Email Configuration - Gmail & GSuite

The following article has been updated in-line with changes to
Google's less secure apps feature for improved security

This article covers the steps required to configure Gmail and GSuite email accounts in EXACT.
You will need to ensure you have access to the account you wish to set up and you have access to enable 2-step verification on the account, if you have a GSuite account, the account holder may need to enable this. 

If you already have an account with 2-Step Verification enabled and have a password generated for it's use, skip to Entering email credentials into EXACT, if you need to create and account the steps below will cover this process.

Enabling your Gmail account for 2-Step Verification

1. Log into your Google Mail / Gmail account

2. In the top right go to Settings, then Forwarding and POP/IMAP

   

3. Ensure that IMAP is Enabled for the account (or enable POP if this will be used instead)

   Please Note: IMAP will keep a copy of the email in your Gmail account, however this will be marked as read. If this will be an issue for you, you can enable POP and you must ensure the option to 'keep Gmail's copy in the inbox' is enabled. These settings are shown in the image below.

   
   

4. Now go to the Accounts & import tab, then “Other Google account settings”

   
5. Click Here or Click “Security” on the left then scroll down to the section 'Signing in to Google', select '2-Step Verification'
   
6. Now select 'Get Started' where you will be prompted to log into your Gmail account. You will then be asked to enter a phone number* to set up for the 2-Step Verification, this will send you a code to enter, once this code is entered you can then enable 2-Step Verification.
   
   *more options are available, please select Show more options at the bottom of the 2-Step Verification page to choose what is best for you and your practice.
   
7. Now you will need to navigate back to the Security tab and scroll down to 'Signing in to Google', this will new display a new option 'App passwords'.
   
8. Select this and you can now choose an app from the list or create your own under 'Other (Custom name)' and call this EXACT and select generate this will create a password to be used to allow EXACT to access your emails.
   
9. You will now need to enter these into EXACT.

Enabling 2-Step Verification for Gsuite email accounts

1. Log into the admin account with a Super Admin account at admin.google.com/
2. Select Security - Authentication - 2-step verification
3. You will need to Allow users to turn on 2-Step Verification and save these settings. This will allow it's this setting to be enabled within user accounts, please view the steps on how to enable your Gmail account for 2-Step Verification.
   
   Note: Additional settings are available within 2-step verification, for further guidance on these please use Google's help information to make an informative decision on these.

Entering email credentials into EXACT

1. Log into EXACT, go to Configure > Email Parameters

2. Enter the Gmail Email Address into the “Practice email Address field: (i.e: email.test@gmail.com)

3. Enter the same into the User Name field and the password in the Password field.
   

4. Enter Incoming Mail Server(Port): IMAP: imap.gmail.com (993) or POP: pop.gmail.com (995) (NOT -Recommended) Ensure you tick the IMAP box if using IMAP, or leave unticked if using POP.
   Beware! using the POP/POP3 option will pull all of the emails from the mailserver down into EXact and you will not be able to get them back out. unless you choose the POP option within Gmail settings online first to “leave a copy on the mailserver”

5. Outgoing Mail Server(Port): smtp.gmail.com (587) then Tick the Use Authentication checkbox
   You should have a screen that looks like this
   
6. Click Test Credentials, see “Test Successful”, click Next to go onto the next screen of the wizard. 
   If the "Test Credentials" process fails within EXACT, reboot your server and then try again once it's rebooted.
7. Make sure that sending times are setup so EXACT knows when to send receive emails/sms.
8. Also tick the bottom setting "Add a delay between sending each email" and set the value to 3 per minute as Gmail accounts may be blocked if you exceed sending 200 emails per hour. If you know that your account can send more than this, change the value appropriately.
   i.e  Set it to 8 if you can send 500 per hour as 60 minutes x 8 emails is 480 emails per hour and under the limit.
   
9. A prompt may appear to change the email in practice information too, click yes.