Configure Bp Premier to Use Email

1. Log into the Bp Premier server as a user with access to the Setup > Configuration screen.
2. From the main screen, select Setup > Configuration > Email.



3. Enable TLS encryption for outgoing mail will be ticked by default. Check that your email server supports TLS encryption, and if not, untick Enable TLS encryption for outgoing mail. TLS encryption provides a higher level of security than unencrypted emails.

NOTE  Bp Premier does not support SSL encryption for emails.

4. Under Outgoing mail (SMTP server), click Add. The Setup outgoing mail server screen will appear.



5. Complete the fields in this screen:
   • User – Select a user to set up email for, or select 'Practice' to set up the practice email.
   • Server – Enter the outgoing email SMTP server name (for example, smtp.office365.com or smtp.gmail.com).
   • Authentication required - Tick if the outgoing mail server requires authentication.
   • User name – Enter the user name used to access the outgoing mail server (for example, username@bpsoftware.net).
   • Password – Enter the password associated with the user name. The password is not displayed.
   • Port - If you ticked Enable TLS encryption for outgoing email, the default port (587) will be pre-populated. You can change the port if you wish, but it should not be necessary.
6. Click Test connection to check that the connection has been correctly set up.
7. Click Save.

NOTE  If you are unable to send emails from Bp Premier via Microsoft 365 using the instructions provided above, you may need to enable Authenticated SMTP for the email account in the Microsoft 365 admin centre.

Send Emails on behalf of Practice

Orchid SP2 introduces enhanced control over Practice Email accounts. We've added a new permission type called Send Email on behalf of Practice, which gives you greater control over who can send emails using the shared Practice email account.

When you upgrade to Orchid SP2, the Send Email on behalf of Practice permission will be set to Allow access by default.

When a user with Send Email on Behalf of Practice set to Deny Access attempts to send an email using the Practice email address, a pop-up will alert them that they do not have permission to send emails on behalf of the Practice.

See User Permissions for more information.

For Saffron and Orchid:

1. Log into the Bp Premier server as a user with access to the Setup > Configuration screen.
2. From the main screen, select Setup > Configuration > Email.
3. Add your custom outgoing email text.

The limit for custom outgoing email text is 500 characters.

If set, outgoing email text will be added to the body of all emails sent from the practice, and cannot be changed for each provider.

You may wish to use outgoing email text to include information in your emails such as:

• practice details (address, phone number, email. address)
• privacy disclaimer
• a 'no reply' message, for example: This email address is not monitored. If you need to contact us, please call us on 07 xxxx xxxx.

For Orchid SP1 and later:

In Orchid SP1, you can use HTML in the Body of outgoing emails.

1. Log into the Bp Premier server as a user with access to the Setup > Configuration screen.
2. From the main screen, select Setup > Configuration > Email.
3. Tick Use HTML Body.



4. Add your custom outgoing email text in HTML format and save.
5. Once the HTML body has been configured, send a test email to ensure that the HTML is displayed correctly.

The limit for custom outgoing email text is 2000 characters.

If set, outgoing email text will be added to the body of all emails sent from the practice, and cannot be changed for each provider.

You may wish to use outgoing email text to include information in your emails such as:

• practice details (address, phone number, email. address)
• privacy disclaimer
• a 'no reply' message, for example: This email address is not monitored. If you need to contact us, please call us on 07 xxxx xxxx.

Google (like Microsoft) is restricting access to less secure apps (non-Google apps) that use a user name and password to access Google Accounts (basic authentication). Gmail accounts must transition to using OAuth2.0 with third-party apps to access Gmail, Google Calendar, and Google Contacts.

Visit the Google Support website for additional information on Less secure apps & your Google Account.

In Orchid SP2, to ensure that Google's changes have no impact on Bp Premier customers, we have implemented OAuth2.0 support for Gmail accounts.

1. Log onto the Bp Premier server as a user with access to the Setup > Configuration screen.
2. From the main screen, select Setup > Configuration > Email.

NOTE  If your Practice has already configured Gmail in Bp Premier, we recommend taking a screenshot of your settings before enabling Modern Authentication in case you need to refer to them later.



