Email Settings
Configuring Papyrus Cloud to send overdue reminders and member statements by email
The screen is divided into three sections:
How Email Works in Papyrus Cloud
Papyrus Cloud sends emails through your library's own email account using the SMTP (Simple Mail Transfer Protocol) standard. This means emails arrive in members' inboxes from your library's address — not from a generic Papyrus address — which improves deliverability and makes emails recognisable to members.
There are two types of email Papyrus can send:
| Email type | When it is sent | Triggered by |
|---|---|---|
| Overdue Reminder | Sent to members with items that are overdue or approaching their due date | The Book Reminders action in the user menu, or automatically if scheduled |
| Statement | Sent to members as a summary of their current loans and any outstanding fines | The Overdues or Outstanding Fines screens under Circulation |
Both email types use template text that you define on this screen. The templates use placeholder tags — special codes starting with # — that Papyrus replaces with the actual member and book details when each email is generated.
Email Template Options
The Email Template Options section defines the format and content of overdue reminder emails. The email is built from four parts — subject line, header, body, and footer — which are assembled in that order for each email sent.
HTML formatting is supported in the header, body, and footer fields. You can use basic HTML tags such as <b> for bold, <br> for a line break, and <i> for italic to control how the email is displayed in members' email clients.
Member Tags
Member tags are replaced with the details of the member the email is being sent to. They can be used in the subject line, header, body, and footer.
| Tag | Replaced with |
|---|---|
| #title | The member's title — e.g. Mr, Ms, Dr |
| #firstnames | The member's first name(s) |
| #surname | The member's surname |
| #memberno | The member's library member number |
Circulation Tags
Circulation tags are replaced with the details of each book or item on loan. They are used in the Reminder Body — the section that is repeated once for each item on loan to the member.
| Tag | Replaced with |
|---|---|
| #isbd | The full ISBD description of the item — title, author, year, ISBN |
| #dateissued | The date the item was issued to the member |
| #datedue | The date the item is or was due for return |
| #overdue | The number of days the item is overdue (if applicable) |
| #finedue | The fine amount accrued on the item (if applicable) |
| #reminder | Any reminder message associated with the loan |
| #accno | The accession number of the physical copy |
| #barcode | The barcode number of the physical copy |
Reminder fields
| Field | Description |
|---|---|
| Reminder Subject Line | The subject line of the email. Maximum 80 characters. Member tags can be used here. Default: Reminder subject line.... |
| Reminder Header | The opening paragraph of the email, displayed once at the top. Member tags can be used here. The default template opens with Dear #title #firstnames #surname followed by two line breaks. Maximum 1000 characters. Supports HTML. |
| Reminder Body | The section repeated for each item currently on loan to the member. Circulation tags are used here to populate the details of each item. The default template shows the barcode in bold, the ISBD description in bold, the date issued, date due, and any overdue/fine information. Maximum 1000 characters. Supports HTML. |
| Reminder Footer | The closing section displayed once at the end of the email, after all the loan items have been listed. The default text is Regards <br>The Librarian. Maximum 1000 characters. Supports HTML. |
| Send Reminders | When ticked, Papyrus automatically sends a reminder email to the member when an item is issued to them at the Front Desk — not just when it becomes overdue. This gives the member an immediate confirmation of what they have borrowed and when it is due. Leave unticked if you only want to send reminders when items are overdue. |
| Reminder Type | Controls the format of the reminder email. Email sends a standard HTML email. Calendar Item (ICS) sends the reminder as a calendar event that members can add to their phone or desktop calendar — the due date appears as a reminder in their calendar app. Calendar Item is selected by default in the sample library. |
An example of how the assembled reminder email appears to a member:
Dear Mr John Smith
Date Issued: 2026-04-10 Date Due: 2026-04-24
Date Issued: 2026-04-12 Date Due: 2026-04-26 Overdue: 2 days Fine: R2.00
Statement Settings
The Statement Settings section defines the format of member account statement emails. Statements are a more formal communication than reminders — typically sent to members with outstanding fines or to summarise their borrowing history.
| Field | Description |
|---|---|
| Statement Subject Heading | The subject line of the statement email. Maximum 80 characters. Default: Statement subject line... — replace this with a meaningful subject such as Your Library Account Statement. |
| Statement Header | The opening text of the statement, displayed once at the top. Maximum 1000 characters. Supports HTML. Member tags can be used here. Default: Statement header.... |
| Statement Footer | The closing text of the statement. Maximum 1000 characters. Supports HTML. Default: Statement footer... |
| Include Reminder in Email | When ticked, the statement email also includes the current overdue reminder content (the loan details from the Reminder Body template). This means members receive all their borrowing information in a single email. Ticked by default. |
SMTP Settings
SMTP (Simple Mail Transfer Protocol) is the standard method for sending email. Papyrus Cloud uses your library's email account to send messages, so that they arrive in members' inboxes from a recognisable library address rather than from an unknown Papyrus system address.
