The following specific information is required to configure the email within IRIS; it is strongly advised to enter your specific details in the column for Your Settings before starting as reference will be made to the entries in these fields.
Configuration Table
| Details required | Your Settings | |
| A | Companies House registered email address |
|
| B | Email addresses for staff members |
|
| C | Workstation reference for example, JBLOG-PC To find this right-click My Computer, select Properties | Computer Name tab. The full computer name is shown on here. IRIS only needs the first part of the computer name |
In System Maintenance go to Utilities | Email Links. Select Modify existing comms subsystem configuration and click Next. Select Send via your email application for your outgoing mail settings, click Next, select Monitor via your email application for your incoming mail settings.
The default mailbox on the local machine has been configured to be monitored by IRIS, therefore attachments to the incoming mail will be stored in a separate attachment folder. In the Incoming attachments folder the default location of the folder is, for example, \\server\iris\data\attachments field, where \\server\Iris is the IRIS program folder. The location for attachments must be a network folder accessible to all IRIS users wishing to view the attachments Click Finish | OK |OK | OK.
Communication between IRIS and the email services is necessary for the email communication to work seamlessly. If there are problems with this communication for any reason then these can be logged for future reference. To do this, in System Maintenance, go to Utilities | Applications Logging Options. Tick Logging enabled and select All | OK.
Items logged can be obtained from Utilities | Show applications logs.
In System Maintenance go to
Utilities | Offline
Programs. Highlight both IRISEmailMonitorService.exe
and IRISEmailMonitorApp.exe (by
using Ctrl and left click) then select Change
User/Password. Enter an IRIS staff
username and the corresponding password in the appropriate fields and
click OK. Click Save
Configuration for the settings to be updated.
The staff member associated to these offline programs must have write permissions to the IRIS database.
In System Maintenance go to
Practice | E-mail
Accounts. This screen should contain a list of all relevant email
addresses required for sending and monitoring emails. If the required
email addresses are not present click New.
Enter the staff member (Configuration Table - Row B) or Companies House
(Configuration Table - Row A) email address and account description in
the appropriate fields for example.
In the Outgoing E-mails section select Use practice default to use the MAPI settings that were entered within Utilities | E-mail links
In the Incoming E-mails section enter your workstation reference (Configuration Table - Row C) in the On workstations field and select Use practice default to use the MAPI settings that were entered within Utilities | Email links
Select Automatically scan and insert the frequency to scan the specified email accounts inbox, for example, 1 minute. To check that email address is being scanned correctly any emails within that account should appear within Utilities | Show Applications Queues
Automatically tidy will mean that after an e-file from Companies House has been processed it will be deleted from the email account within the mail client, for example, Outlook. The suggested period to keep emails is at least twice the length of time between backups being taken of the IRIS database. It is recommended to not select Automatically tidy if the emails are to be stored permanently within the email account; manually deleted or if a personal email account is being monitored instead of using dedicated email address for correspondence with Companies House .
Click OK to save the email settings.
The Companies House and staff members email addresses need to be specified, follow the bulleted options below as relevant:
Go to Staff | Staff Maintenance, highlight the staff member and click View. Click the magnifying glass next to the Email field for a list of the practice email addresses. Highlight the relevant email address and click Select to apply the email address to that staff member. Click Save | Close | Close.
Go to Practice | Practice Options | Agent tab | C/H identifiers, click the magnifying glass next to Companies House registered efile address, highlight the relevant email address (which ideally will be a dedicated email address for communicating with Companies House for example, cosec@andrewsandbrown.co.uk) and click Select | Save | Close | Cancel
Altering the settings in one product will automatically alter them in
the other therefore the change only needs to be made once.
In IRIS Company Secretarial, go to Setup | Form Options | General tab, deselect Override IRIS Comm. Sub-system
or
In IRIS Company Formations, go to Setup | Company Formations Options , deselect Override IRIS Comm. Sub-system
You should now be ready to electronically file with companies house and send logged emails from within IRIS Practice Management.
To review an alternative email configuration topics, select one of the
below options:
Introduction
Section 1: MAPI - Configuration for sending with IRIS
Section 1: SMTP - Configuration for sending emails with IRIS
Section 2: SMTP/POP3 - Configuration for sending and monitoring emails with IRIS
Section 3: Using Microsoft Exchange
Troubleshooting