How to define EMAIL Server (smtp Server) in HRPro?

A simple mail transfer protocol (SMTP) server is a computer on the Internet that help HRPro to send Internet emails.  

An SMTP server receives emails from HRPro. Then it passes them on to another SMTP email server and relays them to the incoming mail server. 

Without an SMTP server, you cannot send your email to recipients.

You can define the SMTP Server at

• Company Setup, Email Server tab under System Manager ⇒ HRPro Setup, Company Setup, Email Server tab

This server serves WebClient and Employee Portal. 

If you wish to enable different HR users to send pay slips to their employees using their own email addresses or servers (e.g. for Email Pay Slip to Employee), you define the SMTP settings at

• Email Server tab in Top menu ⇒ Tools ⇒ Personal Options

These will override the settings in Company Setup.  (To clear the settings in Personal Options, leave blanks on every item.)

SMTP Settings

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) and,  587 (for TLS connections).

User ID and Password

• Whether User ID and Password are required is depending on the SMTP server security requirement. 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 is conformed to the IETF and IANA Standard. 

• 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 is depending 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 this option is checked, every outgoing email will have a copy sent to the Sender's Email. 

BCC to the sender 

When this option is checked, every outgoing email will have a Blind Carbon Copy sent to the Sender's Email. 

Click the Test Email button to test the settings, if the settings are correct, you will receive a testing email on 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: [Password for Gmail email address)

• Sender Email: [gmail email address]

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

You may need to turn on the Allow less secure apps to access your account option in order to allow HRPro to access Gmail. (See Less secure apps & your Google Account - Google Account Help)

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 Microsoft Office 365 (SMTP client submission)

• SMTP Server: smtp.office365.com

• Port: 587

• Secure Socket Options: Auto

• No SSL Certificate Validation: False

• UserID: [office365 email address]

• Password: [Password for office365 email address)

• Sender Email: [office365 email address]

• Sender Name: [English Name for the office365 email address]

Please noted that Office 365 have some restrictions in place to be sure that your email account is not flagged as a potential spammer. 

Office 365 users are limited by the following: 

• • • 10,000 sent email messages per day

    • 500 recipients total for a single email

    • 30 emails sent per minute

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.