Setting Up Email Sending: The Mail Task (SMTP Configuration)
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Overview
FMWeb sends emails (e.g. HU (statutory vehicle inspection) reminders, lease warnings, reservation confirmations) in two stages:
- A daily background service checks, on the configured weekday, which notifications are due and places them into a send queue.
- The Mail Task empties this queue at regular intervals and sends the emails via your SMTP server.
This article describes the global SMTP configuration (transport). The content settings — which notifications are sent — are configured separately per client (Mandant); see article 02 – Email settings per client.
Important: Both configurations are required. Without an active Mail Task, all notifications stay in the queue and are never delivered.
Step by step
- Open Systemadministration → Hintergrundaufgaben (
/applications/backgroundtasks/dashboard). - Switch to the „E-Mail Task" (Email Task) tab.
- Fill in the fields:
| Field | Meaning |
|---|---|
| Ist aktiv? (Is active?) | Turns sending on/off. |
| Wartezeit zwischen den Ausführungen (Wait time between runs) | Interval in minutes at which the queue is emptied (recommended: 5). |
| SMTP Server | Hostname of your mail server, e.g. smtp.ihrefirma.de. |
| SMTP Benutzer (SMTP user) | Login name for the mail server. This address also appears as the sender of the emails. |
| SMTP Passwort (SMTP password) | Password of the SMTP user. |
| SMTP Port | Typical: 587 (STARTTLS) or 465/25 – depending on your mail server. |
| SSL aktivieren? (Enable SSL?) | Encrypted connection to the mail server (recommended). |
| Domäne (nur für Exchange) (Domain (Exchange only)) | Only fill this in if your Exchange server requires a domain for login. |
| Mandanten-Auswahl (Client selection) | Select every client whose emails should be sent. Clients that are not selected stay in the queue! |
- Click Speichern (Save).
How it works & notes
- The sender address of the emails that are sent is the SMTP Benutzer (SMTP user). The sender chosen under „E-Mail Einstellungen" (Email Settings) — the fleet manager — appears in the template placeholders (signature, contact details), not in the technical sender field.
- There is currently no „Testmail senden" (Send test mail) button. After setup, verify delivery via Protokolle → E-Mail Überwachung (Logs → Email Monitoring) (see article 07 – Email troubleshooting).
- Failed send attempts are marked with the status „Fehlgeschlagen" (Failed) and logged in the Logs tab of Hintergrundaufgaben (Background Tasks).
Common problems
| Symptom | Cause / Solution |
|---|---|
| No email arrives | „Ist aktiv?" (Is active?) is not set, or the client is missing from the Mandanten-Auswahl (client selection). |
| Emails land in spam | Set up SPF/DKIM for the sender address (SMTP user) at your mail provider. |
| Authentication error | Check user/password; for Microsoft 365, enable an app password or SMTP auth if necessary. |
| Only one client receives mail | Add the other clients to the Mandanten-Auswahl (client selection) and save. |
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