Due to issues identified in previous Genie versions surrounding the email address book, we strongly recommend only using email correspondence within Genie if you are running v9.3.7 or above.
The email module provides basic sending and receiving capabilities and is not intended to be a replacement for all email correspondence. While the email module does have the capability to both send and receive emails, it’s designed to be used as an easy way to email patients and other addressees directly from Genie. Please refer to our Emailing Correspondence article for further information on sending emails in Genie.
Before you begin
We recommend using an external email application for managing incoming mail, and that a separate email account is set up and maintained exclusively for use with the email module to avoid bloating the data file with unwanted spam.
Genie's email module is a legacy component of Genie and is not up to date with current email protocols. As such, we cannot guarantee that a particular email account will work in Genie or that it will work indefinitely, nor are we able to assist with the configuration of email settings outside of Genie. Please refer to the following guide for further information about email account requirements and settings.
If you would like to configure Genie to use separate email accounts for each user, please refer to our article on setting up individual email accounts before proceeding.
Configuring the email account
For each email account you wish to use in Genie, you must enter the appropriate account details. To configure an email account:
- Go to Open > Email.
- Select the account you wish to setup by clicking on the Accounts icon in the top right-hand corner of the window.
- Click the Preferences icon to open the Preferences window.
The Preferences window allows you to end your email address / account name and point Genie to the correct POP3, SMTP server and ports. If you’re unsure about any of these settings, these details are usually supplied by your email host or your nominated IT representative, however we have a list of email settings for widely used email hosts such as Gmail and Outlook listed in our common email account settings article.
The Account Tab
This is the window you can fill in your email account details, and you can also configure an email signature in the Signature box.
If you do not wish to use Genie for incoming mail at all, dummy information can be added to the Incoming Mail section – e.g test.test.com / firstname.lastname@example.org / 1234.
The Detail tab
The Detail tab is where you can adjust the settings for marking emails as read, and when Genie will delete old Sent and Deleted emails from the database, as seen in the image below:
|Leave messages on server after download||Tick this option and Genie will leave emails untouched on the email server and allow for them to be downloaded into another email program such as Outlook or Apple Mail. With this option ticked, a 'Delete after' option will become available where you can se Genie to delete emails when you next perform a download after the specified number of days. It is recommended to tick this box as it is not generally recommended to use the Genie email as your primary email program due to its simplicity.|
|Reset Retrieved Msg IDs||Click this if you find that there are messages downloaded into your other email program but are not downloading into the Genie Email Module when you click Get Mail icon.|
|When closing, permanently delete messages from...||It is recommended that you set this preference to avoid Genie freezing or crashing when opening the Sent or Deleted folders due to there being too many emails for Genie to open. You can specify messages that are in your 'Sent' and 'Deleted' folders be automatically deleted after a specified number of days. Deletion of these records occurs when you close the Email window. Only messages in the currently used account are deleted.|
The Advanced tab
This tab allows you to change the default mail server ports.
|POP and SMTP port numbers||If you’re unsure about any of these settings, these details are usually supplied by your email host or your nominated IT representative, however we have a list of email settings for widely used email hosts such as Gmail and Outlook in our Common email account preferences article.|
|Use APOP||Specify whether your email account uses the Authenticated Post Office Protocol to encrypt usernames and passwords.|
|Process incoming mail using||We recommend leaving this on the default MCSUtility setting.|
|Account Password||This can be used to prevent other users from accessing this window and changing your settings.|
|Timeout||You can adjust the amount of time the email module takes to timeout from the email server.|
Testing and troubleshooting
It is recommended that you add yourself to the email Address Book to allow you to send a test email to yourself to test the functionality of the Email module, and to make sure you have entered your account details correctly in the Preferences window. Please refer to the Emailing Correspondence article if you’re unsure how to send emails in Genie.
If you receive an error message at this point, make sure to read it carefully, as it will often provide information about the reason for why the email has failed to send such as incorrect account password or account login name. These errors are typically responses from your email host and indicate a setting with or external to Genie is incorrect and should be investigated as such.