Sending emails via an arbitrary server (e.g. gmail)

We talk about individualized sending of emails where recipients get invitation with individualized URLs that enable individualization of invitations (e.g. name and surname) and tracking about who already answered to a survey. That enables selective sending of emails (e.g. third remainder is sent only to non-responders). Generally, we do not advise this kind of approach if it is not necessary. We recommend sending of two emails (two-eal setting) where individualization is not necessary.

To send individualized emails user has to be at least a manager status (it automatically belongs to a virtual domain) or expressive approval from 1KA support.

When sending email invitations through the 1KA system, you can choose three different modes of sending by clicking on 'Mail settings', which are located in the row next to the 'Send' button, in the 'PUBLISH' – Email' tab. In the first two modes SMTP system or user's email is used. Combination of system 1KA (it enables tracking) and user's email account is utilized in this case. The latter can be applied to general service of email providers (Gmail, Yahoo, Microsoft, Arnes, Siol etc.) or to email server of a user (or company).

SMTP settings for Gmail as an example of account use at email services provider

We present Gmail only as an example and also because it is most common. Procedure of setting up is the same with others providers (Yahoo, Microsoft, Arnes, Siol). The procedure is as follows:

  • Enter your e-mail address into the first two fields ('From' and 'Reply to').
  • Enter your Gmail user name into the 'Username' field, as well as your password into the next row.

Attention: The above-mentioned password is not the same password you use for your standard Gmail login, so you must first create it. This is done by clicking on your logo in your Gmail account and clicking 'Account'. In the 'Sign in & security' - 'Password & sign-in method' section choose the 2-Step Verification. Once again you will be prompted to enter your password and your phone number where you will receive a verification code. After this new options will appear; in the ‘App-specific passwords’ tab click on the ‘Manage application-specific passwords’ button and create a new password under the ‘Other (custom name)’ option. Write ‘1KA’ in the box and Google will generate a password for access to sending invitations via Google server.

  • Now that you have completed all the necessary fields, first click on the 'Check settings' option and the system will send a test message to your Gmail account. If the test message was delivered, then save all settings.

It is also important to remember that Google does not allow sending more than 500 emails per day.

SMTP Setting for own mail server:

Procedure is the same as for Gmail in everything except that here specific technical characteristics of a server must be entered. Here you need to enter your own SMTP settings, namely:

  • The first four fields, 'From', 'Reply to' 'Username' and 'Password', should be filled out similarly as with Gmail; the only difference is that you do not need to specifically create a password.
  • In the 'Authentication' section always choose 'Yes', unless the server does not require a password.
  • You should set up the 'Encryption', 'Port' and 'Host' options in accordance with technical guidelines of your email provider. In case you don’t know these settings, ask your system administrator, since they depend on each mail server.
  • When all options are set, select 'Test setting', so that the system will send a test message to your account. If the test message was delivered, then save all settings.
  • After successful testing, resume e-invitations editing in the 'PUBLISH' - 'Email' tab.

In order to successfully deliver email invitations, the SMTP server must be configured in accordance with the corresponding guidelines in this area (e.g. authentication, server name, DNS, etc.), which are in the domain of system administrators. In case of problems with the settings, you are advised to first check their accuracy with your technical support. In case of further problems, please contact our helpdesk. More complex cases may require the involvement of the technical department. An example might be one of the Slovenian operators, in case their server, through a reverse DNS, did not properly recognize the server and a specific solution has to be developed (in collaboration with system administrators).

The speed of sending email invitations depends on the server, and in some cases sending 1000 invitations may take even one hour.

1KA email system servers on www.1ka.en

We enable this option only a few or users, who specify a concrete reason for sending email invitation through our server. So, this option allows you to send the invitations via 1KA's server, by which the sender is 1KA ( In the field 'Reply to' you will find the email address you used to log into the application, which you can also change. This method is not advisable, since it is sent from a general mail and results in a weaker response rate. In rare cases the message is redirected to the spam folder. Sending invitations via 1KA email server runs very fast, for some 1000 invitations it only takes about a minute.

1KA email server in the case of own installation

In the case of own installation (on 1KA server or on user's server) it is possible to use email system of own 1KA installation that has the same characteristics as system server 1KAQ on 1KA home server on domain except that we have own email address. We take responsibility for spam. In both cases of own installation, we can also link settings of 1KA email system and chosen SMTP server as described above.