IMPORTANT NOTE

As of 15th March 2021, this document has been superseded by KBA-01-02-040. The article below is kept for reference only.

Introduction

Many companies use Google's Gmail and GSuite to manage their email. Gmail offers SMTP (SImple Mail Transport Protocol) servers to allow client applications to connect.

Applies to

• Spindle Professional 2009
• Spindle Professional 2012
• Spindle Professional v6
• Spindle Document Distribution v7
• Spindle Document Distribution v8.0 - 8.16
  • For Spindle Document Distribution v8.19 and above, and Spindle Document Management v8.19 and above, please refer to KBA-01-02-040. 

Process

To configure Spindle Document Distribution to use Gmail, select the SMTP connecter in User Settings>Email Settings, click Setup and expand the window by clicking Advanced.

Set up the connecter as follows:

Mail Server and Domain: Enter smtp.gmail.com for the mail server, and if you have a domain registered with Google, enter the domain.

Mail Port should be set to 465

Under Mail Settings, Copy Name and Copy Address allow you to have any outgoing mails copied to a specified email inbox.

In Extended SMTP Settings, enter the username and password for your Gmail account. See the section below if you encounter any login or credential issues.

Set the Authentication Mode to AUTH LOGIN and check Use SSL

Gmail Security

Gmail now favours Multi-factor authentication and other enhanced security measures. If you see any errors when using Gmail via the SMTP connecter then you will need to adjust a setting in your Gmail account.

Single-factor Authentication

Enable "Less Secure Applications" as described in https://support.google.com/accounts/answer/6010255?p=less-secure-apps&hl=en-GB

Two-factor Authentication

Create an App Password for each user as per https://support.google.com/accounts/answer/185833?hl=en

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