Using and setting up SMTP emails in Printer's Plan Follow

Overview

Printer's Plan supports SMTP email integration, allowing you to send emails directly from your email address. It also supports IMAP to save sent emails to your email provider’s Sent folder. POP3 is not supported.

Note: SMTP and IMAP features were introduced in Printer’s Plan 2019 and are available in both Locally-hosted and Cloud-hosted versions.

This guide covers the following topics:

How It Works

1. Printer’s Plan Feature Configuration

  1. Identify your email provider.
    Confirm compatibility with SMTP (Simple Mail Transfer Protocol). Some email providers may require additional authentication (App Password).
Important: Providers with Modern Authentication require creating an App Password. Visit your provider's support site for instructions.
  1. Log in to Printer's Plan workstation.
  2. Go to Admin > Settings > General Settings > SMTP Settings.

Figure 1 - The SMTP Settings window within the Settings Tab

  1. Check Enable SMTP.
  2. Enter SMTP details: Username (Email), Email Password (or App Password), SMTP & IMAP Servers, SMTP and IMAP Ports
  3. Configure Sent Folder label to match provider (if necessary)
No compatible email? Create a free mailbox (Gmail, Outlook.com, Yahoo) exclusively for Printer’s Plan (e.g., noreply@).

2. Printer’s Plan Email Template Configuration

Templates live at: ...\Printer’s Plan\Email. HTML templates override TXT.

Figure 2 - The Email folder highlighted within the Printer's Plan installation directory

Cloud-Hosted Users: Access files directly via the Explorer (Work Resource) app when accessing printersplan.printreach.com. Alternatively use the RemoteApp connection in order to copy files directly.
  1. Navigate to your Email Templates directory: ...\Printer’s Plan\Email.
  2. Right-click your HTML file, select Open with… > Choose another app.

Figure 3 - The Windows context menu within the Explorer (Work Resource) highlighting the options to Open With > Choose Another App

  1. Select Notepad, check "Always use this app", then click OK.

Figure 4 - The Windows Choose Another App context menu: More Apps window with Notepad highlighted

  1. Edit your HTML template in Notepad or use a visual WYSIWYG editor.
  2. Ensure subject line in each email template is plain text: 
    Subject: Example
  3. Save changes.
🟢 Consider editing HTML files visually using a WYSIWYG HTML Editor to simplify formatting changes. 
🟢 Available Email Template Fields

Email templates can include fields like [CustomerName], [InvoiceNum], [BalanceDue], and more. See the full list in the Available Email Template Fields article.

🟢Formula Fields in Templates

Printer’s Plan supports conditional "formula fields." Example: {IF [BalanceDue]>0 THEN "Balance Due: [BalanceDue]" ELSE "Paid in Full"}. For details, see the Formula Fields article.

3. Printer’s Plan Email Workflow

  1. Open a Quote or Order
  2. Select Print & Email from the bottom-left.
  3. Click Email PDF on the bottom of the print window.
  4. Select email recipient.
  5. Preview email.
  6. Click Send.

4. Printer’s Plan Troubleshooting

Review logs at: ...\Logs\SMTPLogs\Smtp_Errors_Log.

Important: Immediately check Smtp_Errors_Log after issues—this log provides specific error details for quick resolution.

Key Points

  • SMTP & IMAP required; POP3 unsupported.
  • Modern-auth providers require App Passwords.
  • HTML templates override TXT for advanced formatting.
  • Use Smtp_Errors_Log for troubleshooting.

Demonstration

If video doesn’t load, watch on YouTube.

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