You are here: Administration > Instance Administration > Configuring email settings

Managing e-mail settings

Overview

E-mail settings must be configured in Blueprint if you want to take advantage of Blueprint review notifications, e-mail-integrated discussions or the ability to mention someone in a comment. For more information on review notification settings and e-mail integration discussion settings, see About review notification settings and About e-mail integration discussion settings.

About review notification settings

Blueprint review notifications provide your users with information and reminders at key moments. Blueprint offers the following review e-mail notifications:

Note: E-mail settings are dependent on your company's e-mail server configuration. Contact your IT department to obtain the proper settings.

Enabling and configuring review notifications

To take advantage of review notifications, you must:

Perform the following steps if you want to enable review notifications and configure the associated settings:

  1. Open the Instance Administration Console.

  2. Click Configure Instance > E-mail Settings on the ribbon (Instance Admin tab, Instance group).

  3. Select the Enable Review Notifications check box to enable review notifications.

  4. Enter your e-mail credentials in the Email Credentials section:

    • E-mail Address: Defines the e-mail address that will appear in the From address for all e-mail notifications.

    • User Name: Defines the user name of the e-mail account.

    • Password: Defines the password of the user.

  5. Enter your outgoing mail server settings and preferences:

    • Server IP / Hostname: Defines the IP address or hostname of your SMTP server.

    • Port: Defines the port number of your SMTP server.

    • Enable SSL: Defines whether or not the SMTP server requires SSL.

    • Authenticated SMTP: Defines whether or not SMTP authentication is required. If authentication is required, select this option and enter a valid user name and password.

      • User Name: Defines the user name of a user with access to the SMTP server. This user name can be different from the user name provided in the Email Credentials section.

        Note: The SMTP user name is sometimes, but not always, the e-mail address of the user. The format of the user name is dependent on the server configuration.

      • Password: Defines the password of the user.

  6. Click Save.

    Tip: You can click the Send Test E-mail button to verify that e-mails can be sent successfully.

About e-mail integration discussion settings

Within comments you can mention other users as well as individuals that do not have Blueprint licenses. Whenever a reference to a user or an e-mail address is made within a comment, a notification message is sent to the user or e-mail account. Mentioning stakeholders in discussions can allow them to contribute to the discussions via e-mail.

Tip: E-mails can also be sent manually if a user wants to share an artifact using e-mail.

Note: E-mail settings are dependent on your company's e-mail server configuration. Contact your IT department to obtain the proper settings.

Enabling and configuring e-mail integrated discussion settings

To take advantage of e-mail-integrated discussions, you must:

Important: In enabling e-mailed integrated discussions, you are consequently permitting information within Blueprint to be made external to Blueprint via the medium of e-mail. Anyone with an e-mail address that is mentioned in a comment receives an e-mail message containing a snapshot of the associated Blueprint artifact. We recommend that administrators address and/or discuss any security concerns with the appropriate parties before enabling this feature.

Perform the following steps to enable and configure e-mail integrated discussion settings:

  1. Open the Instance Administration Console.

  2. Click Configure Instance > E-mail Settings on the ribbon (Instance Admin tab, Instance group).

  3. Select the Allow projects to enable discussions via E-mail check box to enable e-mail-integrated discussions.

    Note: By default, e-mail integrated discussions are set to only allow users to mention Blueprint registered users.

    To change this setting: click Edit Settings. Next, click All users to allow any user outside of Blueprint to contribute via e-mail to discussions.

    To restrict this setting to a subset of e-mail domains: ensure Specify domains is enabled, enter the domains you want to allow in e-mail integrated discussions and click OK.

  4. Enter your e-mail credentials in the Email Credentials section:

    • E-mail Address: Defines the e-mail address that will appear in the From address for all e-mail notifications.

    • User Name: Defines the user name of the e-mail account.

    • Password: Defines the password of the user.

  5. Enter your incoming mail server settings and preferences:

    • IMAP/POP: Defines the protocol of the incoming email server.

    • Server IP/Hostname: Defines the IP address or hostname of your IMAP/POP server.

    • Port: Defines the port number of your IMAP/POP server.

    • Enable SSL: Defines whether or not the IMAP/POP server requires SSL.

      Tip: You can click the Test Connection button to verify that e-mail integrated discussions can be delivered successfully.

  6. Enter your outgoing mail server settings and preferences:

    • Server IP / Hostname: Defines the IP address or hostname of your SMTP server.

    • Port: Defines the port number of your SMTP server.

    • Enable SSL: Defines whether or not the SMTP server requires SSL.

    • Authenticated SMTP: Defines whether or not SMTP authentication is required. If authentication is required, select this option and enter a valid user name and password.

      • User Name: Defines the user name of a user with access to the SMTP server. This user name can be different from the user name provided in the Email Credentials section.

        Note: The SMTP user name is sometimes, but not always, the e-mail address of the user. The format of the user name is dependent on the server configuration.

      • Password: Defines the password of the user.

  7. Click Save.

Next, enable the e-mail integrated discussions setting within Project Settings.

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Instance Administration