Setting Up Email Notices in Koha

This article outlines the two primary methods for configuring Koha to send or relay notices (such as overdue alerts, hold notifications, and checkout receipts) to your patrons.

Overview

Libraries have two options for handling email delivery:

1. Method 1: Local SMTP Server – Use your library's own email server or service to relay notices.

2. Method 2: AWS-SES – Use ByWater's gratis relay service through Amazon Web Services.

Method 1: Using a Local SMTP Server

If your library prefers to use its own email infrastructure, you must configure the SMTP server settings within Koha.

1. Configure the SMTP Server:

   • Navigate to the SMTP Server Setup page. 
     

   • Home > Administration > Additional parameters > SMTP servers

   • Select Edit under the Actions column for your primary email server (or create a new one).

   • Enter your server credentials, port, and security settings.

2. Assign the Server to your Library:

   • Go to the Library Administration module.
     
   • Home > Administration > Basic parameters > Libraries

   • Select Edit for your specific branch.

   • In the section, choose the server you just configured.
     
   • Home > Administration > Libraries > Actions > Edit button
     
   • Find the SMTP server line, chose the SMTP server as your relay. Click Save.
     

Method 2: Using ByWater's AWS-SES Service

This method provides high deliverability and is managed by ByWater Solutions. To use this, you must update your domain's DNS records.

1. Update DNS Records:

   • You will receive a unique link from your support representative containing DKIM keys and an SPF stanza.
     

   • Note: These links are typically one-time-use for security purposes.
     

   • Add these records to your domain's DNS configuration (e.g., your library's website domain).

2. Notify Support:

   • Once the DNS records are added, reply to your support ticket so ByWater can complete the back-end configuration.

3. Configure System Email Addresses:

   • Ensure the correct "From," "Reply-To," and "ReturnPathDefault" addresses are set in your Home > Administration > Libraries > Modify library and Home > Administration > System Preferences > Administration > Interface Options

Troubleshooting & Support

If notice errors or issues are encountered and notices are not being received by patrons, please put in a ticket so we can investigate if the email address(es) at issue are on the AWS-SES suppression list. If you'll please check the following prior to submitting the ticket and let us know:

• Koha System Status: Ensure your system is not in a restricted "In Implementation" phase that might block outgoing mail.

• Email Logs: Check the notices tab in a patron's record to see if the message status is "sent" or "failed."