SMTP

The entity, Simple Mail Transfer Protocol (SMTP) is configured and mapped to trigger an email. SMTP is a server that manages all the email delivery processes and hence you need to configure the correct SMTP address for sending out the email. SMTP is mapped to an activity (to which an email is configured) and the address configured in the SMTP is taken as the “From” address. If SMTP is not configured in the activity (with an email mapping) it accepts the default SMTP address.
SMTPs are created and managed in the Management > Configuration Management module. To configure SMTP, you need to understand the concept of SMTP.

Creating New SMTP

Follow the below steps for creating a new SMTP.

1. Navigate to Management > Configuration Management.

2. Click SMTP in the configuration entity panel. (SMTP appears by default.)

   
   

3. Click +Create New.

4. Enter the Basic details in the Create SMTP panel as explained below. Scroll down the Create SMTP section to view all the configuration details.

   Field	Description
   Name*	Enter the name of the SMTP. Character limit: 50. Data type: Alphanumeric and underscore.
   Type	Select the required type. The configurations appear as per the selected type. Generic : To connect to generic SMTP server. Refer to SMTP Generic Configurations. MS Graph API : To read email from Microsoft Outlook in the Platform through Azure portal configurations. You can access Outlook emails using the Graph API. Refer to MS Graph API Generic Configurations.
   Is Default	Check the checkbox adjacent to Is Default , if you need to set the SMTP as a Default SMTP. If there is any other default SMTP it will be set back as non-default. Note: You can configure only one SMTP as the default SMTP. If you set an SMTP as default, the previously existing default SMTP will change to non-default automatically. Uncheck the checkbox if you do not need the SMTP as default.
   From Address	Enter the From Address from which you want to compose the email. The email gets composed or triggered from the email address specified in the From Address. If you have checked the “Auth Required” and provided the email mail and password, then the email trigger will be done from that email id. However, the email id (in From field) will display the email provided in the From Address.
   Signature	Enter the signature of the user in the textbox. The email triggers to the recipient with the signature specified. Character limit: 250 Data type: Alphanumeric and Symbols.
   Description	Write a brief description of the SMTP. Character limit: 1000 characters Data type: Alphanumeric and symbols.

5. Click Create on the bottom right of the page and the SMTP is created with the details entered.

SMTP Generic Configurations

Based on the Type selected in the creation of SMTP Configuration, the applicable configurations appear.
Type = Generic

Field	Description
Host Name*	Host configuration appears when you select Type = Generic. Enter the hostname in the textbox. Host name is the server address of the SMTP. E.g., smtp.gmail.com is the hostname for the gmail server.
SMTP Port*	SMTP Port configuration appears when you select Type = Generic. Enter the SMTP port number. SMTP port number is based on the mail server configured in the hostname. E.g., Gmail SMTP port: 587.
Auth Required	Auth Required checkbox appears when you select Type = Generic. Check the checkbox adjacent to Auth Required , if you want to use user credentials for authentication. Username and Password textboxes appear when you check the checkbox. - User Name: Enter the username. The username should be the user's email address. - Password: Enter the 2-step authentication password that is generated. For more details on how to generate a 2-step authentication password, refer to the appendix section. If the From Address is provided, the Username will be masked and the From Address email id will be shown in the From field of the email that gets trigged. However, the mail is triggered from the email id provided in the user name field. Uncheck the checkbox adjacent to Auth Required if you are using a private organization host and the Platform instance is installed within the premises.
SMTP TLS/SSL	SMTP TLS/SSL Port configuration appears when you select Type = Generic. You can use TLS/SSL (Transport Layer Security/Secure Sockets Layer) to authenticate servers and clients and then use it to encrypt messages between the authenticated parties. Check the checkbox adjacent to SMTP TLS/SSL, if you need to set SMTP TLS/SSL. That is if you are using any SMTP services. Uncheck the checkbox adjacent to SMTP TLS/SSL, if you do not require SMTP TLS/SSL. That is if you are using a specified organization host. Note : If you enable TLS/SSL in your system, you can specify any port number - either TLS or SSL port number. You need to uncheck the checkbox only if you are using the private organization host. In that case, the organization will have the mail server details.

MS Graph API Generic Configurations

Based on the Type selected in the creation of SMTP Configuration, the applicable configurations appear.

Type = MS Graph API

You should register and setup Azure App and then provide the necessary permissions to specific mailboxes for getting the required configuration details.

Viewing and Editing SMTP

1. Navigate to Management > Configuration Management > SMTP.

2. Click the SMTP card for viewing the details of the selected SMTP. The details of the SMTP appear in the Info Actions panel (Edit SMTP).

   
   

3. Edit the SMTP details as needed.

4. Click Save.

Duplicating SMTP

When an SMTP is duplicated all the properties of the SMTP get copied except the “Password”. Hence while duplicating the SMTP, the user is prompted to enter the password for the duplicate SMTP. Unless the user enters the password value, the data source cannot be duplicated.

