Configure Email Settings

Emails can be set up to send internal emails to designated employees or external emails to citizens or contractors in Preferences. Emails can be sent at certain times, such as when a service request or work order is created or closed, when plans for a new building are approved, or when a Submit To or Dispatch To field is changed. Once email preferences are defined, the administrator must also configure the email templates and events under Email and under the Notifications Menu in PLL Admin. See Add or Edit an Email Template and Add or Edit an Email Event for more information.

NOTE: These Email settings are also used for password recovery. When a user forgets their password, they will be sent an email to reset their password. If the user belongs to multiple domains, the default domain's Email settings will be used.

  1. From either the home page or General tab, click Preferences.
  2. On the General tab, fill in the information in the Email section.
  3. Enter the email address from which the email will appear to be sent in the From Address field.
  4. Enter the IP address of network location of the email server in the Server field.
  5. Enter the number for the SMTP (Simple Mail Transport Protocol) Port on the server that accepts outgoing email connections.
  6. Enter the account used when connecting to the email server in the User field. Even if Use Authentication is not selected, placeholder text must still be entered into the field in Cityworks 15.6 and 15.6.1 . For example, the placeholder entry could be ABCD1234. In Cityworks 15.6.2 and newer, placeholder text does not need to be entered.
  7. Enter the Password for the User account. Even if Use Authentication is not selected, placeholder text must still be entered into the field in Cityworks 15.6 and 15.6.1. For example, the placeholder entry could be ABCD1234. In Cityworks 15.6.2 and newer, placeholder text does not need to be entered.
  8. Select Use Authentication to enable authentication when sending email. In Cityworks 15.6 and 15.6.1, not selecting this only allows internal emailing since the User and Password are not passed to the email server. In Cityworks 15.6.2 and newer, not selecting this allows for external emailing if using an open SMTP relay.
  9. Select Enable SSL to use SSL (Secure Sockets Layer) to encrypt the connection.

To ensure that your email settings are working, you can send a test email. See Test Email Settings for more information.

NOTE: Designer automatically saves the changes you make. A notification that says Data Saved appears in the top-right corner when you make changes to the page.