You will need the SMTP settings from your email provider. These are the same settings used to configure a desktop email client such as Microsoft Outlook. Your IT department or email provider can supply them if you are unsure.
| Field | Description |
|---|---|
| Host | The address of your email provider's SMTP server. This is provided by your email service. Current setting: smtp.office365.com. See the common providers table below for typical values. |
| Port | The network port number used to connect to the SMTP server. The most common port for modern email with TLS security is 587. Port 465 is used for SSL. Port 25 is the legacy unencrypted port. Current setting: 587. |
| Security connection (SSL/TLS) | When ticked, Papyrus uses an encrypted connection to the SMTP server. This should be ticked for virtually all modern email providers including Microsoft Outlook, Gmail, and hosted Exchange. Ticked by default. Only untick if your email provider specifically requires an unencrypted connection. |
| SMTP Host Username | The email address used to authenticate with the SMTP server. This is typically the full email address of the account from which library emails will be sent — for example library@myschool.edu. Current setting: ken@fargher.co.za. |
| SMTP Host Password | The password for the SMTP Host Username account. For Gmail, this must be an App Password rather than your regular Google account password — see the Gmail note below. The password field is masked for security. |
| SMTP From Email | The email address that appears in the From field of emails sent to members. This is usually the same as the SMTP Host Username. Maximum 50 characters. Current setting: ken@fargher.co.za. |
Common SMTP provider settings
| Provider | SMTP Host | Port | SSL/TLS |
|---|---|---|---|
| Microsoft 365 / Outlook | smtp.office365.com | 587 | ✓ Ticked |
| Gmail | smtp.gmail.com | 587 | ✓ Ticked (App Password required) |
| Outlook.com / Hotmail | smtp-mail.outlook.com | 587 | ✓ Ticked |
| Yahoo Mail | smtp.mail.yahoo.com | 587 | ✓ Ticked |
| Custom / school server | Provided by your IT department | Usually 587 | Usually ticked |
Important note for Gmail users
Google requires a special App Password for third-party applications such as Papyrus Cloud that connect to Gmail via SMTP. You cannot use your regular Google account password.
Testing Your Email Setup
After entering your SMTP credentials and clicking Update, use the Test Email panel to verify that Papyrus can successfully connect to your email server and send a message.
| Field / Button | Description |
|---|---|
| SMTP Validated | A read-only checkbox that shows whether the SMTP configuration has been successfully validated. When ticked, email sending is enabled. When unticked, emails cannot be sent from any part of the system. |
| Send Test Email to | Enter an email address to receive the test message. This should be an address you have immediate access to — typically your own email — so you can verify the message arrives correctly. |
| Send Test Email button | Sends a plain test message to the address in the Send Test Email to field. If successful, the SMTP Validated checkbox is ticked and email sending is enabled. If it fails, an error message is shown in the results field below. |
| Send Test Reminder button | Sends a test reminder email using the Reminder template you have configured, allowing you to preview exactly what members will receive before the system goes live. |
| Send Test Email Results | Displays the outcome of the test — either a success confirmation or an error message explaining why the email could not be sent. Common errors include incorrect host name, wrong port, authentication failure (wrong password), or SSL mismatch. |
Troubleshooting common errors
| Error symptom | Likely cause and fix |
|---|---|
| Connection refused or timed out | The Host address or Port is incorrect. Verify both against your email provider's documentation. |
| Authentication failed | The username or password is wrong. For Gmail, use an App Password. For Microsoft 365, check that SMTP AUTH is enabled for the account in the Microsoft 365 admin centre. |
| SSL handshake error | The SSL/TLS checkbox setting does not match the port. Try toggling the SSL checkbox and retesting. |
| Test succeeds but members don't receive emails | Check that member records have valid email addresses. Emails to invalid or missing addresses will silently fail. Also check members' spam/junk folders. |
Saving Changes
The Email Settings screen has two Update buttons — one near the top of the screen and one after the SMTP settings. Both save the entire page, so either can be used. Click Update after making any changes to ensure they are saved before testing.