Momentus Enterprise allows you to select from different email addresses when sending emails to your accounts. You can use this when you need to send out an email that needs to come from an administrative or other email address and name.
There are two steps to set up sending emails on behalf of another user:
- Give permission to the Enterprise users who can send emails with a different email address.
- Define the alternate email addresses and assign them to the users or roles who can use them.
Users are able to set a Reply To email in their User Account. If you send an email using the alternate email address and a Reply To email is set, any replies will go to the Reply To email instead of the alternative one.
Configure the Access Privilege
- Navigate to the Access Privileges page.
- Select the Allow Sending Emails on Behalf of Others access privilege.
- Right-click and select Edit. The Edit Access Privilege window opens.
- In the Access Privilege Details tab, click Manage. The Assign Access Privileges window opens.
- Select the users and/or roles to assign to the privilege.
- Click the green + symbol next to the name to move the selected user(s) and/or role(s) from Available to Selected.
- Click OK.
Define Alternate Email Addresses
- Navigate to the Shared Email Addresses page and click Add. The Add Shared Email Address window opens.
- Enter the necessary information:
- Email Address: The alternate email address to use, not your own email address. For example, if you want to send emails that appear to come from a manager named John Smith, enter the John Smith’s email address here.
- Name: Name associated with this email address, which is John Smith in the above example.
- Description: Description of how this email address is used. This may include notes for the users such as "Use for all Welcome Letters".
- Status: Select Active to make the email address available for selection on the Send Email window.
- In the Users and Roles tab click Add. The Add User/Role window opens.
- In the User/Role drop-down, select the user or role allowed to use the Shared Email Address as an alternate when sending the email.
- Click OK.
- Repeat steps 2-5 to add any users/roles that need access to the email address.
Change the Email Address Before Sending
Once you have the access privileges and alternate email addresses set up, you can change the From email address prior to sending:
- Navigate to the Email window.
- Select the Additional Information tab.
- Enter the following information:
- From Email: This field defaults to the email address of the current user. In the drop-down, select the alternative email address.
- The option is only available if you have access to the Allow Sending Emails on Behalf of Others access privilege.
- From Name: Defaults to the name for the email address selected in the From Email drop-down.
- From Email: This field defaults to the email address of the current user. In the drop-down, select the alternative email address.
- Enter any additional information for the email.
- Click Send.
This process does not override the user's signature block if there is one defined for his/her user account.
Comments
19 comments
I am trying to add users/roles, but when I click on the Add button, there is no option to add anyone. It opens the Add User/Role window, but there are not any action I can take from there other than save and close. Thoughts?
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Becky:
I have seen that before. The problem is, the Layout of the Screen is missing your Field. Someone there with Admin Privileges who can Edit Layouts can fix this in a second. Goto the Screen, select Edit Layout and drag the field from the Options side into the Layout for that Tab. Save the change and you'll be fixed.
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Can an email address be set up on behalf of a department such as collections or billing? We have general email addresses we use for collection notices and one for our customers who receive their invoices by email with our other systems. We would like to try to set up something similar with EBMS. Thanks
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Jose,
Any email address can be used as the From email address within the system. You can follow the steps in the above article to allow users to change the From email address to be from the department email rather than their individual email.
--Carrie
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Is there additional configuration steps or setting considerations that are not covered in the instructions above? Does this work for all the send email process options? I am trying to configured a shared email address for a shared email configured in exchange. We use the Outlook send email process. The comment above mentions needed a user account associated with the shared email addresses. Is that correct? There is no mention of this in the instructions and I do not see the ability to link the shared email address to a user account - only the ability to assign users/roles that can send from the shared email address. I appreciate any clarification that can be provided about the send email process methods and associating a user account with the shared email address.
