How to set up emailing inFlow Cloud

You can quickly send documents to your customers / vendors by emailing with inFlow Cloud. Each user in your system will be able to set up their own email settings.

Windows

inFlow Cloud for Windows

inFlow Cloud allows you to send emails without any setup! Follow the steps in this article for steps on how to send emails from sales and purchase orders.

You can optionally customize the following email settings:

• Reply-To: Replies to emails you send through inFlow Cloud will be sent to this address. If you don’t change this email, it’ll default to your inFlow team member email.
• Default Cc: Add one or more email addresses here, separated by commas, to pre-fill the carbon copy field in the send email window.
• Default Bcc: Add one or more email addresses here, separated by commas, to pre-fill the blind carbon copy field in the send email window.

To make changes to your email settings

1. Go to Main Menu > Options > Personal Settings.
2. Click Set email settings.
3. On this screen you can adjust the Reply-To address and the Default Cc and Default Bcc addresses.
4. Click Save when done.

Web

inFlow Cloud for Web

inFlow Cloud allows you to send emails without any setup! Follow the steps in this article for steps on how to send emails from sales and purchase orders.

You can optionally customize the following email settings:

• Reply-To: Replies to emails you send through inFlow Cloud will be sent to this address. If you don’t change this email, it’ll default to your inFlow team member email.
• Default Cc: Add one or more email addresses here, separated by commas, to pre-fill the carbon copy field in the send email window.
• Default Bcc: Add one or more email addresses here, separated by commas, to pre-fill the blind carbon copy field in the send email window.

To change your email settings on inFlow Cloud for Web:

1. First log into app.inflowinventory.com.
2. Next, click on the Main Menu > Options.
3. You’ll now be directed to the Personal tab. Click on Email settings if you want to make any changes.
4. Click Save when done.

Legacy email settings

Legacy email settings

Legacy email settings are still available in inFlow Cloud, however we recommend using the email settings mentioned on the Windows or Web tabs, which are easier to set up and more reliable. Steps for switching from legacy settings to the new settings can be found below.

Switch from Legacy to New

If you currently have legacy email settings set up in inFlow Cloud, you’ll have to log into inFlow Cloud for Windows to reset your email settings and select the new email settings. To change to the new email settings:

1. Open inFlow Cloud for Windows, and log in with your team member account
2. Go to Main Menu > Options > Personal Settings
3. Click on Set email settings…, then click Reset
4. Continue by following the inFlow Cloud for Windows steps above

Once you’ve done that you’ll be able to edit your email settings from either app.

Setting up legacy email settings

Please note this feature is only available in inFlow Cloud for Windows.

Note: inFlow only supports SMTP email protocols. Email servers that use any other protocol are not compatible with our system (e.g. Microsoft Exchange).

To change user logins so you can set up the email, go to Main Menu > General > Change User and then log in using your user information.

Once you’ve determined that you’re on the correct user login, go to the Main Menu > Options > Personal Settings and then click Set email settings. In this screen click Use legacy email settings, then you should see the following options:

If your email address ends in gmail.com, pick the Gmail option.

If your email address ends in outlook.com, hotmail.com , live.com or msn.com, pick the Microsoft option.

If your email address ends in yahoo.com, ymail.com, pick the Yahoo option.

After selecting any one of the options above you’ll be asked to enter your email address and password.

If your email address doesn’t end in either of the above options, then you’ll need to use the custom settings option. The specific information required for setting custom email differs from user to user as it’s not something generic. See below for the info you need to look up and input:

Email Address: This is your email address, in full (e.g info@inflowinventory.com)

Server: This is the hostname of the SMTP mail server (outgoing) used by your email service provider.

Port: This is the port used by the SMTP server (usually 465, 587, or 25).

SSL: This depends on the port used by your SMTP server. Choose based on the following:

If you know that your SMTP server doesn’t use encryption, select the None option. This option is unrelated to the port number.

Username: This is your username (usually email address) to access your email.

Password: This is the password required for accessing your email.

SMTP mail servers differ across service providers so it’s best to ask them or do a quick search on the internet, for example searching “AOL SMTP Server settings” should give you the settings used by AOL.com. Below are a list of SMTP / port settings for some that we’ve found:

If you use a program like Outlook or Thunderbird to open your mail, then you can find the server settings through the program as well.

• Outlook 2010
• Outlook 2013
• Thunderbird

What’s the difference?

inFlow Cloud’s new email settings use a cloud server to send emails on your behalf without requiring any setup! You can customize which address you want any replies to these emails to be sent to. If you don’t customize the reply-to address, replies will be sent to your inFlow Cloud team member account email by default.

The new email settings also allow you to set default Cc and Bcc addresses that will be automatically filled into the Cc and Bcc fields when you send an email in inFlow Cloud.

inFlow Cloud’s legacy email settings use SMTP to send email using your email provider’s mail servers. This requires you to enter detailed technical information about your email provider’s mail server into inFlow, and if anything is entered incorrectly, your emails will fail to send. The legacy settings also use older protocols to contact your provider’s mail server, which can cause emails to fail to send.  It’s possible to enable settings in your email account to make it work with the older protocol, but doing this makes your email account less secure.

We advise using the new email settings in inFlow Cloud, which are simpler, more reliable, and more secure than the legacy settings.