This article takes you through how to integrate your own SMTP server to be used for all emails sent by Enboarder.

These emails include notifications sent to workflow stakeholders, emails sent to Admin users, emails from the communication module, integration updates and other alert emails.

Prerequisites

Before integrating, you'll need to get the below details from your IT team, or pass this article to them to help you get set up!

  • Details of any restrictions on the SMTP server. These restrictions may include sender and recipient email ids have to be valid on a particular domain (example: @corp.com), attachment file types, etc. This is very important and these may impact the delivery of emails or notifications that have been sent by Enboarder.

  • If SMTP server needs to whitelist IPs that can send messages, please pass these details to your Customer Success Manager to review before proceeding with any further steps.

  • Gather the technical details of the SMTP server. These include the server name/ip, port, username, password, use TLS. You can add these details in Enboarder and set this up yourself. (Please note: if your SMTP needs to whitelist IPs, you'll need to wait on this step until your Customer Success Manager gives your the green light.)

Here is a questionnaire to help gather these details

SMTP Restriction

Yes/ No

Details

(From / Sender) Email ID

(To / Recipient) Email ID

Attachment types allowed

Attachment sizes

IP whitelisting needed

Consider setting up SMTP on your account during a time frame when normal emails may not be sent usually, such as weekends, late evenings, etc. This way, you can run a set of tests to ensure that the SMTP server if having restrictions works well with scenarios where Enboarder sends out emails. The set of tests will be explained in the SMTP Server Integration Tests section at the bottom of this page.

Setup in Enboarder:

Once the feature is enabled by your Customer Success Manager, you can log in as an Admin user with a role that can assess Integration settings into Enboarder.

Step one:

Navigate to Settings (Right top corner icon) > Integrations > Our Extensions > then click on the "Custom Email Server" icon.

Upon clicking the ‘Custom email server’ button, you will see a pop-up where you can enter your SMTP Server details. Please double-check the details to ensure accuracy.

Use the ‘Test connection’ button to validate the details before saving.

Steps for SMTP servers with sender and recipient restrictions

SMTP servers may have the following type of restrictions on email IDs of senders and recipients.

  • No restrictions. This requires no further steps. All good to go.

  • Both sender and receiver email ids have to be actual email ids of certain domains, such as the corporate domain. In this case, participants like new starters who have given their personal emails, won’t work. Kindly discuss with your SMTP provider on this and get it sorted out before using it with Enboarder.

  • Either sender or receiver email ids have to be actual email ids of certain domains like the corporate domain. In this case, follow the below steps.

1. From email ID for notifications, reminders to stakeholders

Designate an appropriate email id and if the required account on your corporate or company domain. Stakeholders who receive the email will see this email id and name associated as the sender for these emails.

Settings (Right top corner icon) > Branding > Click on your existing brand, and enter the "Sender Email Address" and click save.

For all brands, including the default, kindly set up the ‘Sender email address’ with a valid email id that is allowed by the SMTP server. This ensures that emails via SMTP server work fine when sent to recipients with other domains in their email ids.

2. From email ID for Admin and Integration emails

Kindly share the email ID with your Customer Success Manager.

SMTP Server Integration Tests

Consider setting up SMTP on your account during a time frame when normal emails may not be sent usually like weekends, late evenings, etc. This way, we may run a set of tests to ensure that the SMTP server if having restrictions works well with scenarios where Enboarder sends out emails. The set of tests will be explained below.

Notification and Stakeholder emails

Consider using all the below tests for recipients who use personal or non-corporate email-ids.

  1. Notification

  2. Communication module

  3. Event or Calendar invite module

  4. Send data email sent to personal email-ids with file attachments in the email

  5. Forms with file uploads that are forwarded to personal email-ids

Admin emails

Consider using all the below tests if admin users will be created with personal email-IDs. In most cases, they won’t, so the below would not be required.

  1. Create a new admin user with a personal email-id and check if the email-id receives the email to set up the password and log in.

  2. Try the forgot password scenario to see if the email-id receives the email to set up the password and log in.

All done! If you have any questions pop them in the Chatbot within the system and we will be in touch.


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