can send communication messages as emails in addition to internal openSIS messages.

Note: This configuration applies to emails sent through the Communication module. Email settings for system-generated notifications, such as billing notifications, admissions and application event emails, password reset emails, and other automated emails, are configured separately under Settings > School Settings > Default Communication Settings.

Accessing Email Server Settings

1. Navigate to Communication.
2. Select Settings.
3. Open the Email Server tab.

The Email Server page displays the institution's current email configuration.

Select a Setting Type

Select the method your institution will use to send emails.

SMTP Relay Setting

Uses SMTP to send emails through a supported email provider.

Available providers may include:

• Google (Workspace)
• Microsoft 365 (OAuth 2.0)
• Other SMTP

API Setting

Uses a supported provider's API to send emails.

Available providers may include:

• SendGrid
• Mailgun
• Microsoft 365 (Graph API)

The fields displayed on the page change according to the selected Setting Type and Provider.

Configure the Email Server

Select the required Setting Type and Provider, and enter the information requested for that configuration.

Depending on the selected provider, this may include:

• From Email Address
• Email Display Name
• SMTP Server / Host
• Port
• Encryption
• SMTP Username
• SMTP Password / App Password
• Directory (Tenant) ID
• Application (Client) ID
• Client Secret Value
• API Key
• Domain Name

Use Test Connection, when available, to verify the configuration.

Once the configuration has been verified, click Submit to save the settings.

Note: Setup guides for supported providers are available from Help and Support within the openSIS portal. Refer to the applicable guide for provider-specific configuration and authentication requirements.

Sending Communication Messages as Emails

After the email server has been configured successfully, users composing a message can enable the Send this as an email also option.

When selected, recipients receive:

• An internal openSIS message.
• An email delivered through the configured email service.

This helps important communications reach recipients even when they are not currently signed in to openSIS.

Updating Email Server Settings

If the institution changes its email provider, authentication method, or credentials:

1. Return to Communication > Settings > Email Server.
2. Select the appropriate Setting Type and Provider.
3. Update the required information.
4. Use Test Connection, when available.
5. Save the configuration.

Troubleshooting

If emails are not being delivered:

• Confirm that the correct Setting Type and Provider are selected.
• Verify the required credentials and authentication information.
• For SMTP configurations, verify the server, port, encryption, and authentication details.
• For API configurations, verify the API or application credentials.
• Confirm that the configured sender has permission to send emails.
• Use Test Connection, when available, to verify the configuration.

If the issue persists, refer to the applicable setup guide under Help and Support or contact the openSIS Support team.

Best Practices

• Use an institution-managed email address.
• Use the authentication method recommended by the email provider.
• Keep passwords, API keys, and client secrets secure.
• Test the connection after changing provider settings or credentials.
• Periodically verify that email delivery is functioning correctly.