E-mail: Setting up SMTP or Exchange

To be able to send e-mails with IQ4docs, an SMTP or Exchange server must be set up. Proceed as follows to make the settings:

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

In the web administration, click E-Mail > Outbox in the menu.

Field Description
Name Here, enter the name which is to be displayed as the sender. The name can be freely selected.
Hostname Enter the hostname or the IP address of the outgoing mail server (SMTP) here.
Port Enter the port of the SMTP server here (for standard ports see Encryption).
Encryption Specify the procedure for initiating encryption.
ProtocolPortDescription
None25No encryption, all data is transmitted unencrypted.
STARTTLS587Method for encrypted transmission using the TLS protocol (Transport Layer Security), where encryption is negotiated automatically (start of connection unencrypted).
SSL/TLS465Method for encrypted transmission using the TLS protocol (Transport Layer Security) with full encryption.

The protocol type is negotiated automatically. If there are problems with this, the protocol type can be fixed in the LocalService.config of the NotificationService. The entry below sets the protocol type to TLS 1.2:

<add key="TlsVersion" value="Tls12" />

Protocol typeDescription
SystemDefaultAllows the operating system to select the most appropriate protocol and block insecure protocols. Unless there is a specific reason in your application not to do so, you should use this value. This is the default setting, just as if the <add key="TlsVersion"... entry did not exist at all.
Ssl3Specifies the SSL (Secure Socket Layer) 3.0 security protocol. SSL 3.0 has been replaced by the Transport Layer Security (TLS) protocol and is provided for backward compatibility only.
TlsSpecifies the TLS (Transport Layer Security) 1.0 security protocol. The TLS 1.0 protocol is defined in IETF RFC 2246.
Tls11Specifies the TLS (Transport Layer Security) 1.1 security protocol. The TLS 1.1 protocol is defined in IETF RFC 4346. On Windows systems, this value is supported from Windows 7 onwards.
Tls12Specifies the TLS (Transport Layer Security) 1.2 security protocol. The TLS 1.2 protocol is defined in IETF RFC 5246. On Windows systems, this value is supported from Windows 7 onwards.

The SMTP server must support the negotiation of the communication parameters (SASL - Simple Authentication and Security Layer) even if the transmission is not encrypted (for the use of commands for establishing the connection such as EHLO).
Authentication Specify the type of authentication.
MethodDescription
CRAM-MD5Username and password are required for authentication (both are transmitted encrypted on the basis of the MD5 algorithm).
NTLMUsername and password are required for authentication (username is transmitted unencrypted).
LoginUsername and password are required for authentication (transmitted unencrypted in two steps).
PlainUsername and password are required for authentication (transmitted unencrypted).
NoneThe SMTP server does not require authentication to send e-mails.

The SMTP server must support the negotiation of the communication parameters (SASL - Simple Authentication and Security Layer) even if the transmission is not encrypted (for the use of commands for establishing the connection such as EHLO).
Username Specify the account name with which the SMTP server is to be authenticated.
Password The password to log in to the SMTP server when an authentication method has been selected.

If you want to use an Exchange Server (not the SMTP module of the Exchange Server) to send e-mails, select Exchange Server from the Type drop-down list.

Field Description
Name Here, enter the name which is to be displayed as the sender. The name can be freely selected.
Hostname Enter the hostname or the IP address of the Exchange Server here.
URL URL of the Exchange server (e.g. https://exchange.company.com/EWS/Exchange.asmx).
User E-mail With the Exchange user who owns the e-mail to be entered here, the sent e-mail is stored in the sent objects folder of the user who sends the e-mail, e.g. a scan by e-mail (impersonation role required).
Username Specify the account name with which you want to authenticate to the Exchange Server.
Password The password for logging in to the Exchange Server.
Default E-Mail Sender Sender e-mail used when sending e-mails at places where the sender cannot be set explicitly. If the field remains empty, the e-mail address of the user currently accessing is used at these places (sender = recipient).

Transmission with the Exchange protocol is encrypted by default (https).

The protocol type is negotiated automatically. If there are problems with this, the protocol type can be fixed in the LocalService.config of the NotificationService. The entry below sets the protocol type to TLS 1.2:

<add key="TlsVersion" value="Tls12" />

Protocol type Description
SystemDefault Allows the operating system to select the most appropriate protocol and block insecure protocols. Unless there is a specific reason in your application not to do so, you should use this value. This is the default setting, just as if the <add key="TlsVersion"... entry did not exist at all.
Ssl3 Specifies the SSL (Secure Socket Layer) 3.0 security protocol. SSL 3.0 has been replaced by the Transport Layer Security (TLS) protocol and is provided for backward compatibility only.
Tls Specifies the TLS (Transport Layer Security) 1.0 security protocol. The TLS 1.0 protocol is defined in IETF RFC 2246.
Tls11 Specifies the TLS (Transport Layer Security) 1.1 security protocol. The TLS 1.1 protocol is defined in IETF RFC 4346. On Windows systems, this value is supported from Windows 7 onwards.
Tls12 Specifies the TLS (Transport Layer Security) 1.2 security protocol. The TLS 1.2 protocol is defined in IETF RFC 5246. On Windows systems, this value is supported from Windows 7 onwards.

You can allow or exclude specific domains for sending mail. To do so, specify the desired domain and press Enter so that a color list entry appears. Repeat this for additional domains.

Restrict mails to domains: Mails can be sent to all domains except the ones specified.

Allow mails to domains: Mails can only be sent to the specified domains.

If the list of domains is empty, the position of the switch is irrelevant.

You have the option of testing the e-mail settings by sending a test e-mail. To do this, open the Send Test E-Mail section, fill in the fields below and click Send.

Field Description
To Specify the e-mail address to which the test e-mail should be sent.
From Enter the e-mail address to be used as the sender of the test e-mail. This address need not actually exist. A useful test case is to specify the address to which the e-mail should be sent (settings of SMTP servers could prevent e-mails from being sent in which the sender and recipient are the same).
Subject Enter the subject of the test mail here.
Message Enter the text (body) of the test mail here.