Path: Workspace Homepage >> Navigation Panel >> Settings >> Email Settings
| What is Workspace Email Settings? |
|---|
| Workspace Email Settings is the section where the sender email address, notification email activation, and email delivery tracking are configured for the workspace. |
Workspace Email Settings governs how outgoing email is personalized, scheduled, and activated for the community, covering the sender address and 3rd Party SMTP configuration, which notification emails are activated, and logs for tracking email delivery.
Role Permissions
- Workspace Administrator: Configures the From Email Address, Bounce Email Address, From Name, 3rd Party SMTP Service, and Custom Email Banner in General Email Settings; activates Notification Emails; and reviews Email Reports and Email Delivery Logs.
- All Other Roles (Community-level Administrator, Moderators & Members): Access level for Workspace Email Settings is not available.
TABLE OF CONTENTS
General Email Settings
Notification Emails
Email Logs
Exceptions
Frequently Asked Questions
General Email Settings
General Email Settings sets up the From Email Address, From Name, and 3rd Party SMTP Service for the community.
- From Email Address: All emails are sent by default from noreply@ideascale.com, an unmonitored inbox. A custom email address can be entered in this field instead. Note: Adding a custom email address requires setting up 3rd Party SMTP Services, generally with the assistance of an IT department, to ensure email delivery.
- Bounce Email Address: The email address where bounced emails are sent.
- From Name: A name entered in this field appears as the sender on all emails sent from the workspace, in place of the default workspace name.
- 3rd Party SMTP Service: Turning this switch to On is required when a customized From Email Address is used. Switching it On opens fields for connecting to an SMTP server via SSL: SMTP Host Server, SMTP Port, SMTP Username, and Password. The connection can be verified using the Validate button, which confirms whether the entered information is correct; if validation fails, a View SMTP Error link is provided. See Exceptions below for what happens when required SMTP fields are left incomplete.
- Custom Email Banner: A custom banner can be set in place of the default IdeaScale banner by uploading a file, selecting one from the custom email banner dropdown, or dragging and dropping a file into the upload area. Uploaded images can be resized and repositioned using the image resizer, and Alt Text can be added for the image.
Notification Emails
Notification Emails activates specific emails to be sent to workspace administrators under Admin Notifications and provides templates for various verification and password email notifications.
Help Article on Notification Emails.
Help article on Verification & Password Email Templates
Emails Logs
The Emails Logs section is organized into two tabs: Email Reports and Email Delivery Logs.
Email Reports
Selecting the Deliverability Test button opens a comprehensive report detailing emails that have been sent, allowing their delivery status to be monitored.
Help Article on Email Reports
Email Delivery Logs
The Email Delivery Log provides detailed information on all activities that trigger email notifications, allowing administrators to track and review the status of sent emails.
Help Article on Email Delivery Logs
Exceptions
- 3rd Party SMTP Service Enabled Without Complete Configuration: When the 3rd Party SMTP Service switch is turned On, the SMTP Host Server, SMTP Port, SMTP Username, and Password fields must all be specified correctly. If any of these fields are left empty, IdeaScale does not send any notification emails, including Password Reset emails, invitation emails, and other notifications.
Frequently Asked Questions
Can the default IdeaScale sender address be replaced with a custom email address?
Yes. A custom email address can be entered in the From Email Address field in General Email Settings, in place of the default noreply@ideascale.com address. Doing so requires setting up 3rd Party SMTP Services to ensure delivery.
What happens if the 3rd Party SMTP Service is enabled but the required fields are left blank?
IdeaScale does not send any notification emails, including Password Reset emails, invitation emails, and other notifications, until the SMTP Host Server, SMTP Port, SMTP Username, and Password fields are all specified correctly.
Where can a record of workspace email activity be found?
Email activity is tracked in the Emails Logs section, which is organized into Email Reports and Email Delivery Logs.
What is the difference between Email Reports and Email Delivery Logs?
Email Reports provides a Deliverability Test report detailing emails that have been sent and their delivery status. Email Delivery Logs provides detailed information on all activities that trigger email notifications, allowing the status of sent emails to be tracked and reviewed.
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