Originally published on 09/17/2025
This service bulletin applies to any users who send emails out of ETMS in the following modules — AP, AR, AM, CT, RQ, and SD — and outlines required updates or workarounds in response to upcoming Microsoft authentication changes.
What’s the Issue?
Microsoft is implementing changes related to App Passwords and SMTP AUTH that will impact how emails are sent from ETMS. As a result, users will no longer be able to email directly from the system without updates or workarounds.
Avail will be updating the following modules to accommodate these changes:
- Modules receiving updates: AP, AR, RQ
- Modules not receiving updates at this time: SD, AM, CT
Who's affected?
This bulletin applies to any users who email out of ETMS in the following modules:
- Accounts Payable (AP)
- Accounts Receivable (AR)
- Asset Management (AM)
- Contract Tracking (CT)
- Requisitions (RQ)
- Service Desk (SD)
Update Schedule:
- Wednesday, September 24 – Updates for agencies in Pacific and Mountain Time Zones (before 8am local time)
- Thursday, September 25 – Updates for agencies in the Central Time Zone (before 8am local time)
- Sunday, September 28 – Updates for agencies in the Eastern Time Zone (before 12pm local time)
Microsoft Timeline for Workarounds:
- Agencies using MFA and App Passwords: Implement workarounds by September 30, 2025
- Agencies not using MFA and App Passwords: Implement workarounds by April 30, 2026
What do I need to do?
For AP, AR, RQ Modules:
- Emails will now be sent using Avail’s notification framework (used in RTPI and Payroll Earning Statements).
- Emails will come from: Notifications@myavail.cloud
- Notify vendors and customers that emails will now come from this address.
- Provide Avail with reply-to email addresses for AP and AR (should be shared mailboxes, e.g., accountspayable@transitagency.com).
- Update Personnel records:
- Users must change their email to their agency email address.
- AP & AR users will receive a copy of the sent email.
- RQ replies will go to the initiating user's email address.
For SD, AM, CT Modules:
These modules are not receiving system updates at this time. Agencies must follow Microsoft’s timeline and implement the appropriate workarounds:
Questions or Updates:
Send your agency email addresses for AP and AR, and any questions, to: Britta Phillips – bphillips@availtec.com
Additional Resources:
-
Sample Emails:
- AP ACH Notification Email:
- AR Invoice/Statement Email
- RQ Notification Email:
- AP ACH Notification Email:
How do I request assistance?
Please send your agency email addresses for AP and AR, along with any questions you may have regarding this change to Britta Phillips – bphillips@availtec.com.
Thank you for your patience. We will update this article until the problem is resolved.
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