Email Configuration Guide

Overview

Email configuration is a crucial part of CloudOnex Business Suite, enabling the system to send invoices, notifications, password resets, and other important communications. This guide covers all aspects of email configuration and troubleshooting.

Email Drivers

CloudOnex Business Suite supports multiple email sending methods to accommodate different hosting environments and requirements.

1. PHP Mail

The simplest configuration using the PHP mail() function.

Configuration Steps:

1. Select "PHP Mail" from the "Send Email Using" dropdown
2. Enter your system email address
3. Enter your sender name
4. Save settings

Note: PHP Mail is not recommended for production use as emails may be marked as spam. Use SMTP instead for better deliverability.

2. SMTP Configuration

SMTP is the recommended method for sending emails reliably.

Required Information:

• SMTP Host (e.g., smtp.gmail.com, smtp.office365.com)
• SMTP Username
• SMTP Password
• SMTP Port (common ports: 25, 465, 587)
• Security Protocol (SSL/TLS)

Configuration Steps:

1. Select "SMTP" from the "Send Email Using" dropdown
2. Enter your System Email Address
3. Enter your Default Sender Name
4. Fill in the SMTP details:
   • Host address
   • Username
   • Password
   • Port number
   • Select security protocol (SSL/TLS)
5. Click Save

3. Mailgun Integration

For high-volume email sending, Mailgun offers reliable delivery.

Prerequisites:

• Active Mailgun account
• Domain verified with Mailgun
• API key from Mailgun

Configuration Steps:

1. Select "Mailgun" from the "Send Email Using" dropdown
2. Enter your Mailgun domain
3. Enter your Mailgun API key
4. Save settings

Testing Email Configuration

After setting up your email configuration:

1. Go to Email Settings
2. Enter a test email address
3. Click "Send Test Email"
4. Check the recipient inbox
5. Verify email logs in System → Email Log

Troubleshooting

Common Issues and Solutions

1. Connection Timeout

SMTP ERROR: Failed to connect to server: Connection timed out (110)

Solutions:

• Check if SMTP port is blocked by firewall
• Verify correct port number
• Ensure server can reach SMTP host

2. Authentication Failed

SMTP ERROR: Authentication failed

Solutions:

• Double-check username and password
• For Gmail: Enable "Less secure app access" or use App Password
• Verify correct SMTP security protocol

3. Debug Mode for Detailed Errors

To enable detailed error reporting:

1. Edit system/config.php
2. Change APP_STAGE from 'Live' to 'Dev'
3. Retry the email operation
4. Check error messages in the browser

Email Templates

CloudOnex Business Suite includes customizable email templates for:

• Invoice notifications
• Quote notifications
• Payment receipts
• Password resets
• System notifications

Available Template Variables