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Outbound Email

The Outbound Email page maintains settings for routing outbound email generated by the KServer to a host email server. The host email server accepts outbound email and delivers it to recipients on your behalf. If the email server host requires authentication you can include a username and password.

Note: These settings are typically set during the install process. You can modify them after the install using this page.

Enable/Disable Automatic Delivery

Automatic delivery of outbound email is disabled by default. You must enable automatic delivery of outbound email to send emails automatically throughout the VSA as soon as they are created.

Manual Delivery

If you disable automatic delivery, you can still send outbound email manually:

  1. Click the System > Outbound Email > Log tab
  2. Select one or more outbound emails with a status set to Queued.
  3. Click the Send Now button.


Click Edit. Complete the fields in the Edit dialog box.

  • Host Name - The name of the host email server. Example: If no authentication or special port number is required, then only specify values for the Default Days to Keep Logs and Default Sender Email fields.

    Note: Entering localhost in the Host Name field means you are using the KServer's IIS Default SMTP Virtual Server to route outbound email. The Default SMTP Virtual Server service must be installed and running in order to send email. The service must also be able to resolve DNS addresses to route email to other SMTP servers.

  • Port - Typically 25, but the host email server may require a different port number.
  • User Name - If required for authentication, enter the username of an account authorized to use the host email server.
  • Password - If required for authentication, enter the password of the account.
  • Default Days to Keep Logs - Enter the number of days to keep log outbound email entries.
  • Default Sender Email - Enter the default From address displayed by outbound email. The From address displayed by outbound email uses the following order of precedence:
    1. If there is a From address in the Send Email step of a procedure, then that address is used.
    2. Else the Send Email step uses the From address provided by a linked Service Desk > Message Template, if the link exists and a From address is specified.
    3. Else the Send Email step uses the Reply Email Address of the Service Desk > Incoming Email and Alarm Settings > email reader linked to the service desk. This link between the email reader and the service desk is set using the Service Desk > Desk Definition > Properties > General > Standard Field Defaults > Email field.
    4. Else the Default Sender Email address set in System > Outbound Email is used.


If you suspect that you are not receiving emails from the KServer, click the Test button on this page to send test emails to various recipient addresses.

Note: If localhost is entered in the Host Name field, the Log tab could show a sent email as successful, but still not be relayed successfully because of configuration problems with the Default SMTP Virtual Server.

Click Test. Complete the fields in the Test dialog box.

  • To - The email address to send the test email.
  • Subject - The subject line of the test email.


The Log tab displays a log of all outbound emails sent by the KServer. This table supports selectable columns, column sorting, column filtering and flexible columns widths.

  • Send Now - Send or resend selected emails
  • Forward - Forward a selected email to a different address than originally specified.
  • View - View a selected email.
  • Delete - Delete selected emails.