E-Mail Integration

This articles explains how to configure your business e-mail address in Runtime HRMS to send e-mails to employees from your business email address.

Runtime HRMS send all employee communications from the default e-mail address i.e. [email protected], unless your configure your email settings using the process described here.

To configure your e-mail settings, go to Setup > Integrations

Setup > Integrations

On E-Mail Integration, click on Setup

Email Integration

If you have not configured mailbox earlier, you will see an empty box as shown below:

Enter a display name and the official email address and click on Create Mailbox.

Create Mailbox

Once the mailbox is created, you will see the Delete Mailbox button and available integrations as shown below:

Mailbox Created

One the mailbox is created, the system will include your email address in the reply-to field of all emails. This will ensure that if your team members reply to the system emails, the reply will come on the specified email address instead of the default unmonitored mailbox.

Configure Sending Address (Optional)

Runtime HRMS Supports email integration with popular email providers to send email from your official email address instead of the default mailbox.

There are 3 methods to begin email integration, as described below:

SMTP Integration

To begin with SMTP integration, you will need following details:

1. SMTP Username (usually this is same as email address)

2. SMTP Password

3. SMTP Server

4. SMTP Port

5. SMTP requires SSL (Yes/No)

Sample settings:

Setting	Example
Username	[email protected]
Password	acme@123
SMTP Address	smtp.example.com
SMTP Port	587
Use SSL	Yes

Click on SMTP button and enter all the details as shown below:

SMTP Settings

Click Save SMTP to save the settings.

Wait, we are not done yet! Click Send Test Mail to check if the given settings are correct or not. The system will try to send a test mail using the SMTP settings specified by you.

If the test mail is successful, the mailbox will become active.

Mailbox Active

Once the email integration is active, Runtime HRMS will use the provided email credentials to send all emails to team members.

If your mailbox settings change, please follow the same steps to configure the integration again. In case Runtime HRMS detects that the settings are no longer valid and emails cannot be sent, the mailbox will automatically become inactive and emails will start flowing through the default mailbox. We'll also notify you once this happens.

Gmail Authentication

To configure your official Gmail account as email provider, click on Gmail button.

Configure Gmail Account

Important: Please read Google API Services User Data Policy and Runtime Software Privacy Policy to understand how we store and use your mailbox authentication details.

Click on Authenticate with Google. You will be redirected to Google sign-in screen to provide your consent for sending mails.

Google OAuth Consent Screen

Click on your user account to continue.

Confirmation of permissions (Send email on your behalf)

Click on Continue to grant permissions to send email on your behalf.

Permissions Obtained

Once permissions are successfully obtained, you will see the above confirmation box.

Refresh the email integration page to see updated status of Gmail integration.

Google OAuth status updated to Authenticated

Wait!

We still need to test these settings to activate the integration. Simply click on Send Test Mail to check the settings. Runtime HRMS will send a test email using your google account. Once the test mailing process is successful, the mailbox will become active.

Microsoft Authentication

To configure your Microsoft email account (Hotmail, Outlook, Live etc.) as email provider, click on Microsoft button.

Configure Microsoft Account

Click on Microsoft Authentication. You will be redirected to Microsoft sign-in screen to provide your consent to send emails using your account.

Review the requested permissions and click on Accept

Microsoft OAuth status updated to Authenticated

Once the permissions are obtained, the status will change to Authenticated.

Wait

We still need to test these settings to activate the integration. Simply click on Send Test Mail to check the settings. Runtime HRMS will send a test email using your google account. Once the test mailing process is successful, the mailbox will become active.

Important Information regarding OAuth 2.0

OAuth 2.0 is a industry standard method to grant permissions to your Gmail & Microsoft accounts. Runtime HRMS is a registered and approved provider with both Google and Microsoft to obtain these permissions.

After your provide your permission, Runtime HRMS DOES NOT get access to your account password. We only store an access token which is used to authenticate your account with Google/Microsoft to send mails.