Emails & Notifications

UNA CMS provides a system for managing both transactional notifications (system-generated alerts about specific events) and bulk email communications (like newsletters or announcements). As an Operator, configuring these systems correctly is essential for user engagement, information delivery, and maintaining a good sender reputation.

The Core Notification System

UNA's primary Notifications app handles the logic of what triggers an alert and who should receive it based on user preferences and system events. It supports multiple delivery channels:

  • On-Site: Alerts within the website interface.
  • Push: Real-time browser/mobile alerts (via services like OneSignal).
  • Email: Alerts sent to the user's registered email address.

While the specific events that trigger notifications for each channel are configured within the Notifications app itself (Studio > Notifications), the delivery mechanism for the Email channel is configured separately, usually via the SMTP Mailer app or global settings.

➡️ For detailed configuration of which events trigger On-Site, Push, or Email notifications, please refer to the dedicated Notifications App Guide.

Configuring Email Delivery: SMTP Mailer App

By default, UNA might try to send emails using the web server's basic mail function. However, this method is often unreliable, leading to emails being marked as spam or not delivered at all. To ensure reliable delivery of system emails (registration confirmations, password resets, email notifications, etc.), it's highly recommended to configure UNA to send emails via SMTP (Simple Mail Transfer Protocol) using the dedicated SMTP Mailer app.

Accessing SMTP Mailer:

  1. Ensure the SMTP Mailer app is installed (Studio > App Store).
  2. Navigate to Studio > SMTP Mailer.

Settings Tab (Studio > SMTP Mailer > Settings)

This tab contains the core configuration for connecting to your chosen SMTP service.

  • Enable SMTP mailer: (Checkbox) Master switch to enable or disable sending emails via the configured SMTP settings. If unchecked, UNA might revert to the server's default mail function (not recommended).
  • SMTP authentication: (Checkbox) Check this if your SMTP server requires a username and password (most modern services do). Highly recommended to keep enabled.
  • SMTP username: The username provided by your SMTP service (e.g., your SendGrid API key name, your Mandrill username, your Google Workspace email address). It's best practice to use dedicated credentials for this purpose, not personal email accounts.
  • SMTP password: The password or API key associated with the SMTP username. Treat this like any sensitive password.
  • SMTP server name or IP address: The hostname of your SMTP provider (e.g., smtp.sendgrid.net, smtp.mandrillapp.com, smtp.gmail.com).
  • SMTP server port number: The port number required by your SMTP provider. Common options:
    • 25: Default, often unencrypted (avoid if possible).
    • 465: Typically used for secure SSL connections.
    • 587: Typically used for secure TLS connections (often preferred).
    • Consult your provider's documentation for the correct port.
  • Is your SMTP server requires secure connection: (Dropdown) Select the encryption method: None, SSL, or TLS. Match this to the port number and your provider's requirements (usually SSL for port 465, TLS for port 587). Sending from localhost might sometimes use None.
  • Allow self-signed certificates: (Checkbox) Only enable this in specific testing environments if using an internal server with a self-signed SSL certificate. Leave disabled for production environments using standard providers, as enabling it bypasses important security checks.
  • 'From' name of the message: The name recipients will see as the sender (e.g., "My Community Name," "Support Team").
  • Override default sender email address: The email address recipients will see as the sender. Crucially: This address often needs to be verified with your SMTP provider and should ideally match the domain you are sending from (e.g., noreply@mycommunity.com). It overrides the global "From" email set in Studio > Settings > Global > General.
  • Test mode (reroute all emails to single email address): (Checkbox) Enable this for testing purposes only. When checked, all emails sent by UNA (regardless of the intended recipient) will be redirected to the address specified in the Test email field below. Ensure this is disabled on a live site.
  • Test email: The email address where all emails will be sent when Test Mode is enabled.
  • Test subject prefix: Text added to the beginning of the subject line for all emails sent in Test Mode (e.g., "[TEST]").

Click Save after configuring.

Test Tab (Studio > SMTP Mailer > Test)

Use this tab to verify your SMTP configuration:

  • Enter a Recipient email address.
  • Enter a Subject and Body.
  • Optionally check Is HTML? if your body content uses HTML tags.
  • Click Submit.
  • Check the recipient's inbox (and spam folder) to confirm the email arrived correctly via your configured SMTP server.

Help Tab (Studio > SMTP Mailer > Help)

Provides brief explanations and troubleshooting tips directly within Studio, summarizing key points about SMTP authentication, From addresses, and potential spam issues.

While you can use SMTP details from standard email providers like Gmail/Outlook, it's strongly recommended to use a dedicated Transactional Email Service for sending system emails.

