Setting up an Outgoing mail server record

| 2 minutes

This SOP will help the IT Administrator to configure Outgoing mail server records in Odoo.

The process to follow is as follows:

Create record

1. Create an App Password from the settings of a Google account.
2. In Odoo, go to the Settings module, refer to the Outgoing Mail Servers section .
3. Click on the Create button, located at the top left of the screen.
4. Enter the data requested on this screen:
a. Description: alphanumeric value. For example: Gmail Outgoing Server Sales
b. Priority: for example: 5
c. Connection Information
i. SMTP Server: smtp.gmail.com
ii. SMTP Port: for example:
iii. Debugging: mark it in case testing is needed
d. Security and Authentication
i. Connection Security: for example: SSL/TLS
ii. Username: for example: outbound@advacarepharma.com
iii. Password: alphanumeric value generated in step #1
5. Click on the Save button.
6. Click on the Test & Confirm button.
7. Verify in the upper right part of the screen that the system shows that the configuration is confirmed.

Edit record

1. In Odoo, go to the Settings module, refer to the Outgoing Mail Servers section .
2. Click on the record to be edited.
3. Click on the Edit button.
4. Replace the data requested on this screen:
a. Description:
b. Priority: for example: 5
c. Connection Information
i. SMTP Server: smtp.gmail.com
ii. SMTP Port:
iii. Debugging: mark it in case testing is needed
d. Security and Authentication
i. Connection Security: for example: SSL/TLS
ii. Username: for example: outbound@advacarepharma.com
iii. Password: alphanumeric value generated in step #1
5. Click on the Save button.
6. Click on the Test & Confirm button.
7. Verify in the upper right part of the screen that the system shows that the configuration is confirmed.

Most common Outgoing Mail Server Configurations

According to our process in Odoo, there will not exist many new scenarios that system users will require the creation of new outgoing mail server records. The configuration of outgoing mail servers in Odoo were performed at the beginning of the system foundation, covering mailing providers connections that AdvaCare is currently using (Gmail, Amazon SES) and for different purposes (timesheets notification, chatter messages to external followers, email campaigns, etc.). Only if there are new server providers incorporated in the IT Infrastructure of AdvaCare or any new use for the existing mail server providers, the creation of a new Outgoing Mail server configuration (creation of it) would be required.

1. One of the most common processes where an Outgoing mail server is configured is the Newsletter Campaign (Mailings) process from the Marketing Department. To learn more about the current status of this configuration refer to record, which is used to send newsletter campaigns to different leads and prospects.
2. Another existing outgoing mail server record in Odoo is named as Gmail Outgoing Server Sales being used internally for sending out system notifications like timesheets reminders, etc. It’s connected to the Outbound Gmail Account currently ( outbound@advacarepharma.com ).
Note: At this moment the configuration of an Amazon SES Outgoing Mail Server for sending mailings is available, as it’s one of the most important outgoing connections. Although, any future/new configuration can be done following the steps mentioned at the beginning of this document, from different Mailing Providers and Gmail accounts, for different purposes.
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