Outgoing email

Configure the SMTP server the product uses to send invitations, test it, and what to do when email is not set up.

For: Administrators (the admin ability) · Last updated

The Outgoing email section of Settings, Administration, Company tells the product which SMTP server to send through. Invitation emails to new teammates are sent with these settings. The settings belong to your company and are entered here, not in the deployment's environment. You need the admin ability.

Fields#

Field What to enter
Host The SMTP server's host name.
Port The server's port, such as 587 for STARTTLS or 465 for TLS.
Username The login for the server. Leave empty if the server needs none.
Password The login's password. Shows "(configured)" or "(not configured)".
From address The sender address on the emails.
Encryption STARTTLS, TLS or None.
  • TLS connects over an encrypted connection from the start (typically port 465).
  • STARTTLS starts plain and upgrades to an encrypted connection (typically port 587).
  • None sends without encryption. Use it only for a trusted internal relay or a local mail catcher.
  • A login is used only when both a username and a password are present. Servers that authenticate by IP address need neither.
  • The password is stored encrypted with the deployment's master key and is never shown again. When a password is already configured, leave the field blank to keep it. Its placeholder reads "Leave blank to keep the current password."

The section counts as configured once a host and a from address are saved.

Test, then save#

You can only save settings that have just worked, so nothing untested is stored.

  1. Fill in Host, Port and From address, plus the other fields your server needs.
  2. Select Send test email. It is available once Host, Port and From address are filled in. The test email goes to your own sign-in address and uses the values currently in the form, not the saved ones. If you leave Password blank, the test uses the saved password.
  3. Wait for "Test email sent. Check your inbox." Check your inbox to confirm it arrived.
  4. Select Save.

If the test fails you see "The test email could not be sent. Check the settings above and try again." Change a field and test again. Editing any field after a successful test locks Save again until you re-test. Next to the buttons the page reminds you: "Send a successful test email before saving."

When email is not configured#

Invitations still work without email. When you invite a teammate or resend an invitation and the email cannot be sent, because no email settings are saved or because the server rejects the message, the invitation is kept and the page shows a Setup link panel: "We couldn't send the invitation email. Share this link with the new teammate so they can set their password. It won't be shown again after you leave this page."

  1. Select Copy to copy the link.
  2. Send it to the teammate yourself.

When the email is sent, the Team page confirms "Invitation emailed to" followed by the address.

Good to know#

  • Only invitation emails are sent through these settings.
  • Test emails are sent with the subject "Test email from Workforce Intelligence".
  • Connections time out after 15 seconds.
  • If the deployment's master key is lost, the saved password can no longer be read. Enter the password again and save. See Provider keys for how the master key is used.