How to Configure Email Server Settings in openSIS

How to Configure Email Server Settings in openSIS

Overview

The Email Server tab under Default Communication Settings allows administrators to configure the email service used by openSIS for system-generated emails.

Schools can configure email delivery using either an SMTP Relay Setting or an API Setting, depending on their email provider and authentication requirements.

The Email Server configuration is used for automated communications such as:

  • Billing notifications
  • Admissions and application event emails
  • Password reset emails
  • Other system-generated email notifications

NotesNote: This Email Server configuration is used only for automated emails. Email settings for manually sending emails through the Communication module are configured separately under Communication > Settings.

Accessing Email Server Settings

Navigate to:

Info
Settings > School Settings > Default Communication Settings

Select the Email Server tab.

Click Add Information, or Edit Information if an email server has already been configured.

Select a Setting Type

The Setting Type determines how openSIS connects to the email service.

Two options are available:

SMTP Relay Setting

Uses SMTP to send emails through the selected email provider.

Available providers include:

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

API Setting

Uses the selected provider's API to send system-generated emails.

Available providers include:

  • SendGrid
  • Mailgun
  • Microsoft 365 (Graph API)

Select the configuration appropriate for your institution's email service.

Configure an SMTP Relay Setting

Select SMTP Relay Setting under Setting Type, and then select the required provider.

Google (Workspace)

Use this option if your institution uses Google Workspace or Gmail to send emails.

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • SMTP Server / Host
  • Port
  • Encryption
  • SMTP Username
  • SMTP Password / App Password

Use the SMTP server, port, encryption method, and authentication credentials provided by your Google Workspace configuration.

Microsoft 365 (OAuth 2.0)

Use this option to configure Microsoft 365 using Modern Authentication (OAuth 2.0).

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • SMTP Server / Host
  • Port
  • Encryption
  • Directory (Tenant) ID
  • Application (Client) ID
  • Client Secret Value

The Directory (Tenant) ID, Application (Client) ID, and Client Secret Value are obtained from the Microsoft application configured for the institution.

Info
Refer to the Microsoft 365 setup documentation available within the openSIS portal for instructions on configuring the Microsoft application and obtaining the required credentials.

After entering the required information, use Test Connection to verify the configuration.

If required, enable Send a Test Email to confirm that email delivery is working successfully.

NotesIdeaImportant: Microsoft is retiring Basic Authentication for SMTP AUTH. Microsoft 365 institutions should use the supported Modern Authentication option for long-term email configuration.

Other SMTP

Use Other SMTP when the institution uses another SMTP-compatible email service.

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • SMTP Server / Host
  • Port
  • Encryption
  • SMTP Username
  • SMTP Password

Use the server and authentication information provided by your email service provider.

Configure an API Setting

Select API Setting when emails should be sent using a supported provider API instead of an SMTP relay.

SendGrid

Select SendGrid as the provider.

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • API Key ID
  • API Key

Generate the required API credentials from the institution's SendGrid account and ensure that the sender email address or domain is verified.

Mailgun

Select Mailgun as the provider.

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • Domain Name
  • API Key

The institution's domain must be configured and verified with Mailgun before using the service.

Microsoft 365 (Graph API)

Select Microsoft 365 (Graph API) to send system-generated emails securely through Microsoft Graph.

Complete the required information, including:

  • From Email Address
  • Email Display Name
  • Directory (Tenant) ID
  • Application (Client) ID
  • Client Secret Value

This method uses Microsoft Graph API with the required application permissions to send emails. User login is not required for sending system-generated emails through this configuration.

Saving and Testing the Configuration

After completing the required fields:

  1. Review the configuration.
  2. Use Test Connection, when available, to verify the connection.
  3. Enable Send a Test Email, when available, if you want to verify email delivery.
  4. Click Update to save the configuration.

The configured email service will then be used for future system-generated emails.

Updating Email Server Settings

To modify an existing configuration:

  1. Open Default Communication Settings.
  2. Select the Email Server tab.
  3. Click Edit Information.
  4. Select the required Setting Type and Provider.
  5. Update the configuration.
  6. Test the connection, when applicable.
  7. Click Update.

Best Practices

  • Use an institution-managed email address for system-generated communications.
  • Use the authentication method recommended by the email provider.
  • Keep passwords, API keys, client secrets, and other credentials secure.
  • Verify sender addresses and domains when required by the provider.
  • Test the connection after changing authentication credentials or provider settings.
  • For Microsoft 365, use the supported Modern Authentication or Graph API configuration rather than relying on legacy authentication.

Troubleshooting

If system-generated emails are not being delivered:

  • Confirm that the correct Setting Type and Provider are selected.
  • Verify all required credentials.
  • For SMTP configurations, verify the SMTP server, port, and encryption settings.
  • For API configurations, verify the API credentials and sender/domain configuration.
  • For Microsoft 365, verify the Directory (Tenant) ID, Application (Client) ID, Client Secret Value, and required application permissions.
  • Use Test Connection, when available, to verify the configuration.
  • Confirm that the configured sender has permission to send emails.

If the issue persists, contact the email service provider or the openSIS Support team.