Admin Manager – Mail Host

Mail Host shows the email delivery route used by Trade Control and lets a business optionally supply its own SMTP host.

This module is intended for Administrators.

Access

Open:

• System > Admin Manager
• select Mail Host

On desktop, Mail Host opens in the right-hand pane. On mobile, it opens as a full-screen view.

What this module manages

Use Mail Host to:

• confirm that system-managed email is available
• send a test email using the active delivery route
• optionally create and maintain business-specific SMTP overrides
• select the active business-specific override
• configure SMTP authentication
• rotate encryption keys used for stored override passwords

System-managed email

In a hosted Trade Control environment, email is normally System managed. The hosting service supplies the sender and keeps its credentials outside the business database.

The blue banner confirms when this route is available. If no tenant override is configured, Active Email Route shows System managed. No action is required from the business Administrator.

System-managed email sends account and registration messages and acts as the default route for business documents and support notifications.

Business-specific override

A business may add its own SMTP host when messages must be sent from an address or service that it controls. This is optional in a hosted environment.

Only one tenant override is active at a time. When an override is active, business documents and support notifications use it. Account and registration messages remain system managed.

1. Select a host from the tenant override list
2. select Set Active

Expected outcome:

• the selected host becomes the active tenant override
• business email uses that host while platform account email remains system managed

Add a new host

1. Select New Override
2. enter:
   • Host Desc.
   • Email Address
   • Use SMTP Auth
   • Password when authentication is enabled
   • Host Name
   • Port
3. select Create

Expected outcome:

• the host is stored and appears in the list

Edit an existing host

1. Select the edit action
2. update the required values
3. select Update

If Use SMTP Auth is cleared, the stored password is cleared.

Delete a host

1. Select the delete action
2. confirm deletion

Expected outcome:

• the host is removed
• if the deleted host was active, Trade Control selects another host where possible

Test Email

Use Test Email to verify the active email route. With no tenant override, this tests system-managed email. With an active override, it tests that override.

1. Select Test Email
2. Trade Control sends a test message to the signed-in user’s Identity email address

Expected outcome:

• a confirmation message is shown
• the send result is written to Event Viewer

Encryption key rotation

Tenant-host passwords are stored encrypted. The platform email credential is managed by the hosting service and is not held in the business database.

Use Rotate Keys if you need to replace the encryption key material for tenant-host passwords. This action is unavailable when the business has no tenant overrides.

1. Select Rotate Keys
2. confirm you have a database backup
3. select Rotate Keys and Re-encrypt Host Passwords

Expected outcome:

• a new symmetric key and IV are generated
• stored mail passwords are re-encrypted where possible
• results are written to Event Viewer

Gmail notes

If you use Gmail SMTP:

• enable Google 2-Step Verification
• create a Google App Password
• use the App Password as the SMTP password

Recommended settings:

• host: smtp.gmail.com
• port: 587
• use SMTP auth: enabled