Overview
Under Email, you configure the email server, manage email templates, and monitor sent emails on your Virtual-Call Cloud PBX. The system uses email notifications for various features—for example, voicemail notifications, password resets, and call reports.
Prerequisites
- Administrator access to the Virtual-Call Cloud PBX
Tab: Email Server
Navigate to System → Email and select the Email Server tab.
Built-in SMTP Server
By default, the system uses the built-in SMTP server. In this mode, emails are sent directly through the system’s built-in mail server. No additional settings are required.
| Field | Description |
|---|---|
| Type of Email Server | Select “Built-in SMTP Server”. Default. |
Click Test to send a test email and verify the configuration.
Custom Email Server
If you want to use your own mail server or an external email service, select Custom Email Server.
| Field | Description |
|---|---|
| Type of Email Server | Select “Custom Email Server”. |
| Select Email Server Provider | Select your email provider (e.g., “General”, “Gmail”, “Office 365”, etc.). Required. |
| Sender Email Address | The sender email address for system emails. Required. |
| Email Address or Username | Username or email address for authenticating with the mail server. |
| Password | Password for authenticating with the mail server. |
| Outgoing Mail Server (SMTP) | Hostname or IP address of the SMTP server. Required. |
| Port | Port of the SMTP server (default: 25). Required. |
| Enable TLS Encryption | Enables TLS encryption for sending emails. Recommended. |
Click Test to send a test email and verify the configuration.
Tab: Email Templates
Switch to the Email Templates tab to manage the email templates used by the system.
Columns in the overview
| Column | Description |
|---|---|
| Type | Type of the template (e.g., “Email”) |
| Name | Name of the email template (e.g., “Password Reset”, “Mail Server Test Email”) |
| Operations | Actions: Edit |
Click the edit icon to customize the content of a template.
Notification Email Language
Click the Notification Email Language button to set the language of system-sent emails.
| Field | Description |
|---|---|
| Language | Select the language for email notifications (e.g., “English”, “Deutsch”). |
Tab: Email Sent Logs
Switch to the Email Sent Logs tab to view all emails sent by the system and search for specific emails.
Filters
| Filter | Description |
|---|---|
| Send Result | Filter by send result (e.g., “All”, “Successful”, “Failed”) |
| Email Template Name | Filter by email template |
| Generated Time | Filter by time range (start date and end date) |
| Email Recipient | Filter by recipient email address |
Columns in the overview
| Column | Description |
|---|---|
| Generated Time | Time when the email was generated |
| Email Template Name | Name of the email template used |
| Email Recipient | Recipient email address |
| Last Send Time | Time of the last send attempt |
| Send Result | Send result (e.g., “Successful”, “Failed”) |
| Return Code | Return code from the mail server |
Configuring the Email Server
- Navigate to System → Email.
- In the Email Server tab, select the desired type of Email Server.
- If you select “Custom Email Server”, fill in all required fields (Email Server Provider, Sender Email Address, SMTP server, Port).
- Enable TLS encryption if required.
- Click Test to test the email delivery.
- Click Save.
Best Practices
- Use a custom email server (e.g., Gmail, Office 365) to ensure reliable email delivery and avoid issues with spam filters.
- Always enable TLS encryption to secure email communication.
- Send a test email after configuration to verify correct delivery.
- Set the notification email language to the language of your users.
- Regularly check the Email Sent Logs to detect failed deliveries early.
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