TracCloud: Mail Server

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• Mail Server

• Data Import

• Data Export

• Single Sign-on

• Custom URL

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• TracCloud Status

• SFTP SSH Keys

• API

Configuring Mail Servers in TracCloud

TracCloud allows both anonymous, non-secure SMTP commutation as well as authenticated/secure SMTP messages. Office365 and Gmail mail servers are natively supported in addition to standard SMTP servers.

Alternatively, our hosted TracCloud mail server service can be provided at an additional cost. In this case, we will provide a mail service account such as [email protected] ("school" would typically be replaced by your campus domain), which will be DKIM/DMARC/SPF compliant. This will be a no-reply account for sending out emails only. Emails sent from this account will have the reply-to set as the from-email address configured in profile prefs/batch email settings. Students replying to the emails should be directed to that desired address. Upon request, we can configure an auto-reply for the 'from' address to direct users to the correct address.

Basic auth/anonymous only: If you would like Redrock Software to configure these settings in TracCloud for you, please collect the information below and reach out to us at [email protected] or submit a helpdesk ticket. Do not send service account credentials in the message directly, these should be provided via secure message or uploaded to our SFTP server for us to retrieve.

Our IP addresses may need to be whitelisted to allow mail to be sent

US-EAST-2	3.131.165.220
US-EAST-2	3.19.197.146
US-WEST-2 (failover region)	44.240.53.205
US-WEST-2 (failover region)	54.203.123.164

Modern Auth

As basic SMTP authentication is phased out for Office 365 and Gmail, OAuth will be the primary method to authenticate TracCloud to send emails using those services. This article explains how you can setup your mail server in TracCloud using OAuth.

Start by going to Other ➜ Other Options ➜ Preferences ➜ Mail Settings, then choose the service you're using below for specific instructions.

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Gmail

If you're using Gmail as your mail service provider, start by setting the following options.

• Mail Host Address: smtp.gmail.com
• Mail Host Port: 587
• Mail Provider: Google
• Use Modern Auth: Enabled
• Modern Auth Method: Google
  
  

Then click Save and Configure to continue.

Enter the email address you will be using.

Follow the prompts to authorize TracCloud.

Then click "Save." After this, TracCloud will briefly open a splash page as it saves the token, and then you're all set. TracCloud should be able to successfully send emails now.

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Office 365

If you're using Office 365 as your mail service provider, start by setting the following options.

• Mail Host Address: smtp.office365.com
• Mail Host Port: 465
• Mail Provider: Office 365
• Use Modern Auth: Enabled
• Modern Auth Method: Microsoft (Work)
• Tenant ID: [Enter your tenant ID here]
• Use the least-privilege Microsoft app: Enabled
• Also create calendar events for appointment invites: Enabled
  
  

Then click Save and Configure to continue.

Enter the email address you will be using. Follow the prompts to authorize the TracCloud app.

Then click "Save." After this, TracCloud will briefly open a splash page as it saves the token, and then you're all set. TracCloud should be able to successfully send emails now.

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Basic Auth or Anonymous

If your mail server/email provider does not support OAuth, basic auth is still supported. Go to Other ➜ Other Options ➜ Preferences ➜ Mail Settings.

• Mail Host Address

The IP/address of your mail server.
Office365: smtp.office365.com (typically)
Gmail: smtp.gmail.com

• Mail Provider

Office365: Office 365
Gmail: Gmail
Anything else: Other

• Mail Host Port

The port number of your mail server.
Office365: 587
Gmail: 587

• Use STARTTLS & Use TLS

Additional security options, typically enabled.
Office365: Both enabled
Gmail: Both enabled

• Service Account Credentials

These are the credentials TracCloud will use to log into your mail server. Use Password and Use Username should be enabled if these credentials need to be utilized.

• Override "From:" email address

TracCloud is capable of sending mail from more than one address. For example, a confirmation email might come from a noreply email, while a consultant emailing a student could come from the consultant's personal/work email. This option is typically left blank, but in the event that your mail server can only send from one address or you want to prevent spam/phishing from users potentially sending on behalf of others, this can be used to override everything else. If you are using Office 365 or the hosted Redrock mail server, this is not an option. All emails will be sent from the service account email address in this case to comply with specific email requirements. When certain emails are sent to individual students, the reply to address can still differ.

• "From:" Name Format

This will be the name of the sender. Typically Campus (e.g., Redrock University), but can also be set to Profile (e.g., Advising), etc.

• Test Email Recipient

After filling out the rest of your mail settings, put your personal address here and click 'Test Mailserver.' If the configuration is correct, you will receive a test email, if not, a warning will appear giving some information on a possible issue.

• Default From Address Options

This is related to system functionality rather than mail server setup. This determines the default "from" address when sending batch emails to students (the current user's address, the profile address, or the campus address).

If you're having any trouble with these settings, feel free to reach out to us at [email protected] or by submitting a helpdesk ticket. For more information on configuring automated email content, see our Profile Prefs Guide.