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Problems sending or receiving email or alerts

Problem:
I have specified email settings for FastMaint but am getting errors when I try to send or receive email or alerts.

Solution:
FastMaint can send out work orders as email messages/ text messages to each person associated with a work order. When the technicians send back a reply updating the work order, FastMaint can receive these updates (Email on main window/ Administration tab on Home page) and try to process them. FastMaint will also use this email account for sending alerts. If you enter an SMS/ text address instead of an email address in the email address field on the person form, email will be sent as text messages to them.

Setup:
The email account setting should contain email account information of an email account that FastMaint can use to send (via POP3 protocol) and receive (via SMTP protocol) email. It should not be someone else’s email account information. So it is best that you create a new email account only for FastMaint’s use.

Troubleshooting:
Review the detailed error message shown by FastMaint. It can be rather long – but if you go to the end of the message you can usually see a more friendly message. If your email server requires an encrypted connection over SSL – most email systems use port 995 for the secure POP3 port and port 465 for the secure SMTP port. If you are not sure what to use check with your email system administrator.

         If you keep getting un-explainable email errors, test using Microsoft Outlook Express/ Mozilla Thunderbird or a similar email client configured to use POP3 & SMTP with the email account details to confirm that your email server is handling the POP3 & SMTP protocols correctly. Run these tests on the computer running FastMaint OR the server hosting the FastMaint Web application to confirm that domain/ firewall issues are not causing these problems.

Using Microsoft Exchange server as your email server?

It may require some configuration of your Exchange server to allow SMTP relaying or handle DNS lookups. Also it is possible that the user name & password do not match the domain user name & password. Check the error message. If it has something like “Command is not valid in this state” it usually means that MS Exchange requires an encrypted connection usually over SSL – so try the ports mentioned above.

The following articles may be helpful:

SMTP 550 mailbox unavailable errors:
http://social.technet.microsoft.com/Forums/en-US/exchangesvrgeneral/thread/1b5a4adb-3afb-45b0-8414-6fbff87c0160/

DNS query responses do not travel through a firewall:
http://support.microsoft.com/?id=828263

Sending external email error: 5.1.1 User unknown (scroll down for troubleshooting info):
http://forums.msexchange.org/m_1800555068/mpage_1/key_/tm.htm#1800555068

Setup Microsoft Exchange 2013 – POP3 and IMAP4:
http://technet.microsoft.com/en-us/library/jj657728.aspx

Setup Microsoft Exchange 2007 – POP3 and IMAP4:
http://www.msexchange.org/articles-tutorials/exchange-server-2007/mobility-client-access/using-pop3-imap4-access-exchange-2007-part1.html

Troubleshooting – Enabling Protocol Logging In Microsoft Exchange:
http://technet.microsoft.com/en-us/library/aa997690.aspx

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