Sending emails from your Eduka application

Your Eduka Suite platform sends emails in several contexts:

Emails sent by the system in an automated way

For certain specific scenarios, the system can be brought to automated emails, in relation to specific features of the application, such as

• When a parent wishes to register to the system to enroll their students, upon account creation an email is sent containing a validation link. The parent must click on the link contained in the e-mail to activate the account. The purpose of this validation is to prevent robots from registering to the system, and also to ensure that the parent enters a valid e-mail address correctly.
• When a user has forgotten their password and wishes to reset it, the user can trigger an automatic email containing a link with a unique security key. When the user clicks on this link, they have the option to reset their password.
• For the data change subscription feature. Administrative users can subscribe to information so that they receive e-mail notification when a change is made. For example, a principal may choose to receive an email alert if a student is moved to a new class; an admissions officer may be notified if a parent updates their phone number, and many others
• When a visitor uses the contact form included in Eduka to contact the school, it is the system account that is used to send the email.

Emails sent by operational users

Thanks to its Emails and SMS module, Eduka offers you a module for sending emails with advanced functions such as mailing, the use of predefined templates, attachments, and many other features.

Sending service to be configured in Eduka

In order for Eduka to be able to send the above-mentioned emails, it is imperative to set up an email sending service in Eduka, preferably one that is speciin order for Eduka to be able to send the above-mentioned emails, it is imperative to set up an email sending service in Eduka, preferably one that is specialized in sending mass mailings, in order to avoid the risk of sending quota limitations or to limit the risk of being considered as Spam or blacklisted. There are two possible settings, described below.

Sending service integrated to Eduka

Eduka offers you the possibility to subscribe to an email sending service, adapted to the sending of mass mailings

Characteristics of the service offered :

• Unlimited number of emails sent
• Complete tracking of the sending: in addition to the sending status (the email has left Eduka), information on the delivery status (the email has been received in the recipient's mailbox), which allows for the efficient detection of incorrect email addresses
• Can be used in other applications (Pronote, etc.)
• Limitation of the risk of blacklisting
• Emails sent from a ...@ecolemail.eduka.school account, if the parent replies to the email, it is automatically redirected to the corresponding email address of your school (example: email replied to inscriptions@ecolemail.eduka.school and automatically redirected to inscriptions@ecole.org
• Availability and installation in a short time

To obtain a quote for the use of this service, please contact us via the channel Support.

External mailing service

It is also possible to configure your own email sending service.
You can set up your own SMTP accounts from classic email services such as Gmail or Office 365. In this case, it is useful to check the specific sending limitations of your sending service in a third-party application system.

System e-mail account configuration

Regarding the e-mails sent by the system, you must define the e-mail settings of the system account
Open the Configuration module, go to Email and SMS Accounts, and click on the System item.

Set up using the integrated Eduka mailing service

In order to set up the System account using the Eduka sending service, select the System account, and then select the account type Eduka integrated sending service
Then, enter the setup information that was provided to you by Eduka when you activated the service

Setting up using your own sending service

To set up the System account using your own sending account, select the System account and then select the External sending service account type
Then enter the SMTP setting information for the account to be used

How do I configure sending accounts for users?

accounts.

Setting up a sending account using the Eduka integrated sending service

Once the Eduka mailing service is activated, you will receive an email with information on how to set up the service
With this information, you will be able to set up the different sending accounts that can be used by authorized persons

To add a sending account, click on the "Add an account" button and enter the necessary information (to know what the different parameters are, see the next section in this article). Don't forget to click on " Save", then click on "Test" to verify that your settings are functional

Setting up a sending account using an external sending service

To add a sending account based on your own email service such as Gmail, Office 365 or any other specific sending service, click the "Add Account" button and then enter the necessary information (to know what the different settings correspond to, see the next section in this article).

If you do not know the values to be entered in your e-mail account settings, it is advisable to ask your IT technician. Eduka cannot identify the values for you, as this setting is independent for each school.

• SMTP server: enter the address of the mail server to which Eduka will connect to send the mail. If you do not know the address of your mail server, nor the port, or if you are missing any information, please contact your IT technician. The list of the main providers can be found online, for example at this address.
• Port: specify the network port to connect to the server (default: 25 for unencrypted communication, 465 for SSL, and 587 for TLS)
• Security: specify the level of encryption (none, SSL, or TLS).
• Account name: specify the account name that will be displayed in the "From:" field when the email is sent by Eduka. This is the name of the sender that will appear in the mail that the recipients will receive.
• Email address: Enter the address of the account that will be displayed in the "From:" field when the email is sent by Eduka. This is the sender's address that will appear in the mail that the recipients will receive.
• User name: indicate the login/user name for the connection to the SMTP sending server. Usually the same as the e-mail address.
• Password: enter the password for the connection to the SMTP sending server. Be careful if you copy and paste, make sure you don't leave any spaces at the beginning or end of the password, as these will not be ignored.
• Reply-to address: when your recipient presses the "Reply" button in his e-mail program, this is the address that will be used for the reply. You can therefore make sure that the e-mail is sent from an address "adresse1@school.org" but that the recipients' replies are addressed to "autre_adresse@school.org".
• Maximum CCi recipients: inthe Emails and SMS sending mode, it is possible to choose a CCi sending mode. This mode will send a single email to all the recipients of the email, placing them all in CCi. This mode allows a faster sending, but does not allow student mailing and limits the possibilities of tracing the email. The Maximum CCi recipients setting aims to bypass the limitations of some email services, which limit the number of recipients that can be sent in CCi. It allows you to split the sending into several packages of N recipients in CCi. Thus, if you indicate a value of 100, and I send an email to 400 recipients, in CCi mode, the system will send 4 times 100 emails.
• Delay between sends: if you use a provider such as Google Mail, you must ensure that the send rate remains within the acceptable limit. Specify the number of seconds between each send. Generally, the recommended value for Google Mail is 1 second between each email.

Once you have entered the parameters, don't forget to click on Save, then click on Test to check that your parameters are functional If the email is not sent, be sure to read the error message returned by your mail server (for example "SMTP ERROR: Password commandfailed: 535 5.7.3 Authentication unsuccessful / SMTP Error: Could not authenticate."indicates a wrong password or a non-existent e-mail account). Eduka cannot help you fix problems with your email server. If your e-mail password is incorrect, you should contact your e-mail service provider with the error message returned by the server.

Authorize sending from an e-mail account for an Eduka user

When your email account is correctly set up and successfully tested, you can assign it to an Eduka user account. The user will then be able to send an email using the email account you have set up

To assign a sending account to an Eduka user, you have two options: open the user management, find the user in question, and select the email account:

• From the email account settings

• From the Eduka user account settings

Allow viewing of emails sent by an email account

You can also configure which profiles will be able to view mail sent from an email account.
This setting is done by Profile, and therefore allows you to view the history of emails sent from a particular email account, for all users of the authorized profile
Note that a person authorized to send emails from an account will automatically be able to view these emails.