User Email Integration

The HawkSoft email feature enables you to send an email from within a client in HawkSoft. Using HawkSoft to send an email creates log note documentation and attaches a copy of the email to both the log note and the Attachments list of the client or policy.

See Email for more information about using the Email feature.

See My Account Information and Signature for more information about entering your email address to link to email integration.

This article provides instructions for configuring HawkSoft email integration to send emails through your email provider.

No permissions are required to configure your own email setup.

See Setting User Permissions for more information.

  1. Click the  Profile icon or your username/initials in the top-right corner of HawkSoft.

  2. Select User Preferences.

  3. Select the Email side-tab.

    The Email screen opens.

Email integration is tied to the Correspondence Email address in your My Account settings. Your owner/administrator created your account with an account email address which also defaults to your Correspondence email address. You can change this email address in your My Account settings, if needed.

HawkSoft supports integration with Microsoft 365, Microsoft Office 2016, 2019, and 2021 “Professional” or “Home & Business”.

Microsoft Office 2013, Microsoft Office Home, Office Home Premium, Office Home and Student, Trial editions, and 64-bit Outlook are NOT supported. Microsoft Office must be purchased separately. See System Requirements for more information.

Email providers

 Email Providers and Supported HawkSoft Email Settings
Email Provider SMTP Classic Outlook (local) Microsoft 365 (HawkSoft Editor) Microsoft 365 Gmail
Microsoft 365 Not Recommended Yes (setup in Outlook required) Yes Yes No
Gmail Yes Yes (setup in Outlook required) No No Yes
Other email providers Supported by most email providers Supported by most email providers (setup in Outlook required)

No

 No No

Email integration types

When configuring HawkSoft email integration, you must choose an integration type that is compatible with your email provider. The integration type you select will determine how you compose and send emails in HawkSoft.

This table lists each integration type, as well as their compatible email providers, email editor, and expected behavior

Integration Type Email Provider Compatibility Behavior and Email Editor used
None (Default Setting) None Email integration is not configured. The user will not be able to send emails through HawkSoft.
SMTP

Microsoft 365 (not recommended)

Gmail

Most other email providers

Uses the HawkSoft Email Editor to compose emails. HawkSoft sends email directly to the outbound email SMTP server, and then the SMTP server sends the email to the recipient.

MAPI

All email providers (requires third-party email application to be installed and set up on computer)

Uses the HawkSoft Email Editor to compose emails. HawkSoft communicates with Windows MAPI and sends the email through a MAPI email client installed on your computer (Thunderbird, for example). The email program then sends the email to the recipient.

Email sent through MAPI does not support HTML formatting. See Email Templates for more information.
Classic Outlook (Local)

Microsoft

Gmail

Most other email providers

Uses the Classic Outlook Email Editor to compose emails. HawkSoft communicates with the Microsoft Outlook app on your computer, and then Microsoft Outlook sends the email to the recipient using the email account set up in Outlook.

This setting will not work with New Outlook. If New Outlook is enabled on the user's computer, the user is given an option to switch their email integration to Microsoft 365, or to disable New Outlook.

Microsoft 365 (HawkSoft Editor)

Microsoft 365

Uses the HawkSoft Email Editor to compose emails. HawkSoft sends the email to your Microsoft Office 365 email account, and then Microsoft sends the email to the recipient.

This requires an Office 365 email account, but does not require Outlook to be installed.
Microsoft 365

Microsoft 365

Uses the Office 365 Email Editor, and then Microsoft sends the email to the recipient.

This requires an Office 365 email account, but does not require Outlook to be installed.
This works with either Classic Outlook or New Outlook.

Gmail

 Gmail

Uses the HawkSoft Email Editor to compose emails. HawkSoft sends the email to your Gmail account, and then Gmail sends the email to the recipient.

