Lanteria HR: System Notifications using Microsoft Exchange - Requirements

Lanteria HR automates many functions of your day-to-day HR workload. Employees can be automatically assigned forms to fill in, tasks to complete, probation reviews to finalise, approval requests to action etc. Notifications are also used to support compliance; reminding relevant stakeholders when documents are reaching their expiration date and sending reminders to ensure renewal. 

To support the assignment of these and other actions notification emails are sent to the responsible employees, there are specific requirements for the notification account used to handle these requests. 

Details:

Provision of a notification system account allows Lanteria notifications to be sent from Your Organisation’s domain - they are 'internal' emails. This means:

1. You will be able to access & manage access all sent notification emails and any replies received (e.g. accepted/rejected calendar invites) using this account’s mailbox
2. Your Organisation will have full control over the Lanteria Notifications Account
3. You can optionally use alias accounts to separate and manage learning and recruitment related notifications - for example you could send emails to your job applicants from [e-mail] and invitations to learning events from [e-mail]

To facilitate this please ask your IT team to do provide a notification using the following settings:

1. You need an Office 365 ‘authentication account/SMTP account’ for overall system notifications. This connects your dedicated SMTP service [which we have set up for you] to your organisation’s exchange online. The account can be called something like [e-mail] or whatever else your organisation prefers, it's up to you.
2. This account must have a complex non-expiring password (with MFA enabled) and a rule to allow conditional access using whitelisted IP address. Further details about this are available here.
3. The mailbox must be SMTP AUTH enabled - this Microsoft document provides detail - enable the SMTP AUTH . Further detail for the 'why' is available here. 
4. Assign an 'Exchange Online Plan 2' license to this account
5. If you want to optionally send notifications from different aliases (described above), create a shared mailbox for each alias and grant “Mailbox Delegation” permissions to the notifications account you created in point 1.
6. Securely share the credential(s) with us so we can set it up for you.