How to define an EMAIL Server in HRPro?
如何在 HRPro 中定義電郵伺服器？

HRPro allows you to configure one or more email servers for sending system notifications, employee pay slips, and other email communications. The setup can be centralized (shared by all users) or personalized (for individual HR users). 

Company-Level Email Server Setup

To define a company-level email server:

• Go to System Manager ⇒ HRPro Setup ⇒ Company Setup. 

• Click the Email Server tab.

This configuration applies to both the WebClient and the Employee Portal. Emails sent from the system, such as notifications and pay slips, will use this email server by default. 

Personal Email Server Setup for HR Users

If you want specific HR users to send pay slips or notifications using their own email addresses or servers, each user can define their own Email Server settings. These personal settings take priority over the company-level configuration. 

To define a personal email server:

• From the top menu, go to Tools ⇒ Personal Options.

• Open the Email Server tab.

• Enter your preferred Email Server details.

This feature is useful when multiple HR users send emails using their individual accounts (for example, sending email pay slips).

HRPro 允許你設定一個或多個電郵伺服器，用於發送系統通知、員工工資單及其他電郵通訊。此設定可以是集中式（所有使用者共用），亦可以是個人化（個別 HR 使用者使用自己的設定）。

公司層級電郵伺服器設定  

要定義公司層級的電郵伺服器：  

• 前往 System Manager ⇒ HRPro Setup ⇒ Company Setup。

• 按一下 Email Server 分頁。

此設定同時適用於 WebClient 和 Employee Portal，系統發出的電郵（例如通知及工資單）預設都會使用這個電郵伺服器。

HR 使用者個人電郵伺服器設定  

如果希望某些 HR 使用者使用自己的電郵地址或伺服器來發送工資單或通知，每位使用者都可以自行設定其電郵伺服器資料。這些個人設定會優先於公司層級的設定被使用。

要定義個人電郵伺服器：  

• 於頂部功能表選擇 Tools ⇒ Personal Options。

• 開啟 Email Server 分頁。

• 輸入所需的電郵伺服器設定資料。  

當多位 HR 使用者需要以各自的帳戶發送電郵（例如以個人帳戶發送電郵工資單）時，此功能特別有用。

Supported Email Delivery Methods.

HRPro supports two methods for sending emails:

1. SMTP (Simple Mail Transfer Protocol)

2. Microsoft Graph API

支援的電郵傳送方式

HRPro 支援兩種電郵傳送方式：  

• SMTP（簡單郵件傳送協定）

• Microsoft Graph API[1]

SMTP Configuration

The SMTP option allows HRPro to send emails through a mail server (such as Gmail, Yahoo, or SendGrid). The SMTP server acts as a channel — it receives messages from HRPro and relays them to the recipient’s mail server. 

To configure SMTP, provide the following details:

• SMTP Host (e.g. smtp.gmail.com, smtp.sendgrid.net)

• Port (commonly 587 with STARTTLS)

• User ID (email address used for sending)

• Password or App Password

SMTP 設定  

SMTP 選項允許 HRPro 透過郵件伺服器（例如 Gmail、Yahoo 或 SendGrid）來傳送電郵。SMTP 伺服器扮演通道角色，接收 HRPro 發出的訊息，並將其轉送到收件人的郵件伺服器。

要設定 SMTP，請提供以下資料：  

• - SMTP 主機（例如：smtp.gmail.com、smtp.sendgrid.net）

• - 連接埠（一般為 587，並啟用 STARTTLS）

• - 使用者 ID（用來發送電郵的電郵地址）

• - 密碼或應用程式密碼

Microsoft Graph Configuration

Microsoft Graph is a modern, secure alternative to SMTP, provided by Microsoft 365. It allows HRPro to send emails via the Microsoft Graph API without requiring a user password. 

To configure Microsoft Graph, provide the following:

• Tenant ID – the identifier of your Microsoft 365 organization.

• Client ID – the application registration ID in Azure Active Directory.

• Client Secret – the application credential used for authentication.

• From Address – the mailbox that sends emails.

How It Works

1. HRPro requests an access token from Azure Active Directory using the stored application credentials.

2. The token is used to call the Microsoft Graph Mail.Send API.

3. Microsoft 365 sends the email directly from the specified mailbox.

Using Microsoft Graph provides a more secure and reliable connection, free from password-based authentication and SMTP relay issues.

Microsoft Graph 設定  

Microsoft Graph 是由 Microsoft 365 提供的現代化及安全的 SMTP 替代方案，可讓 HRPro 透過 Microsoft Graph API 傳送電郵，而無需使用者密碼。

要設定 Microsoft Graph，請提供下列資料：  

• Tenant ID：你的 Microsoft 365 組織（租用戶）識別碼。

• Client ID：在 Azure Active Directory 中註冊的應用程式 ID。

• Client Secret：用於驗證的應用程式機密金鑰／認證。

• From Address：實際用來發送電郵的信箱地址。  

運作方式如下：  

1. HRPro 使用已儲存的應用程式認證，向 Azure Active Directory 申請存取權杖（access token）。

2. 系統使用該權杖呼叫 Microsoft Graph 的 Mail.Send API 傳送郵件。

3. Microsoft 365 會直接從指定的信箱將電郵送達收件人。

使用 Microsoft Graph 可提供更安全且更可靠的連線機制，避免傳統以密碼驗證及 SMTP 轉送所帶來的各種問題。

SMTP Settings

• Email Delivery Method: Select SMTP to send emails via the traditional SMTP server. This determines which other fields are required on the form.  

• SMTP Server: It is either the SMTP Server provided by your ISP, any SMTP server on the cloud, or your company email server.  You can test your settings in Online SMTP Test - Send and Check your Email Server (smtper.net)🡕 to make sure your SMTP settings are correct.  

