ABSS Books · Settings

Email config

Email config connects Books to your own mailbox, so that documents can be emailed to customers and vendors from your address. You pick your email provider, enter the mailbox and its password, confirm the connection with a test email, then save.

Who it's for: Admins who want quotes, invoices, purchase orders and other documents emailed from the company's own mailbox
Where to find it: SettingsEmail config
What you need: The Admin role, and a mailbox with one of the listed email providers

Email config walkthrough

Coming soon

What you can do here

Connect the mailbox that Books sends document emails from.
Pick your email provider from a list and let Books fill in the usual port.
Confirm the connection with a test email before you save.
See which provider, username and port are saved.
Change the mailbox, the port or the password later.

Before you start

The Admin role: Email config is under Preferences and advance in Settings. Only admins see it.
How to open Settings: Choose the Settings gear icon in the top bar. It opens All settings, where you pick Email config.
A mailbox with a listed provider: The email address your customers and vendors should see as the sender. Its provider must be one of those in the Host Name list: Google, Outlook, Yahoo, Zoho, iCloud, Amazon SES, SendGrid, Mailgun or Brevo.
An app password or SMTP key: A password created for sending mail from another application. Most providers do not accept your normal mailbox password here. See Get a password from your email provider.

Get a password from your email provider

The lower half of the screen carries a guide titled How to Generate an SMTP Password, with the steps for five providers.

Provider	What the guide tells you to do
Google	Turn on 2-Step Verification, then generate an App Password in your Google Account's security settings.
Outlook	Turn on multi-factor authentication if your account needs it, then generate an App Password in the security settings.
Yahoo	Open Account Security and generate an App Password.
Zoho	Open Security, then App Passwords, and generate a new one.
iCloud	Open Sign-In and Security for your Apple ID and generate an App-Specific Password.

For Amazon SES, SendGrid, Mailgun and Brevo, the screen has no steps. Use the SMTP username and key that the provider gives you.

Tip: Create a password only for Books, and keep your normal mailbox password to yourself. You can then withdraw it at your provider without changing how you sign in to your mail.

Connect your mailbox

Until settings are saved, the screen opens straight on the form.

Go to Settings → Email config
The form is at the top of the screen.
Pick your provider in Host Name
Books fills in Port and turns Secure off.
Enter the Username and the Password
The Username is the full email address. The Password is the app password or SMTP key from your provider.
Choose Confirm Email
Books sends a test email to the Username address. When it succeeds, a message says the connection is verified and Save becomes available. If it fails, check the password and the port, then confirm again.
Choose Save
The form closes and the saved settings show as a row in a list.

Fields and buttons on the form

Host Name: Required. Your email provider, picked from the list. Picking one fills Port with 587 and turns Secure off. You cannot type a mail server address of your own.
Port: Required. A whole number from 1 to 65535. Keep the number Books fills in unless your provider tells you to use a different one.
Username: Required. The full email address of the mailbox. It must be a valid email address. Document emails are sent from this address.
Password: Required the first time you save. The app password or SMTP key from your provider, up to 200 characters. When you edit, the field is empty: the saved password is never shown.
Secure: A switch. It is only allowed with port 465. If it is on with any other port, Books turns it off when you choose Confirm Email and tells you so.
Confirm Email: Tests the connection with the values in the form by sending a test email to the Username address. Save stays unavailable until this succeeds.
Save: Saves the settings and switches email sending on for your company.
Cancel: Shown only when you are editing saved settings. It closes the form without saving.

Note: Saving the mailbox does not send anything yet. Next, choose which documents are emailed under Email and Whatsapp preferences.

Check or change what is saved

Once settings are saved, the screen shows them as one row.

Provider: The provider picked in Host Name.
Username: The mailbox that emails are sent from.
Port: The saved port.
Action: The Edit email config icon, which opens the form again.

Choose the Edit email config icon
The form opens with the provider, port and username filled in. The Password field is empty.
Change what you need
Type the new password if you are changing it. If Confirm Email reports an error while Password is empty, enter the password and confirm again.
Choose Confirm Email, then Save
You confirm the connection again each time you edit. Cancel closes the form and keeps the saved settings.

See what Books sends from this mailbox

The mailbox is used for document emails to your customers and vendors.

Which emails: The document emails switched on under Email and Whatsapp preferences: Quotation, Sales Order, Delivery Challan, Invoice, Dispatch, Credit Note, Purchase Order, GRPO, Bill and Debit Note.
Who they go to: The customer or vendor on the document, at the Email saved on their record.
What they contain: Your company name, the document number and its status, with the document attached as a PDF. A Dispatch email carries the dispatch details recorded on the invoice instead.
Sender: The address in Username. A reply from the customer or vendor comes back to that mailbox.
Other emails: The test email from Confirm Email is the only other email sent through this mailbox.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
Who sees this	Admins only.
One mailbox for the company	There is one set of email settings. Saving again replaces it.
Confirm before Save	Save is unavailable until Confirm Email succeeds, both the first time and every time you edit.
Providers	Host Name offers Google, Outlook, Yahoo, Zoho, iCloud, Amazon SES, SendGrid, Mailgun and Brevo. Other mail servers cannot be entered.
Password on screen	The saved password is never shown, in the form or in the list.
Email wording	The wording and layout of the emails are fixed. There are no templates to edit on this screen.
Saving alone sends nothing	An email goes out only for a document whose Email Send switch is on under Email and Whatsapp preferences.
No off switch here	The settings cannot be deleted or switched off on this screen. To stop emails, turn off Email Send for each document under Email and Whatsapp preferences.