3. Enable TLS encryption for outgoing mail will be ticked by default. For modern authentication, this should remain ticked.
4. Under Outgoing mail (SMTP server), click Add. The Setup outgoing mail server screen will appear.
5. Select a User from the drop down menu and click the Sign in with Google button.



6. Bp Premier will connect to Google; enter your Google Account email address or phone number and click Next.



7. Enter your Password and click Next.
8. If you have enabled multi-factor authentication on your Google account, you will be prompted to verify your identity.



9. Bp Premier will request permission to share data. Select what Bp Premier Email can access by ticking the box if you agree to allow Bp Premier Email to Send email on your behalf. Click Continue.

NOTE  Bp Premier Email will only send emails from your Gmail account and will not read, compose, or permanently delete any emails.



10. The Google sign in process is complete. Bp Premier will confirm that your Google account was successfully added.

Users may be prompted to authenticate with Gmail outside of the configuration workflow. This can occur if Bp Premier is unable to locate the access token cache file, if the access token has expired, or if the password for the email account has recently been changed.

11. Send a test email from Bp Premier to an email address that you can check and confirm that the test email was received successfully.

To enhance the security of Microsoft 365 user accounts, Microsoft is phasing out the use of Basic Authentication protocols which are outdated and less secure. Moving away from antiquated protocols is one of the most important security steps that Microsoft 365 users can take. Visit the Microsoft website for additional information on the Deprecation of Basic Authentication in Exchange Online.

We have incorporated Microsoft's OAuth2.0 token-based authentication in Orchid SP2 to ensure this change won't impact customers.

IMPORTANT   Modern Authentication is only compatible with Microsoft 365 Work and School accounts.

1. Log onto the Bp Premier server as a user with access to the Setup > Configuration screen.
2. From the main screen, select Setup > Configuration > Email.

NOTE  If your Practice has already configured Microsoft 365 in Bp Premier, we recommend taking a screenshot of your settings before enabling Modern Authentication in case you need to refer to them later.



3. Enable TLS encryption for outgoing mail will be ticked by default. For modern authentication, this should remain ticked.
4. Under Outgoing mail (SMTP server), click Add. The Setup outgoing mail server screen will appear.
5. Select a User from the drop down menu and click Sign in with Microsoft.



6. Bp Premier will connect to Microsoft, where you will be prompted to enter your Microsoft 365 user name and password to complete the sign-in process.

If multi-factor authentication is enabled for your Microsoft 365 account, you will be prompted to verify your identity.



7. Bp Premier will request permission to share data. Click Accept if you agree to the terms and conditions.



8. The Microsoft Sign in process is completed. Bp Premier will confirm that your Microsoft 365 account was successfully added.

Users may be prompted to authenticate with Microsoft outside of the configuration workflow. This can occur if Bp Premier is unable to locate the access token cache file, if the access token has expired, or if the password for the email account has recently been changed.



9. Send a test email from Bp Premier to an email address that you can check and confirm that the test email was received successfully.

NOTE  Receiving incoming emails in Bp Premier has been deprecated. You may wish to set up a no-reply email address (for example, noreply@yourdomain.com.au) to send all practice email from, to discourage patients from replying to emails.

1. Log in to the Bp Premier server as a user with access to the Setup > Configuration screen.
2. Select Setup > Configuration > Email from the main screen.
3. Click Add next to the Incoming mail (Pop Server) list. The Setup incoming mail server screen appears.
4. Complete the fields in this screen:
   • User – Select the BP user who will receive emails, or select 'Practice' to set up the practice email.
   • Server – Enter the incoming email POP server name.
   • User name – Enter the user name used to access the incoming mail server.
   • Password – Enter the password associated with the user name. The password is not displayed.
   • Port - Enter 110 as the port number. This is the default port number for incoming mail.
5. Click Save to return to the Configuration screen.
6. Repeat steps 3–4 for each user able to receive incoming email.
7. Click Save on the Configuration screen.

This section contains troubleshooting tips for issues encountered when setting up email in Bp Premier.