How to continue using Gmail when Google 'Less secured app' is removed

Background

Google Security Changes

Please note that the deadline does not apply to Google Workspace (Business Account) or Google Cloud Identity customers. Kindly see the Reference below for more information.

In early March 2022, Google announced that users ‘would lose access to apps that are using less secured sign-in technology’ on 30th May 2022.

This is the removal of support for the use of third-party apps or devices which asks users to sign in to their Google Account using only their Username and Password.

Currently, this was implemented by turning on the 'Less secured app access' feature to allow applications such as Reckon Accounts, to send emails from a Desktop application.

This option is now being removed by Google.

REFERENCE
Less secure apps & your Google Account

Effect of the change

With the removal of the ability to turn on the use of the 'Less secured app access' feature, sending forms such as Invoices, Payslips, Reports, etc. from Reckon Accounts will fail.

The following message will appear:

Workaround

Use App Password from Google.

Instead of using the Gmail Password, it will use the App Password - which is already authenticated by Google - and use it directly in Reckon Accounts.

Turn on 2-Step Verification

In Gmail, select the User Profile
Select Security then 2-Step Verification

Click on Get Started
Enter the Gmail Password and click Next
Enter a Phone Number and method to receive the Verification Codes
Enter the code and click Next
Click Turn On

You can choose to ignore the Available second step and return to Google Account Settings > Security.

Generate an App Password

Back in Security, select App passwords

Enter the Gmail Password and click Next
Select app/device: Other (Custom name)
Enter a relevant name i.e. Reckon Accounts
Click Generate

The Generated app password window will appear with a 16-digit password
Copy the App Password

Because of the Reckon Accounts workflow, this App Password would need to be copied and stored safely by the user.

App Password will never be shown again and Google only has an option to Delete it. If forgotten, the user would have to generate a new one.

Apply in Reckon Accounts

There is no change in the user workflow within Reckon Accounts.

Password prompts would still appear in the first instance an email is being sent. While in the same session, it will not be asked again.

Open Reckon Accounts
When sending the first email on a new session, the Email Setting window should appear prompting for the Password
Enter the App Password and click OK
The email would be successfully sent and received

Need more help?

Ask the Reckon Community at: https://community.reckon.com/categories/reckonaccounts

Log a Support Ticket: https://www.reckon.com/au/support/