Introduction
XTM allows you to change settings for email notifications to suit your needs. There are some default settings applied from the moment the account has been created, but you can easily change them with the Administrator role if you wish in Configuration → Settings → Email.
Specifics
Host → The address of the email server. The XTM server is set by default. It does not require authentication because emails will be sent from XTM International’s internal server. If you experience problems with SPAM messages, we recommend you set your own mail server.
Port → The number to be used along with the server host. This field is empty by default and it uses the default server port (22). It can be changed if an external mail server must be used.
Authentication → If this option is checked, then messages are sent from the email address (user, password will be checked). If not, then messages are sent from the specified mail server without authentication.
User → The name of the email account which is used to send messages. By default it is an empty field and it uses the default user - “noreply@xtm-intl.com”.
Password and Re-enter new password → These fields allow you to change the password for the specified email account.
TLS → If this option is checked, then the TLS protocol is used with SMTP host communication.
TLS (Transport Layer Security) is a cryptographic protocol that provides end-to-end communications security over networks and is widely used for Internet communications and online transactions. It is an IETF standard intended to prevent eavesdropping, tampering and message forgery. Common applications that employ TLS include web browsers, instant messaging, e-mail and voice over IP.
Mail subject prefix → Text entered here will prefix all email subjects. This may be useful to set up email filters.
Default email sent from name → The sender’s name will be displayed in the From field in the email as the email account name.
Workflow emails sent from name → Select one of the 3 options: the default value (entered above), the users' first name and last name or the users' username
Workflow emails sent from address → Select one of 2 options: the default value (entered above) or the users' email address.
Attach contact footer → If checked, then a footer will be attached to the email. The footer contains the information that a message was automatically generated, can be ignored as well as the website URL to see for more details.
Send copies of all emails to Administrator → Check this box to activate.
Send workflow emails to linguists even when the project is not started → If checked, XTM notifies linguists that they have been assigned to or unassigned from a project that has not been started.
Use due date of one workflow step as a start date of the next → It specifies due dates for workflow steps to indicate when next workflow steps will begin.
Sort tasks in linguist emails by → Choose whether tasks should be sorted by file names or the task status in emails to linguists.
Show all assigned tasks in linguist email (not only changed) → Activate this option to send notification emails to linguists that include all their assigned tasks.
Do not list unchanged jobs in linguist's emails when project consists of more than → Use this option to hide unchanged jobs from the list when the number of jobs to show in emails to linguists exceeds the number selected from the drop-down list.
Show all jobs in PM email (not only changed) → Activate this option to send notification emails to project managers that include all project tasks in their management.
Do not list unchanged jobs in pm emails when project consists of more than → Use this option to hide unchanged jobs from the list when the number of jobs to show in emails to project managers exceeds the number selected from the drop-down list.
Do not use PM notifications for limited PMs → Activate this option to reduce the number of notification emails sent to limited project managers (LPMs).
Group tasks in emails to PMs by → Choose whether tasks should be grouped by file names or languages in emails to project managers.