Use this procedure to configure iPracticeHub to send emails from a single Gmail (SMTP) mailbox. Clients receive emails from this address, and sent emails appear in this mailbox’s Sent folder. Make sure a staff member monitors the mailbox because client replies arrive in its Inbox.
Outlook settings
Check and confirm that your Outlook Outgoing Mail (SMTP) Server settings are as follows:
Outgoing Mail (SMTP) Server | smtp.gmail.com |
| Requires SSL: Yes |
| Requires TLS: Yes (if available) |
| Requires Authentication: Yes |
| Port for SSL: 465 |
| Port for TLS/STARTTLS:587 |
Gmail settings
Turn on two-factor authentication and generate an app password.
Go to Gmail in your browser, then select the Google apps icon in the upper right corner.
Select your account.
Select Security from the left menu.
Under When signing in to Google, if 2-Step Verification is OFF, select the arrow next to OFF to turn it on. If it is already on, go to step 5.
a. On the first screen, click Continue.
b. If prompted, enter your Gmail password and select Next.
c. Enter your phone number and choose to receive verification codes by text message or phone call. Select Next.
d. Enter the verification code you receive and select Next.
e. Select Turn on to finish enabling 2-step verification.
f. Select the left arrow beside 2-Step Verification to return to the previous screen.Select the arrow on the far right of the App passwords line.
If you cannot see the app password option and two-factor authentication is already enabled, see:
see https://myaccount.google.com/apppasswordsEnter your Google password and select Sign in. At the bottom of the next screen, choose Mail and Windows Computer from the dropdown lists, then select Generate.
Copy the app password that Google displays (without spaces). Enter this password when Outlook prompts you for a password.
You may also need to accept a Google email notification confirming that you were the one making the password change.
Use this password later when configuring the Integration settings in SmartDocs.
ATO SmartDocs Integration settings
Log in at: see https://login.ipracticehub.com
Go to Setup > Configuration > Integration.
Choose Exchange from the Integrate To dropdown list.
Enter the following details:
API Name – Gmail API
API Key – the email address you want to send from (for example, [email protected])
Enabled SSL – enabled by default; you can disable it to send email as TLS only
Port – leave blank to use port 587 by default, or enter a different port if required
Password – the app password generated in step 7
API URL – the server name (for example, mail.ipracticeapps.com.au or smtp.gmail.com)
Select Add to save the API.
Test the configuration
Use a manual send to verify the setup:
Go to iTools > Email.
Enter the same Sender address configured in the API.
Enter your own email address in To.
Use Test for the subject and message.
Select Send.
If you receive the email, the setup is successful. Check your spam or junk folder if the message does not appear.