Follow the below steps for duplicating an existing SMTP.

1. Navigate to Management > Configuration Management.
2. Click SMTP. The list of all SMTPs appears.
3. Hover over any SMTP card. Three dots appear on the upper right side of the card.

4. Click the three dots. More Actions appear.

   
   

5. Click Duplicate. A confirmation pop-up appears along with the password confirmation textbox.

   
   

6. Enter the Entity Password (email account password) and click Ok for duplicating the SMTP (or you can click Cancel to cancel the duplicate action). Password is not copied during duplication and hence you need to provide a valid password for the SMTP that is copied. A Success message appears on successful duplication of the SMTP.

   
   

7. Click Ok. A duplicate copy of SMTP appears on the SMTP page with the same SMTP name suffixed with “_copied”.

   
   

Testing SMTP

You can test the SMTP created using the Test feature. Test functionality validates the configuration details of the SMTP.

1. Navigate to Management > Configuration Management.
2. Click SMTP. The list of all SMTPs appears.

3. Click the SMTP to be tested.

   
   

4. Click Test on the lower-right of the page. Enter To Email Address pop-up appears.

   
   

5. Enter a valid email id for validating the SMTP.

6. Click Ok. A success message appears on successful validation of the SMTP. Test Mail is sent to the email id entered with Host name, SMTP port, SMTP type and the Username of the SMTP.

   
   

   Note

   The test fails if:
   •  invalid email id is entered for testing.
   •  any invalid details are provided in the SMTP configuration.

Alternatively, you can follow the below steps to test the SMTP:

1. Click the Burger menu and navigate to Management > Configuration Management > SMTP.
2. Hover over the SMTP card. Three dots appear on the upper right side of the card.
3. Click the three dots. More Actions appear.

4. Click Test and follow from step 5 onwards in the above procedure.

   
   

Deleting SMTP

You can delete default SMTP and other SMTPs. When you delete a default SMTP, you need to configure another SMTP as the default SMTP. You cannot retrieve the deleted SMTP.

1. Navigate to Management > Configuration Management.
2. Click SMTP. The list of all SMTPs appears.

3. Click the SMTP name card that you want to delete. The lower-right of the page displays the Delete button.

   
   

4. Click Delete. A Confirmation pop-up for delete appears.

   
   

5. Click Ok for deleting the SMTP.
   Or
   Click Cancel to cancel the action.

Alternatively, you can follow the below steps to delete the SMTP:

1. Navigate to Management > Configuration Management > SMTP.
2. Hover over the SMTP card. Three dots appear on the upper right side of the card.
3. Click the three dots. More Actions appear.

4. Click Delete and follow step 5 in the above procedure.

   
   

Appendix

Generating App Password

Different SMTP/IMAP hosts have different way of getting authentication password.

If the SMTP/IMAP host is not enabled with 2-step authentication, you can provide the password of the user in the password field to trigger the email.

If an SMTP/IMAP host is enabled with 2-step authentication, you need to generate 16-digit app password and then provide that password in the Auth = true > Password field.

An example of generating app password for the SMTP/IMAP host (Gmail) where 2-step authentication is enabled, is provided below.

Example: Gmail Host

Follow the below steps to generate the password for Gmail account.

1. Login to the Google account (the account that you want to configure in SMTP/IMAP) using your credentials.
2. Navigate through Google Account > Manage your Google Account. Google Account page opens.
3. On the right-side menu click Security. The Security page appears.

4. In the Signing into Google section, click 2-Step verification. 2-Step verification page appears.

   If you have already turned on the 2-step verification, go to step 13 or else if you have not turned on 2-step verification go to step 5.

5. Click Get Started. You will be logged out and prompted for password to continue. This is a verification process.

6. Enter your password and click Next. You will be redirected to the 2-step verification page.
7. Below What phone number do you want to use?, provide the Phone number.
8. Below How do you want to get codes?, select the option Text message (preferred) if you want to get the code as text message or select the option Phone Call if you want to get the codes through a phone call.
9. Click Next. A verification code is send as SMS to the phone number that you entered above.
10. Enter the code in the specified field and click Next. A success message is displayed (if correct code is entered).
11. Click Turn On. Now the 2-Step Authentication is switched on. If the 2-Step Verification is switched off, you can just give your account password in the password field in the Platform > Management > Configuration Management > SMTP/IMAP properties.
12. Navigate back to Security page > Signing into Google section.
13. Click App Passwords. You will be logged out and prompted for password to continue.
14. Enter your password and click Next. App Password page opens. It will prompt for the app (Select app) and device (Select device). That is, in which app you need to access or which device you need to access the account.
15. Click Select App > click Other (Custom Name) as we are using it for Platform, we need to specify that.
16. Enter Platform and click Generate. An app password is generated and displayed.
17. Below Your app password for your device, copy the 16 characters (password may be displayed in normally or in asterisks).
18. Click Done.
19. Now you have copied the app password and you can copy this password in the Platform > Management > Configuration Management > SMTP/IMAP properties.