Email System Connections, Options and Troubleshooting For IT Personnel


COGZ Email Module Troubleshooting For IT Personnel

Setup Testing:

For the automatic email system, go to Setup=>System Email Defaults.

If using COGZ provided Mailbox, to see if your mailbox is connecting properly, on the Email Setup Tab click COGZ Diagnostic Server. If the test indicates the email is functioning properly, click the Current Server Configuration. If the diagnostic server test does not pass, this means your system is blocking the connection between the Client Computer and the COGZ mailbox. You will need to unblock the connection to proceed. This usually means allowing the currently used ports through the firewall.

If using your own Custom Mailbox, click the Current Server Configuration. If the test does not pass, this means your system is blocking the connection between the Client Computer and the Custom mailbox. You will need to unblock the connection to proceed. This usually means allowing the currently used ports through the firewall.

Connection information using COGZ provided mailboxes can be found here. If firewalls or company policies prevent using COGZ mailbox, you can set up a company mailbox using custom setting.

Setup for Manual Email can be found here.

Overview:

The COGZ Optional Email Module has several separate and distinct capabilities. Some of these capabilities require additional Optional Modules. When combined, these modules can:

(1) Manually Email Work Orders, Purchase Orders or Reports
(2) Automatically Email Work Orders and Receive WO Done InformationEmail     
(3) Automatically Receive Emailed WO Requests and Automatically Email Status Updates to the Requester

 

The Email Module, with additional modules, allows your COGZ CMMS Software to:*

  • Manually Send PDF copies of Work Orders, Purchase Orders and Reports (1)
  • Automatically Send Email Notifications, with optional PDF, of New Work Orders to the Assigned To (2)
  • Receive Email Notification of Work Done to COGZ Work Order List, updating the Work Order Status (2)
  • Receive Email Transmissions of Work Order Requests directly into COGZ (3)
  • Automatically Send Work Order Requesters Acknowledgements and Updates on the Status of their Requests (3)
  • Automatically Notify Maintenance Management of New Requests (3)

Notes:
(1) Basic Email Functionality, does not require additional modules  (2) Requires Paperless Work Order Module  (3) Requires Work Order Request Module
(2) and/or (3) Require Email Connection or Custom Email Connection
*You can check your current configuration under Help=>About on the COGZ Menu Bar

Troubleshooting:

If you are experiencing issues when trying to send and receive automatic emails through COGZ, please check to be sure your emails are not being blocked by firewalls.

Auto Email Issues using a COGZ mailbox:

You can check our settings by clicking the COGZ Diagnostic Server button in the System Email Defaults Form. If the COGZ settings do not work, this is a indication that something is being blocked on your network.

If the  COGZ Diagnostic Server Configuration test is Successful, click the Current Server Configuration button. If this does not work, contact COGZ to verify email account and password settings.

Auto Email Issues using a Custom mailbox:

Click the Current Server Configuration button. If this does not work, check that your Custom Email Settings are correct and the address is not being blocked.

Network User List:

Is there a current COGZ system acting as a mail server?

Check the Network User List to see who is currently servicing COGZ Emails. (File=>System Maintenance=>Network User List)

Email List:

A log of incoming and outgoing Automatic Emails is kept in the Email List found under WORK on the COGZ Menu  Bar

Check the Email List for Incoming and Outgoing Error Messages

Is Email listed as PENDING?

The COGZ email system requires a user with proper security rights operates the email server. If more than one user has these rights, the first user with rights that logs in will operate the email server. When that user logs off, the next available user will take over. Occasionally, one of these users will take over the system yet not have the ability to send/receive emails due to various network restrictions. If there is a main user that is always logged in, it would be preferable to limit email send/receive to that user.