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Messaging
- What options do I have to set up my Message Server?
- Why did my customers not receive a message from a message run?
- Why do my message results show “Concept” instead of the invoice number?
- What happens when I stop the message run?
What options do I have to set up my Message Server?
In CloudBilling, you have two options for setting up your Message Server:
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SMTP Server: You can configure an SMTP server to handle the sending of emails. When setting up an SMTP server, you will need to provide the following details: Host: The hostname of your SMTP server. Port: The port number used for SMTP communication. Username: An optional username for authentication. Password: An optional password for authentication. Secure Option: You can specify whether to require SSL for the connection, supporting both Implicit TLS (using port 465) and Explicit TLS (using STARTTLS). Rate Limit: You can set a rate limit for the number of messages sent per minute to avoid overwhelming the SMTP server. Additionally, there is a testing functionality that allows you to verify your SMTP settings by sending a predefined test email.
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Microsoft 365 Graph: Alternatively, you can use Microsoft 365 Graph for sending emails. To set this up,
click on Login with your Microsoft Account in the Microsoft 365 section. This action will redirect you to Microsoft’s login page, where you can select your account. If you have the required permissions, you will grant CloudBilling access to send emails on your behalf. It’s important to note that using this method requires proper rights for the email address you authenticate with; otherwise, emails will be sent from that personal address.
Both options can be managed from the Administration cogwheel under the Messaging section in the CloudBilling platform. For more in-depth documentation, please refer to the Messaging page.
Why did my customers not receive a message from a message run?
If your customer has not received an email, it is important to first check if the message was sent to their spam folder. If the message is not in their spam folder, you can check if your Message Run succeeded by going to the ‘Message Runs’ page. Hover over the Invoices button in the top menu and select ‘Message Runs.’ If your run failed, you can restart it if necessary.
If you or your customers still have not received the email, there may be an issue with the message definition or customer data. To verify if your message definition is set up correctly, please follow these steps:
- Ensure that the customer’s email address is indicated under the correct key used by that message definition.
- Verify that your message definition is set up correctly.
- Check if your customers have email addresses indicated with correct keys that match the message definitions.
It is also important to ensure that the customer is in the correct cluster and their invoice is in the correct status. Another crucial aspect of the message run is the SMTP settings. These settings are usually set up only once, but it’s always a good idea to double-check. Please refer to our user guide for information on how to set up the SMTP settings properly.
Do not hesitate to send us a message via customer portal or an email for us to take a look at the issue.
Why do my message results show “Concept” instead of the invoice number?
When you send approved invoices to your clients, the invoice number will be displayed on the invoice. However, you may notice that the label “Concept” is shown in the message results. Please note that this label can be ignored, as it is a result of the messaging system undergoing significant changes currently. Rest assured that your approved invoices have been sent to the client successfully, and the invoice number will be displayed on the invoice itself.
What happens when I stop the message run?
If the process of sending messages is stopped, any messages that have not yet been sent to customers will not be sent. However, any messages that were already sent will not be recalled. It is important to note that if you stop the process of sending messages, any unsent messages will need to be re-sent manually in order for them to be delivered to the intended recipients. If you have any questions or concerns about the message sending process, please do not hesitate to contact our support team for assistance via our customer portal or send us an email.