HOWTO: Use Zetadocs Delivery with Exchange Online

This Zetadocs technical note applies to:

• Zetadocs for NAV version 9.0 and later
• Zetadocs Extension for Business Central version 2.0 and later
• Exchange Online

Summary

This technote details some configuration changes required to enable Zetadocs Delivery to work with Exchange Online. It also contains an option to migrate from SMTP delivery to Microsoft 365 delivery for customers using the Zetadocs Extension for Business Central.

More information

SMTP Auth is supported in Exchange Online as it is still needed by many multi-function devices such as printers and scanners that can't be updated to use more modern authentication.

Follow option 1 below to configure Zetadocs Delivery to use SMTP in Exchange Online. This option is valid for both Zetadocs for NAV customers and Business Central customers using the Zetadocs Extension.

If you are using the Zetadocs Extension for Business Central you have an additonal option of using Microsoft 365 directly to send emails. Use this option if you don't want to rely on a single email account to send emails and want to see your Sent Items in Outlook.

Option 1: Use SMTP in Exchange Online

1. Follow these instructions from Microsoft (Enable SMTP Auth in Exchange Online) to enable the SMTP Auth for either the organisation or just the specific mailboxes that you use with Zetadocs Delivery.
2. At this stage, it is worth testing the SMTP Auth is set up correctly for your mailbox.
3. Use the Zetadocs Delivery Settings page to setup your SMTP email account settings and user account credentials.
4. You will now be able to use Zetadocs Delivery functionality.

By default, all emails will be sent using this one SMTP email account. If you wish to send emails from another email address per document type, please follow the steps below:

1. Open the "Zetadocs System Rules."
2. Open the rule associated with the type of documents you wish to send.
3. In the Delivery section, specify which email address should be used in the "E-Mail From" field.
4. Repeat this operation for all type of documents you wish this to apply.
5. You must grant the SMTP email account sepcified on the Zetadocs Delivery Settings page permission to send emails on behalf of any shared mailboxes you have specified in the Email From field on the Zetadocs System Rules.
6. Exercise the Zetadocs Delivery functionality. The email should be sent with the desired E-Mail From address.

Option 2:  Use Microsoft 365 to send email

Note: This option is only available for the Zetadocs Extension for Business Central.

1. In Business Central, open the Zetadocs Delivery Settings page
2. Select the option Microsoft 365
3. Select "Test Delivery Settings". You may be taken to a browser page where you need to sign in and authorize on behalf of your organization at this point (if not already authorized). Once this authorization process is done, you should receive an email in your outlook.

Note: The emails will be sent by the person clicking "Send" or "Test". Please ensure that they have the permissions to send emails in the https://portal.azure.com/

4. You will now be able to use Zetadocs Delivery functionality.

By default, the emails will be sent using the sending user's email account. If you wish to send emails from a centralised email address, please follow the steps below:

1. Open the "Zetadocs System Rules."
2. Open the rule associated with the type of documents you wish to send.
3. In the Delivery section, specify which email address should be used in the "E-Mail From" field.
4. Repeat this operation for all type of documents you wish this to apply.
5. You must grant the sending user's email account permission to send emails on behalf of any shared mailboxes you have specified in the Email From field on the Zetadocs System Rules
6. Exercise the Zetadocs Delivery functionality. The email should be sent with the desired E-Mail From address.

References

Last updated: 31^st May 2024 (MP/CR/NT) 

Keywords: Microsoft SMTP, Exchange Online, Basic Auth, Basic authentication, retired, Graph sending, Graph, Delivery Settings