  • Examples: SendGrid, Mailgun, Postmark, AWS SES, Mandrill (used in the screenshot example).
  • Benefits:
    • Higher Deliverability: These services specialize in sending application emails and have infrastructure optimized to avoid spam filters.
    • Reputation Management: They actively manage sending IP reputations.
    • Authentication: Easier setup for required authentication like SPF and DKIM records (which prove your domain is authorized to send email via their servers), drastically reducing spam likelihood.
    • Tracking & Analytics: Provide detailed logs, open/click tracking, and bounce management.
  • Integration: You typically configure the SMTP Mailer app using the SMTP credentials provided by your chosen transactional email service.

Global Email Address Settings (Studio > Settings > Global > General)

Remember these related settings:

  • Operator email: Receives critical system alerts directly from UNA, often bypassing the standard mail queue (may use basic server mail if SMTP fails).
  • "From" email: The default sender address used by UNA unless overridden by the Override default sender email address setting in the SMTP Mailer app.

Bulk Email: Mass Mailer App

For sending newsletters, announcements, or marketing emails to segments of your user base, UNA provides the Mass Mailer app. This is distinct from the SMTP Mailer, which handles individual transactional emails.

Accessing Mass Mailer:

  1. Ensure the Mass Mailer app is installed (Studio > App Store).
  2. Navigate to Studio > Mass Mailer.

Campaigns Tab (Studio > Mass Mailer > Campaigns)

  • Campaign List: Displays past and draft email campaigns with details like Title, Author, Target Segment (e.g., "All subscribers," "Administrators"), Sent status, and creation date.
  • Actions: Options to Edit (✏️), Delete (X), Duplicate (❐), and View (👁️) campaigns.
  • Add new campaign Button: Opens the editor to create a new bulk email campaign, allowing you to define the subject, body (often with a rich editor), and target audience segment.
  • Bulk Delete: Select multiple campaigns and click the Delete button at the bottom.

Settings Tab (Studio > Mass Mailer > Settings)

  • Delete sent email campaigns older than (days): (Number) Set a retention period for records of sent campaigns. Older records will be automatically deleted to keep the database clean.

Marketing Automation: Mailchimp App

For more advanced email marketing features and list management, you can integrate with Mailchimp using the dedicated Mailchimp app.

Accessing Mailchimp App:

  1. Ensure the Mailchimp app is installed (Studio > App Store).
  2. Navigate to Studio > Mailchimp.
  • Purpose: Primarily syncs user accounts (based on configurable criteria) with specific audiences/lists in your Mailchimp account. This allows you to leverage Mailchimp's powerful marketing automation, segmentation, and design tools using your UNA user base.
  • Configuration: Typically involves entering your Mailchimp API Key and configuring synchronization settings (which lists to sync, which user data fields to map, etc.) within the app's settings page in Studio.

Email Content and Templates (Polyglot Reminder)

Remember that the text content (Subject, Body) of individual system/notification emails is edited within Studio > Polyglot > Email Texts, and the overall visual header/footer template for those emails is managed in Studio > Polyglot > Email Template. The Mass Mailer app has its own separate editor for campaign content.

Best Practices for Email & Notifications

  • Use SMTP via Transactional Provider: This is the most reliable way to ensure system emails reach users' inboxes.
  • Authenticate Your Domain: Set up SPF and DKIM records in your domain's DNS settings to authorize your chosen SMTP provider. This significantly improves deliverability.
  • Separate Transactional vs. Marketing: Use SMTP Mailer for essential system emails (registration, password resets, notifications) and Mass Mailer or Mailchimp for promotional/bulk emails.
  • Monitor Deliverability: Use the analytics provided by your transactional email service to monitor bounce rates, open rates, and spam complaints.
  • Compliance: Ensure compliance with anti-spam laws (like CAN-SPAM or GDPR) by including clear unsubscribe links (usually handled by {email_footer} in Polyglot) and managing user consent for marketing emails.
  • Test Everything: Use the Test function in SMTP Mailer and send test campaigns from Mass Mailer before sending to your entire user base.

Conclusion

Managing notifications and emails effectively is crucial for community engagement and operation. UNA provides distinct tools: the Notifications app defines what triggers alerts, the SMTP Mailer app configures how transactional emails are technically sent (ideally via a reliable provider), the Mass Mailer app handles bulk campaigns, and integrations like Mailchimp connect to external marketing platforms. Operators configure these systems within Studio, using Polyglot to manage the content and appearance of system emails, ensuring reliable and professional communication with community members.

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