When the user attempts to send the email from the shared address, the following error is generated: System.Net.Mail.SmtpException: Syntax error, command unrecognized.
at Ungerboeck.Common.SendEmailUtil.SendEmail(USIEmail aobjEmail) in C:\DevProjects\Releases\19_82_Staging\Source\Code\Business Services\USIBUSB0\SendEmailUtil.vb:line 5280
at Ungerboeck.Common.SendEmailUtil.SendEmail(DataRow arowDocument, DocumentsBusinessArgs aobjDocumentBusinessArgs) in C:\DevProjects\Releases\19_82_Staging\Source\Code\Business Services\USIBUSB0\SendEmailUtil.vb:line 1414
at Ungerboeck.Common.SendEmailUtil.SendAndSaveEmails(UIType aenumUIType, WindowType aenumWindowType, WindowMode aenumWindowMode, Dictionary`2 aobjPageArgs, String astrOrgCode, Int32 aintObjectID, Int32 aintContextObjectID, SaveInfo aobjSaveInfo, DataTable atblListData, DataSet adsAdditionalTablesToSave, IDbConnection acnConn, IDbTransaction atxTrans) in C:\DevProjects\Releases\19_82_Staging\Source\Code\Business Services\USIBUSB0\SendEmailUtil.vb:line 134
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Hi Rebecca,
I was able to get this going fairly quickly and easily. I'll review my config and update you shortly.
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Rebecca,
I discussed with this Product Management and they requested you submit a ticket. The steps as documented should work properly so there's more going on here.
Thank you!
--Carrie
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Thanks Carrie and Sean. Appreciate the follow-up. I'll submit the a support ticket.
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Where can I set the Organization default email address?
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Sherri:
When you say "Organization Default Email Address" I need some clarification on how you believe that field would behave in the system.
There are E-Mail and Email Organization Parameters available and some other settings in the Organization Configuration screen, but I'm sure which if any of these address your question.
Let me know what you're looking for and we can check to see if the functionality you want is available.
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In Org 75 we would like the email to default to come from HTELinfo@mphi.or
In Org 55 we would like the email to default to come from TSTReg@mphi.org
In Org 10 we would like the email to default to come from EandTReg@mphi.org
I can't see where to set these defaults. I can set the shared email addresses in in Organization but not the Org parameter
does that help?
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Sherri:
I confirmed with Development, this kind of functionality does not exist at this time.
Sorry for the bad news.
Dave.
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I've set this up and can get it to work but is there anyway to set the default email and name for a user and/or role?
For example, all of our customer service reps email should come from Customer Service (customerservice@domain.com)
I've setup the customer service as a shared email address and can be selected but that is an extra and many times forgotten step. We would like to set it once and forget it.
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Pat: So, if I'm understanding this correctly, each User is signing in with their own User ID, and you want them to have a common and specific "Customer Service" Email Address.
You could simply change each User's Email address to your Customer Service Email address.
Not sure if that works for you... it would mean that they can't send from their own real actual Email address. Plus it would have possible impact on Password Resets, as the Reset Email would go to that Customer Service Email address.
I can't think of any other work-around for this.
Please go to the Community Forum section of the KnowledgeBase (this support site) and submit this as an Enhancement Idea for the "Send on Behalf of Others" functionality. Let's see how many other clients might need similar functionality, and perhaps get this added to developments roadmap for future enhancements.
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We had already been doing that for 12+ years. Works wonderfully in v19. Now in v20, it still puts their name on outgoing emails from Ungerboeck. Joe Smith <customerservice@domain.com>
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OK, you might try submitting a Ticket to Support here on the KnowledgeBase to see if there's something which can be done in the Email Configuration itself to prevent that.
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Hi
Is there anywhere where we can make a shared email a default for a user/role instead of changing each time to the correct entry.
Thanks
Kris
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Hi UB team - I have the same question as Kris. Is there a way we can make the shared email default for a role?
Kind Regards,
Mudit
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Kris, Mudit: Sorry missed Kris question when it came in all those months ago.
No, there is no current functionality to set a User's "From" Email Address as a different Email Address via the "Send on Behalf Of".
And I would not recommend changing the user's main Email Address either - as that could cause other issues with the sent emails and other email issues.
All that said, you could submit this idea as an Enhancement Request.
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