To configure your email integration

  1. Select an Email Integration type and follow the steps for each type as needed to connect your account:

    • SMTP

      Conduct an Internet search for "[your webmail provider] SMTP settings" to learn more about Server, Port, and TLS/SSL requirements for your provider. Port 465 no longer works. If your provider suggests 465, try entering 587 for the Port.

      If you are unable to find SMTP settings online, or the settings shown online do not work, contact your email provider's support to obtain the correct SMTP settings.

      1. Enter the Server address.
      2. Enter the Port number.
      3. Check Use encrypted connection (TLS/SSL) if used by your email service provider.

      4. Enter the email User Name and Password if the SMTP server requires authentication.

        The User Name is usually the same as the email address.

    • MAPI

    • Microsoft Outlook (Local)

    • Microsoft 365 (HawkSoft Editor)

      1. Click Connect

        A Sign in to your account window appears.

      2. Select your Microsoft Account from the available options.

        OR

        Click Use another account and enter your email address and password, as directed.

      3. If Microsoft asks you to confirm your account, follow the steps provided in the dialog.

        A confirmation message appears informing you that HawkSoft is now connected to your Office 365 account.

        The first time you send an email, the Sign in to your account window will re-appear, and you will need to follow steps 1b-1cd above a second and final time.

      To change the email address associated with this setting, or to clear the connection for troubleshooting, click Reset Authorization.

    • Microsoft 365

      1. Click Connect

        A Sign in to your account window appears.

      2. Select your Microsoft Account from the available options.

        OR

        Click Use another account and enter your email address and password, as directed.

      3. If Microsoft asks you to confirm your account, follow the steps provided in the dialog.

        A confirmation message appears informing you that HawkSoft is now connected to your Office 365 account.

        The first time you send an email, the Sign in to your account window will re-appear, and you will need to follow steps 1b-1c above a second and final time.

      To change the email address associated with this setting, or to clear the connection for troubleshooting, click Reset Authorization.

    • Microsoft 365 with Entra/Intune

      1. Click Connect

        A Sign in to your account window appears.

      2. Select your Microsoft Account from the available options.

        OR

        Click Use another account and enter your email address and password, as directed.

      3. If Microsoft Entra/Intune asks you for additional verification steps, follow the steps shown to sign into your Microsoft 365 account.

        A confirmation message appears informing you that HawkSoft is now connected to your Office 365 account.

        The first time you send an email, the Sign in to your account window will re-appear, and you will need to follow steps 1b-1c above a second and final time.

      To change the email address associated with this setting, or to clear the connection for troubleshooting, click Reset Authorization.

    • Gmail

      1. Click Connect.

        A Sign in with Google tab launches in your web browser.

      2. Select your Gmail account from the available options.

        OR

        Click Use another account and enter your Gmail address and password, as directed.

        If you selected the wrong Gmail account in the previous screen, click the drop-down menu under "Sign in to HawkSoft" on the left to return to Gmail account selection. Avoid clicking Cancel, as it will abort the integration process and require starting again from the beginning.

      3. Click Continue to confirm.

        HawkSoft requests access to your Google account email and calendar(s).

      4. Required: Check the Send email on your behalf box.

      5. Optional: Check the See and download any calendar you can access using your Google Calendar box to enable HawkSoft to integrate with your Google Calendar. See User Calendar Integration to learn more.

      6. Click Continue.

      7. Close the window as directed and return to HawkSoft.

        A confirmation message appears informing you that HawkSoft is now connected to your Gmail account.

        If your Gmail address differs from what is set up in HawkSoft, the message will direct you to update your email address listed in My Account > My Information. See My Account Information and Signature for steps on updating this email address in HawkSoft.

    1. Optional: Click Test Now to test the configuration (Not applicable to the Microsoft Office 365 integration type).

      Follow on-screen prompts to send the test email. Assuming your setup is correct, you will receive a confirmation email from HawkSoft, Inc. If you do not, consult with your network/email administrator or call HawkSoft Support.

    2. Click OK to save your Email Integration.

    You are now ready to send email from within a client, and automatically document the content of the email in the log note.

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