This article explains how to configure Printer's Plan to send emails using either a local email client or the built-in SMTP functionality, depending on whether you're using a locally installed or cloud-hosted version of Printer’s Plan.

Overview

Printer’s Plan supports two primary methods for sending emails:

• Local Installation: Uses your local email client (e.g., Outlook) and requires setting the default app and printer permissions.
• Cloud-Hosted Installation: Uses built-in SMTP functionality configured directly within Printer’s Plan.

The correct setup path depends on how your version of Printer’s Plan is hosted.

How It Works

Local Printer's Plan Installation Configuration

There are 3 primary steps:

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   1. Set your default email client (e.g., Outlook):
      • Open Windows taskbar and search for “Default app settings”.
      • Click on “Email” and select your email application.

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   1. Configure printer security settings:
      • Search for “Printers & Scanners” in the Start Menu.
      • Select your printer Manage Printer Properties Security tab.
      • Ensure the user has appropriate permissions.

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   1. Setup PDF printer within Printer’s Plan:
      • Go to the Jobs tab and open a job, then open the Print window.
      • Select “Setup PDF”.
      • Select your PDF printer and the folder for saving attachments.
      • Click Apply and test functionality.

Cloud-Hosted Printer's Plan SMTP Configuration

To enable SMTP in the cloud version:

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   1. Go to Settings General Settings SMTP Settings.
   2. Enable the SMTP option.
   3. Enter your email, password (or app password), SMTP server, port, and optionally IMAP info for saving sent emails.

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   1. For Office365 users, settings may look like this:

Additional SMTP Features (2020.05+)

• Support for multiple recipients using semicolon ( ; ) separation
• Custom IMAP "Send" folder configuration
• Default HTML preview or edit mode toggle

Customizing Email Templates

Template files are stored in the 'Email' folder located in the same directory as 'plandata.mdb'.

• Templates include variables and placeholder data that should be customized (company name, phone number, etc.).

Using the Email Feature

• Option 1 – Print Window: Select a job or quote Click “Email” Choose a template.
• Option 2 – Print Dialog: Select “Print” Choose “Email PDF” to use the default template for that document type.

Key Points

• If using Cloud-Hosted Printer’s Plan, do not follow the Local Installation setup instructions.
• Each workstation can have its own SMTP settings.
• Two-factor authentication requires an App Password instead of a regular email password.
• Template files must be manually customized before use.
• SMTP logs are located in the 'SMTPLogs' folder within the Printer’s Plan Logs directory.

Demonstration

A video walkthrough is available showing how to configure both local and cloud-hosted SMTP setups and send an email through Printer’s Plan.

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