• Port: The SMTP Port that the SMTP Server is allowed to use.  e.g., 25 (for unencrypted connections), 465 (for SSL connections),  587 (for TLS connections).

• User ID and Password: Whether User ID and Password are required depends on the SMTP server security requirements. Leave it blank if the server does not require authentication.

• Secure Socket Options: This is the option to define how to connect to the SMTP server when connecting using SSL or TLS.

• Auto: Let the mail client automatically decide which SSL or TLS options to use (default). Select Auto if the SMTP server conforms to the IETF and IANA standards. 

• Ssl On Connect: The connection should use SSL or TLS encryption immediately.

• Start Tls: Elevates the connection to use TLS encryption immediately after reading the greeting and capabilities of the server. If the server does not support the STARTTLS extension, then the connection will fail, and a NotSupportedException will be thrown.

• Start Tls When Available: Elevates the connection to use TLS encryption immediately after reading the greeting and capabilities of the server, but only if the server supports the STARTTLS extension.

• None: No SSL or TLS encryption should be used. e.g. If you encountered the error "The handshake failed due to an unexpected packet format.".

• No SSL Certificate Validation: Usually, this option is not required to check unless you encountered the error "The remote certificate is invalid according to the validation procedure." 

• Sender Email: The validity of the Sender Email depends on the SMTP Server verification. 

• Sender Name: The name of the Sender Email that is displayed on the email. e.g., HR Department

• CC to the Sender: When checked, HRPro adds the sender’s email address to the CC field of each outgoing email so the sender receives a copy of what was sent.  

• BCC to the Sender:  When checked, HRPro adds the sender’s email address to the BCC field, giving the sender a copy of the email without exposing the address to recipients.

Click the Test Email button to test the settings, if the settings are correct, you will receive a testing email in the mailbox of the Sender Email.

Sample Settings for ISP provided SMTP Server

SMTP Server

Most of the time you can input the SMTP server provided by your ISP, set the Port to 25 and leave the User ID and Password empty.

e.g.

• Netvigator (Home)  mail.netvigator.com / smtp.netvigator.com

• Netvigator (Commercial) corpmail1.netvigator.com

• HKBN (Enterprise Solutions) smtp.mail.hkbnes.net

• HGC mail.on-nets.com

• Pacnet smtp.pacific.net.hk

• I-Cable smtp.i-cable.com

• Smartone smtp.smartone.com

• HKNET smtp.hknet.com

• NWT smtp.nwtbb.com

• Three smtp.three.com.hk

• PCCW Mobile mail.netvigator.com

• One2Free mail.csl1010.com

• more: Hong Kong ISP SMTP Information

Sample Settings for Google Gmail Server

• SMTP Server: smtp.gmail.com

• Port: 587

• Secure Socket Options: Auto

• No SSL Certificate Validation: False

• UserID: [gmail email address]

• Password: [app password🡕]

• Sender Email: [gmail email address]

• Sender Name: [English Name for the Gmail email address]

Starting May 1, 2025, Google Workspace accounts no longer support less secure apps, third-party apps, or devices that ask you to sign in to your Google Account with your username and password. Instead, you can use the app password🡕 that gives a less secure app or device permission to access your Google Account. 

Please noted that Google has some restrictions in place to be sure that your email account is not flagged as a potential spammer. 

If you exceed the number of daily messages in Gmail, your account will automatically reset and you'll be able to begin sending messages again in up to 24 hours. 

• G Suite users have a limit of 2,000 email messages per day. 

• Gmail (free account) users have a limit of 500 email messages per day.

Sample Settings for Yahoo! Ymail Server

• SMTP Server: smtp.mail.yahoo.com

• Port: 465

• Secure Socket Options: Auto

• No SSL Certificate Validation: False

• UserID: [Yahoo! email address]

• Password: Generate  App Password🡕

• Sender Email: [Yahoo! email address]

• Sender Name: [English Name for the Yahoo! email address]

Yahoo’s SMTP comes with a strict limit of 500 emails per day and each message can only be sent to up to 100 recipients. 

These limitations were originally set by Yahoo Mail to prevent spammers from sending mass unsolicited messages.

Graph Settings

• Email Delivery Method: Select Microsoft Graph API to send emails via Microsoft 365 using an Azure AD application instead of SMTP. This determines which other fields are required on the form.  

• Client ID: The Application (client) ID of the app registration in Azure Active Directory that HRPro uses to authenticate to Microsoft Graph. This must match the app you created in Azure.  

• Tenant ID: The Directory (tenant) ID of your Microsoft 365 organization. HRPro uses this to request tokens from the correct Azure AD tenant for sending mail.  

• Client Secret: The secret value created for the Azure AD app registration. HRPro stores and uses this together with the Client ID and Tenant ID to obtain an access token for Microsoft Graph.  

• User Address:  The Microsoft 365 user or shared mailbox (e.g., hr@yourcompany.com) on whose behalf the emails are actually sent. This account must have permission to send mail via the Graph Mail.Send API.  

• Sender Email: The email address shown in the From field of outgoing messages (e.g. hr@yourcompany.com). This is what employees will see as the sender when they receive emails from HRPro.  

• Sender Name: The display name that appears with the Sender Email, such as HR Department. Recipients will see this name in their inbox as the friendly sender label.  

• CC to the Sender: When checked, HRPro adds the sender’s email address to the CC field of each outgoing email so the sender receives a copy of what was sent.  

• BCC to the Sender:  When checked, HRPro adds the sender’s email address to the BCC field, giving the sender a copy of the email without exposing the address to recipients.

See Microsoft Graph API Email Delivery for step‑by‑step instructions on obtaining the Client ID, Tenant ID, and Client Secret.