Logic for Sending Emails in maestro*

Objective

This document describes different methods to send emails in maestro*.

 

Setting Up the Email Address (Prerequisites)

The user must make sure to have access to the mailbox in their Outlook.

 

General Settings

maestro* > Maintenance > General Maintenance > Processing > General Settings

 

1. Select the General tab in the menu to the left of the window.
2. In the Mail Software field, select the type of email to use (SMTP, Outlook, Other, Lotus Notes).
1. If the SMTP value was selected, it is important to set it up. Select the Miscellaneous option in the menu to the left of the window.
2. Enter the required information in the Configuration of the SMTP email account section.

For more information on the fields in this section, read the Online Help (F1) for the General Settings.

 

Security Management

maestro* > Mainenance > General Maintenance > Processing > Security Management

 

1. Enter the required information in the User-Specific Email Configuration section, under the Description tab.

For more information on the fields in this section, read the Online Help (F1) for Security Management.

 

Mailing Configuration

maestro* > Maintenance > General Maintenance > Processing > Mailing Configuration

 

1. Enter the email address in the Email account for sending column.
2. Check the box titled Use SMTP.

The Use SMTP box will not be displayed if, in the General Settings, General tab, the SMTP value is selected in the Mail Software field. However, if another value is selected in this field, the box will made available.

For more information on the different fields in this option, read the Online Help (F1) for Mailing Configuration.

 

Scenarios

Standard Mailing

General Settings Mailing Software	Security Management User-Specific Email Configuration	Expected Result	Mailing Logic
Outlook	NO	Email is sent via Outlook from the "current" user's account.	N/A
	YES	Email sent via SMTP Information taken from the user: all Information taken from the General Settings: none (except "from" as a last resort (steps 5 and 6 in mailing logic A)	Logic A
SMTP	NO	Email sent via SMTP Information taken from the user: User, Password, and "From" address Information taken from the General Settings: Server Name, Port, and SLL	Logic A
	YES	Email sent via SMTP Information taken from the user: all Information taken from the General Settings: none (except "from" as a last resort (steps 5 and 6 in mailing logic A))	Logic A

 

Mailing via maestro*MOBILE

SMTP in every case

General Settings Mailing Software	Security Management User-Specific Email Configuration	Expected Result	Mailing Logic
Outlook	NO	Email sent via SMTP Information taken from the user: none Information taken from the General Settings: all	Logic B
	YES
SMTP	NO
	YES

 

Mailing via Mass Mailing or Dispatch

With NON SMTP Email Account

General Settings Mailing Software	Security Management User-Specific Email Configuration	Expected Result	Mailing Logic
Outlook	NO	Email sent via Outlook using the current user's account AND taking into account the email set up as the "From" Address. Will be sent using RDO. Also test the mailing of these documents (that should not take into account the set up email account, nor force the General Settings).	Configured email account (Mailing Configurations or Email Account in the dispatch model)
	YES
SMTP	NO	Technically, this is an impossible scenario because, if the global setting is set to SMTP, the mailing configurations ARE SMTP.	Configured email account (Mailing Configurations or Email Account in the dispatch model)
	YES

With SMTP Email Account

General Settings Mailing Software	Security Management User-Specific Email Configuration	Expected Result	Mailing Logic
Outlook	NO	Email sent via SMTP Information taken from the user: none Information taken from the General Settings: all Also test the mailing of these documents (that should not take into account the set up email account, nor force the general settings).	Configured email account (Mailing Configurations or Email Account in the dispatch model)
	YES
SMTP	NO
	YES

 

Mailing Logic

When sending an email via maestro*, it is important to always use the Send to all recipients icon, and not the Send icon.

Logic A

1. Take the user's SMTP Address.
2. Take the user's SMTP User if it is an email.
3. Take the user's Email.
4. Take the user's User if it is an email.
5. Take the "From" Address in the General Settings.
6. Take the User in the General Settings if it is an email.

 

Logic B

1. Take the configured email account, if applicable.
2. Take the "From" Address from the General Settings.
3. Take the User from the General Settings.

 

Common Errors when Sending Emails

SMTP 814: MFA error with the current user account

Solution:

1. Check if multifactor authentication (MFA) is activated for the user's account. If it is, verify in the Outlook account if it is possible to create an App password and, if so, create one.

See the appendix for the procedure to create an App password in Outlook.

2. Once the password has been created, open the Security Management option and enter the password in the User-Specific Email Configuration section.
3. Send a test email by clicking on the button to this effect.

SMTP 821: Permission error related to the current maestro* user

Solution: 

1. In the Security Management section, Access Restrictions section, select the Access to Contacts option under Contact Management in the menu to the left of the window.
2. In the Access to Contacts section, give access to all contact types.
3. Click on the User Group Management icon.
4. Under the Access to Options tab, check the Maintenance, General Maintenance (under the Maintenance option), and Contacts options. This will give the user access to all these options.

SMTP 2147: Permission error related to an index outside of the matrix

Solution:

Use the same solution as for error SMTP 821.

 

Appendix

Creating the App password

1. Access your Outlook account online.
2. Click on your profile icon in the top-right corner of the window.
3. Click on View account.
4. Click on Update Info in the Security Info box or click on Security info in the menu to the left of the window.
5. Click on + Add sign-in method.
6. Select App password.
7. Follow the displayed instructions and then save.

For more information concerning the App password, refer to the Microsoft Support page.

 

Last modification: March 19, 2025