MAILFROMNAME - Detailed description

Overview

Parameter:MAILFROMNAME
Category: SMTP
Default value: eTASK FM-Portal
Product: eTASK.Other (SMTP)

What does this parameter do?

This parameter defines the display name that appears alongside the sender address in emails sent from the eTASK portal. While MAILFROMADDRESS defines the email address, this parameter determines the readable name that recipients see in the "From" field of their email programs.

What is this parameter used for?

• User-friendly sender identification: Recipients immediately recognize who the email is from

• Corporate identity: Consistent presentation of the sender in accordance with company guidelines

• Professional communication: Clear identification as a portal email rather than a technical address

• Building trust: A recognizable sender name increases acceptance of emails

• Branding: Reinforcement of brand identity in every outgoing message

Technical Details (for Administrators)

Format: Text (String)
Default value: eTASK FM-Portal

Valid values:

• Company name: Facility Management GmbH

• System name with company: eTASK Portal - Musterfirma AG

• Department name: FM-Portal Beispielunternehmen

• Generic: eTASK System

Important notes:

• The name appears together with MAILFROMADDRESS in the sender field

• Email programs typically display the name more prominently than the email address

• The value should be clearly recognizable and trustworthy to recipients

• Maximum length: 96 characters

• Do not use special characters that email clients might misinterpret

Interaction with other parameters:

• MAILFROMADDRESS: Defines the email address used in conjunction with this name

• SMTPSERVER: Specifies the mail server for sending

When should you change this value?

Adjust the value (use your company name) if:

• You want recipients to immediately recognize your company as the sender

• Corporate identity guidelines require a specific sender name

• The default name "eTASK FM-Portal" is not meaningful enough for your users

• You operate multiple eTASK instances and want to distinguish between them

• You want the emails to look more professional

Leave the default value if:

• You are in a test or development environment

• The generic name is sufficient

• No decision has been made yet regarding the final name

• The configuration is temporary

Important Notes

1. Consider the combination
   with the email address The sender name and the email address should match. Example: "FM-Portal SampleCompany" with "portal@musterfirma.de" creates a coherent overall impression.

2. Clarity for recipients
   Choose a name that is immediately understandable to all recipients. Avoid internal abbreviations or codes that are unknown to external partners.

3. Maintain consistency
   Do not change the sender name frequently. A consistent presentation increases recognizability and builds trust among recipients.

4. Keep the length within
   limits Even though 96 characters are possible, shorter names (20–40 characters) are recommended, as long names may be truncated in email clients.

5. Avoid special characters
   Use only standard characters (letters, numbers, spaces, hyphens). Umlauts are possible, but some email systems may have issues with them.

Security

Does changing this setting affect security?

Yes, although indirectly, the sender name affects trustworthiness and phishing prevention.

Note:

• Avoid misleading names: Incorrect or deceptive sender names could cause legal issues

• Risk of confusion: Names that are too generic (e.g., just "Portal") could be confused with other systems

• Phishing attacks: Attackers might try to imitate your sender name

• Loss of trust: Inconsistent or changing names can create mistrust

Recommendation: Use a unique, professional sender name that clearly identifies your company. Avoid overly generic terms. Train your employees to pay attention to the full sender details (name + address) to recognize phishing emails.

Practical example

Initial situation: A facility management company, "FM-Beispiel GmbH," is actively using eTASK. Currently, the default sender name "eTASK FM-Portal" is still configured. Recipients of workflow notifications and system messages are confused because they do not immediately associate the sender with their company. External service providers are unsure whether the emails actually originate from FM-Beispiel GmbH.

Configuration: The administrator changes MAILFROMNAME to FM-Portal Beispiel GmbH and combines this with the already configured address portal@fm-beispiel-gmbh.de.

After the change:

• Emails now display "FM-Portal Beispiel GmbH portal@fm-beispiel-gmbh.de" as the sender

• Recipients immediately recognize that the email comes from the company portal

• The association with the company FM-Beispiel GmbH is clear

• External partners have greater confidence in the legitimacy of the messages

• The presentation complies with corporate identity guidelines

Result: Acceptance of portal emails increases significantly. Fewer emails end up in spam because recipients classify them as trustworthy. Support inquiries regarding the sender are reduced because the origin is clearly identifiable. The company’s professional public image is strengthened.

Alternative scenarios:

Scenario A - Distinguishing between multiple portals:

• Production portal: MAILFROMNAME = eTASK Portal Produktion - Firma GmbH

• Test portal: MAILFROMNAME = eTASK TEST-System - Firma GmbH

• Users can immediately see which environment the email comes from

Recommended setting

For standard installations: Company name with system (e.g., eTASK Portal - Ihr Unternehmen)

Reason:

• Immediate recognition for all recipients

• Professional public image

• Clear association with the company

• Increased trustworthiness

Tip: Coordinate the sender name with your marketing department or corporate communications team to ensure consistency with other corporate communication channels. Keep the name concise (20–40 characters) and avoid unnecessary additions. A good sender name is self-explanatory: recipients should immediately know who is sending the email and why.