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Prior to setting up reminders, system administrators should consult with university or organization legal counsel and IT group for guidance about applicable policies, and federal/state laws governing the use of personally identifiable information (PII). In addition to use of PII in reminder messages, consideration should be given to security during transmission and storage of sent messages. Clients should be informed of their rights and options, and provide consent deemed necessary and appropriate by legal counsel.
| 1. | Contact your IT group to schedule an activation meeting with the email server administrator and obtain the following information: |
| o | Outgoing SMTP email server address |
| o | Whether SSL connection encryption is required |
| o | Whether your outgoing SMTP email server requires authentication |
| o | Email address and password if outgoing authentication is required |
| 2. | From the calendar screen, click Settings > System Settings. |
| 3. | Click Appointments tab > Appointment Reminders button. |
| 4. | Click the Email Server Settings button. |
| 5. | Enter information supplied by your IT group and click OK. |
| o | Choose Microsoft Identity (OAuth 2.0). |
| o | For Office 365, the outgoing server is smtp.office365.com. For Google, the outgoing server is smtp.gmail.com. If using Google, you may also need to log into the Google account, generate a password for the email reminders, and enter that password as the SMTP password in Titanium, or click to Allow Titanium to send email from the account. |
| o | If your IT group prefers authentication outside the Titanium program, click the Advanced button and enter the information provided by your IT Group. |
| 6. | If desired, enter an email address in the from box. (Note: Titanium will not check for replies or interact with the email box. Users will have to manually check the email account for replies from clients.) |
| 8. | To change the default email reminder, click in the body text box and edit desired text. |
| o | To automatically insert information from the appointment in the email, click the Insert Replacement Field button and choose a field from the list. (Note: Fields are inserted surrounded by brackets { }. ) |
| o | If desired, copy text from another source, right click in the Body text box, and click Paste. |
| o | If the mailbox used to send the email reminders will not be monitored by a Titanium user, consider inserting a warning to NOT REPLY to the email message. |
| 9. | Click the Preview button to review message. |
| 10. | While meeting with the email server administrator, click Send test email. Enter the credentials for the email account from which the email is being sent. Have the email server administrator enter their credentials on the next screen to allow Titanium Schedule to send emails. (Note: If there are errors, work with IT to resolve.) |
| 11. | Click in the check box to activate email reminders. |
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