Topic: Invite Participants

Use your own mail server for sending invitations or e-mail notifications


If you want to invite to your survey by mail or send the participants an e-mail afterwards, you can send it via your own mail server. In this case a connection to your mail server will be established via easyfeedback.


To set it up, please proceed as follows:
 
  1. In the e-mail invitations or e-mail response settings just open the menu "Mail server access data (optionally)"


     
  2. Enter the required information

    Server for outgoing emails
    Enter the domain of the mail server from which you want to send the e-mails, e.g.:
    - mail.yourdomain.com
    - smtp.office365.com
    - your-domain.mail.protection.outlook.com

    Port (SMTP)
    Next, select the appropriate port for the outgoing mail server. This is necessary to transfer the e-mails to the outbox and to send them. The port to be stored is different depending on the e-mail client. The following ports are common:
    - 25
    - 465
    - 587 (Standard Port. Supports TLS and is recommended)
    - Or any port assigned by your IT for the SMTP server

    Security
    Under Security, please enter the encryption mechanism that your mail server is using. If you are not sure, leave the field blank. However, we recommend specifying an encryption mechanism in order to send e-mails over a secure connection. The following encryption mechanisms are common:
    - tls (Recommended)
    - ssl 
    - [empty] (no information - not recommended, as not encrypted)

    (Please write the selected method "lowercase")

    User name
    Enter the user name for the e-mail box from which the e-mails should be sent. The username is usually the email address. If you would like to send the e-mail invitations from the e-mail address "feedback@company.com", enter this e-mail address as the user name.

    Info: As soon as you use your own e-mail server for sending, this e-mail address (user name) is selected for sending the e-mails as the "sender e-mail".

    Password
    Please enter the password of the selected e-mail account you want to connect to.
     
    Email of sender (if different from user name)
    If you have to enter a specific user name that does not correspond to the e-mail address from which you want to send, then enter the e-mail address that is / should be used for sending the mails.
     
  3. Click on „Check / Save“. By clicking on „Check / Save“, a connection to your mail server is established with the settings you have saved. If the connection is successful, this will be indicated to you by means of the "green and activated status".

    mail server access data active
     
 
Note
If you use your own mail server for sending, easyfeedback will no longer be able to show you whether the invitations have been sent.
 

 

Setting examples

The following examples show you what information you need to provide if you have hosted your mail server in one of the examples mentioned.

Self-hosted domain with manually set up mail server:
Server for outgoing emails mail.yourdomain.com
Port 587
Security tls
User name mail@yourdomain.com
Password ****************
Email of sender (optional) customer-support@yourdomain.com


Office 365 Mail Server:
Server for outgoing emails smtp.office365.com
Port 587
Security tls
User name mail@yourdomain.com
Password ****************
Email of sender (optional) customer-support@yourdomain.com



 

easyfeedback mail server configuration

In some cases you have to allow easyfeedback access to your mail server from outside. Use the following information to do this:
Mail server domain mail.indivsurvey.de
Mail server IP address Sending test mail + mail server access data:
217.160.154.4
217.160.154.5
213.244.192.250

Sending invitation/reminder:
212.132.67.239
DKIM Is supported. The selector is: default._domainkey.indivsurvey.de/com