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Last updated: 2025-12-01


Integrations - PaperClip eM4

In this topic:



SmartOffice Setup Office Setup











Overview



The PaperClip eM4 integration for SmartOffice encrypts e-mail messages and attachments sent from SmartOffice by routing them through a PaperClip eM4 relay. In addition, users gain the benefits of eM4's e-mail audit trail capabilities for their SmartOffice communications.






Important: This integration encrypts all outgoing e-mail from SmartOffice, including communications such as case status reports sent to advisors. There is currently no way to exclude certain types of e-mail communications from being encrypted.





More information about eM4 is available at PaperClip's website.




Requirements



To integrate SmartOffice and PaperClip eM4, an organization must have the following:






  • In-house or hosted PaperClip eM4 relay





Note: Customers with an in-house relay must also have an eM4-hosted relay.








Note: This integration does not support eM4 Cloud Client customers at this time.






PaperClip eM4 Setup



Contact PaperClip at helpdesk@paperclip.com and ask for:






  • Confirmation that your organization's eM4 configuration supports integration with SmartOffice.
  • The SMTP password you will need to use when configuring SmartOffice.


Then proceed with SmartOffice setup.




SmartOffice Setup






Note: These steps must be performed by a SmartOffice user with administrator rights.






Office Setup






  • Sign in to SmartOffice and select Setup > Office Settings in the side menu.
  • In the Send Options – Form Letters section, click the Send From drop-down list and select Custom E-mail Server (SMTP).
  • In the Enter the Secure Delivery text to prefix the E-mail subject field, enter at least one character. Note: For this integration, the text entered in this field does not actually appear in the subject line of outgoing messages, but it is required to enable secure-sending options for users creating correspondence (see Using the Integration).
  • Select Menu > Save.
  • In the Outgoing E-mail (SMTP) Settings section, enter the following values:



  • Enable encrypted e-mail: Enable

  • SMTP Server Address: mail.virtualclientfolder.net
  • SMTP Server Port: 587

  • E-mail Account User Name: paperclip

  • Swap SMTP From: No
  • E-mail Account Password: Contact PaperClip support for this information.

  • Connect Securely with SSL: No
  • Connect Securely with TLS: Yes



  • Select Menu > Save.



User Setup






  • In SmartOffice, select Setup > User Accounts in the side menu (for more information about accessing user accounts, see User Accounts
  • Introduction).
  • Search for and open the user account record for a user who will be sending encrypted e-mail through eM4.

  • On the Detail content link, verify that the address in the E-mail Address field is the same address under which the user is subscribed to PaperClip eM4.

  • If necessary, change the e-mail address, and then select Menu > Save.



Using the Integration



Once the integration is set up, users can send e-mail from SmartOffice normally, noting the following:






  • In the Options step of the Correspondence Wizard, the user must select the Send Secure option to have the message encrypted by PaperClip eM4. Note: If the Send Secure option is not available, the user may need to clear the Apply correspondence default options check box in the Correspondence Wizard.
  • To send encrypted pending case status reports using PaperClip eM4, select the check box next to the blank field under Subject Line in the Case Status dialog box, and then enter [eM4-encrypt] in the field, followed by any additional subject line text you want to include ([eM4-encrypt] must appear first, before any other text in the subject line). Reports are encrypted only when the case manager's e-mail address in SmartOffice matches the e-mail address of an eM4 subscriber.