This article provides a comprehensive introduction to SMTP and its components. It further describes how to set up SMTP to transmit email notifications and details the various parameters within the OvalEdge application that can be used for configuration purposes.
Introduction
Email has been around for decades and is still one of the most widely used communication methods worldwide. Whether for personal or business purposes, we rely on email to send and receive important information quickly and efficiently. The process in the back end when the Send button is clicked during email transmission is when SMTP comes into play.
SMTP (Simple Mail Transfer Protocol) is an application used by email clients (Yahoo, Gmail, Apple Mail, Outlook) to send and receive emails over the internet. It works with the mail transfer agent to move email across networks to the right computer and email inbox.
SMTP Server and SMTP Port
An SMTP Server, like any other server, is an application that provides a service to other applications within a network, allowing them to send, receive, and relay email messages. It is like a post office that processes and sends letters from City A to City B or their intended destination. Without a server, email communication between different domains, e.g., Gmail to Yahoo, would not be possible.
To route communications appropriately, any server requires two essential pieces of information:
- First, a Domain Name or internet address (IP) is used to identify the specific machine or server. It is similar to a street address that identifies a physical location, but in this case, it is a unique identifier that identifies the machine or server on the internet.
- Second, a Port number is needed to identify a particular application or service running on the machine. It is similar to an extension number on a phone system that directs calls to an organization's specific department or individual. SMTP 25 and 2525 are the two commonly used port numbers.
Setting up SMTP Parameters
Configuring the SMTP settings in the OvalEdge application is essential to ensure emails are delivered promptly to their intended recipients.
Note 1: Users with Admin-level privileges can only configure the SMTP settings.
Note 2: Valid email addresses must be provided during the user creation so that users can receive email notifications.
Note 3: Users can set their email notifications preferences to be received from the list of options (Collaborations, System Alerts, Watchlist Alerts, etc.) by navigating to the ‘My Profile’ section.
To set up SMTP,
- Log in to the OvalEdge application
- From the left menu, select Administration > System Settings.
- Select the Notifications Tab from the top menu.
- Enter the following parameters in the configurations.
|
Key |
Description |
|
ovaledge.smtp.server |
Enter the SMTP server's IP address or hostname to send emails from OvalEdge to the receiver email. Example: google.smtp2go.com Parameters: The default value is empty. Enter the URL in the field provided. |
|
ovaledge.smtp.port |
Enter the SMTP Port number to connect to an SMTP server. Common values include 25, 2525. Parameters: The default value is empty. Enter the port number in the field provided. |
|
ovaledge.smtp.mode |
SMTP operates in different modes: Unencrypted mode (without encryption) and Encrypted mode (with encryption). SMTP can be used with encryption protocols such as SSL or TLS to secure email transmission from unauthorized access. It is an optional field. Parameters: The default value is empty. Enter the value in the field provided. |
|
ovaledge.email.username |
Enter the username or account that is configured on the SMTP server. Parameters: The default value is empty. Enter the username/account in the field provided. |
|
ovaledge.email.password |
Enter the password of the SMTP username/ account configured on the SMTP server. Parameters: The default value is empty. Enter the password in the field provided. |
|
ovaledge.email.fromE |
Enter the email address that should appear in the ‘From’ field of the email message when it is sent. Example: bob.admin@ovaledge.com Parameters: The default value is empty. Enter the ‘From email’ address in the field provided. |
Testing the SMTP Configuration
Testing the SMTP configuration is an important step to ensure that the SMTP server is configured correctly and to verify that email messages can be sent successfully. A 'Test' button is provided in the top-right corner.
- In System Settings > Notifications, click the Test button in the top-right corner.
- Click on the Test SMTP option to view a confirmation pop-up window, and click the Confirm button. An email is sent to the admin user (who is configuring the settings).
- If any required field is missing, a prompt will indicate the missing information.
Note: Please ensure that the ovaledge.base.url of Administration > System Settings > System Path is updated with the OvalEdge instance URL.
Configuration History
A History icon is provided to view the list of changes made to the configuration. Click on the History icon, and a pop-up window or dialog box will appear that displays a list of changes made to the configuration. Each change ‘From’ and ‘To’ will be listed, showing the previous and current values of the configuration parameters, along with the date and time it was made and the user who made the change.
It allows users to track changes made to a configuration over time easily.
Important Note
Users must select the relevant checkboxes to receive Emails. To do so, click on My Resources (User icon) at the top right corner of the header banner, navigate to the My Profile > Notifications Settings section, and select the appropriate checkboxes, as shown in the image below.
The available alerts are related to the Data Catalog, Business Glossary, Projects, Service Desk, Governance Catalog, Data Quality, System Alert, Data Access Management, and Question Wall.
