Configure E-Mail Settings

This articles explains how to configure e-mail settings in Runtime HRMS. By configuring e-mail, all system related emails are sent from your personalized email address.

To define e-mail settings, go to Setup > General > E-Mail Settings

Configure E-Mail Settings in Runtime HRMS

Click on ‘Edit’ icon to open the setting dialog as shown below:

Define E-Mail settings in Runtime Hrms

Sample settings:

  1. Display Name: Sender Name e.g. Human Resources
  2. E-mail Address: e.g. hr@example.com
  3. Username: E-Mail address e.g. hr@example.com
  4. Password: Email login password
  5. SMTP Address: smtp.gmail.com (for Gmail)
  6. SMTP Port: 587
  7. Use SSL: Yes (Check the box)
  8. Set Active: Yes (Check the box)
  9. Click ‘Save’

Gmail account settings

To use Google email service, you also need to make some changes in your Google account:

  1. Open your Google account settings by visiting https://myaccount.google.com
  2. Sign in (if required)
  3. Click ‘Security’ link on the left navigation menu
  4. Scroll to the very bottom of the page to find a section that says ‘Less secure apps access’. If this setting is turned ‘Off’, you need to turn this to ‘On’

Less Secure App setting in Google Account

Less Secure App Settings - Turned Off

Less Secure App Settings - Turned On

The first time you try to send e-mail from Runtime HRMS using your Gmail account, you may receive an e-mail alert from Google saying that ‘Sign-in attempt was blocked’. If this happens, click on ‘Check Activity’ link in the e-mail or visit https://google.com/blocked and allow the recently blocked activity by confirming that it was you who tried to send the e-mail.
After taking above steps, there should be no issues in sending e-mails using Gmail.

2-Factor Authentication in Google

If you have enabled 2-Factor Authentication for Google login, you will not see ‘Less Secure Apps’ setting in your Google account security settings.

In such cases, click on ‘Security’ link at left menu and then go to ‘Signing in to Google’ section and look for ‘App Passwords’ link.

Google Security Signing App Password

Click on ‘App Passwords’

Configure email - generate app password for gmail

Select ‘Other (Custom Name)’ in select app drop down and type any name for reference.

Custom name for gmail app specific password

Click on ‘Generate’

Google App Password Generated

Note the password displayed in yellow box and use this password (without spaces) in email settings instead of your Google password.

Test your E-Mail Settings

After you have configured your email settings, check to make sure it is working correctly. Click on second button to try sending a test mail.

Button to test email settings

Testing Email Settings

If the test mail is successfully sent, you will see a message as shown below:

Test E-Mail successful

In case you see an error, double check your settings and try again. If the problem still persists, contact our support team.

Remember, if you have hundreds of employees and send hundreds of e-mails using free Gmail account, Google may block your e-mail sending privileges for some time. It’s always good to have a professional e-mail service.

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