Configure the SMTP

If you do not make any adjustments, emails sent from GEM-BOOKS will originate from a generic address: no-reply@gem-books.com. Recipients of your emails will not be able to reply to you.

Note: Rest assured, all the necessary configurations and assistance will be provided to you either by your Internet service provider or your host (the one you ask to change a password or create a new mailbox).

1) First Method

The first method is to define a global email address for all types of mailings from all human resources.

You can configure a default sending email address in the Communications > Configurations > Configurations menu.

If you want all mailings of the same type, for example, invoices, to come from comptabilite@votrecie.ca and pay stubs to come from rh@votrecie.ca, you've come to the right place. The configuration window will open, where you can click on the +New icon.

Note: It is worth configuring “All mailings” as this will also replace the no-reply notifications. If you add multiple accounts for “all mailings,” the system will use the first account by default.

A window will appear on the screen, in which you can fill in the fields. For the email, type your SMTP email, for the server, simply type the server code. Regarding encryption, TLS and SSL are encryption protocols that secure SMTP communications. TLS is the newest and most secure option, while SSL is considered outdated due to known vulnerabilities in its earlier versions. For secure email transmission, it is recommended to use SMTP over TLS (STARTTLS) rather than SMTP over SSL. The default port for SMTP is normally port 25. Simply enter your SMPT credentials under username and password.

2) Second Method

The second method is to set up a custom email address for sending emails through human resources. To do this, click on Human Resources > Human Resources, select a file, and click on the Email tab. The answers will be provided by either your Internet service provider or your web host. SMTP Server.

• SMTP port;
• SMTP username;
• SMTP password.

Click on Save.

Here are some tips for configuring the most popular services, but don't hesitate to contact your IT technician for assistance.

Google Gmail

For Google Gmail email, you will first need to create application passwords.

This password looks like this: ddnw jkrd ijnw xozh. You will use this password to configure GEM-BOOKS, not the password you used to log in to your Gmail account.

It's like giving your children a different code for your home alarm system.

The main password is the one you know, while the specific code for GEM-BOOKS looks like the one highlighted in red. Copy the 16 digit code it gives you.

Two-step verification must be completed in order to set up the app password.

Update: Google recently changed the location of its App passwords menu, but the instructions at Google do not send you to the right place.

The fact remains that you must have two-step verification enabled beforehand. In your Google account management, click on Security. Then select Two-step verification and you will find App passwords at the bottom.

Once in the Security menu of “Manage your Google Account,” search for App passwords and click on the result with the same name. If you can't find the App passwords menu, simply enable Access to less secure apps.

For Hotmail, here are the configurations.

For Outlook, here are the configurations.

For Outlook 365, hosted at GoDaddy you need to enable SMTP authentication. Then, here are the configurations in step 8 in the blue box.

For Outlook 365, you will need to specify an application password. 

For iCloud / me.com / mac.com, here are the configurations. You will need a password from an application like Gmail.

For iCloud / me.com / mac.com, here are the settings. You will need an application password like Gmail.

For Office and Outlook 365 with a work or school account type, it is true that as of the end of September 2024, when the migration to the new authentication method in Azure Active Directory will be effective, there will no longer be application passwords as we know them today. This affects not only GEM-BOOKS, but also your photocopier, which needs this information to send you scanned documents by email.

That said, to create an application password, you must still be in “Pre-migration” or “Migration in progress” mode.

Once the migration is complete, it is no longer possible to create an application password required to configure GEM-BOOKS.

After asking the administrator of your Office 365 business or school email accounts if you are in pre-migration or migration mode, ask them to verify this as well.