SMTP Integration Guide

This article explains how to connect the SMTP integration and how to include it as a step in your workflow for sending automated emails directly through your own mail server.

With SMTP connected, you can:

• Notification emails from your own domain for better brand consistency.

• Maintain control over email delivery through your existing mail infrastructure.

Whether you’re sending confirmations, reminders, or custom updates, SMTP ensures your automated workflows use your preferred email server for delivery.

Section 1: Connect the SMTP Integration

Go to the Integrations Tab & Click New Connection

Navigate to the Integrations tab from the left-hand menu of your dashboard and click New Connection to view the list of available integrations.

Use the search bar or browse manually to find SMTP.

💡 Tip: Use the category filters to narrow your search by “Email” or “Messaging” tools.

Name Your Connection

Give your SMTP integration a clear and recognizable name and description, then click Next.

Example:

• “SMTP – Customer Notifications”

📌 Note: This helps teams quickly identify where and how the connection will be used.

Authenticate the Integration

You’ll be prompted to provide your SMTP server details:

• SMTP Server Address (e.g., smtp.yourdomain.com)

• Port Number (commonly 587 for TLS, 465 for SSL, or 25 for non-encrypted)

• Username (often your full email address)

• Password (or app-specific password)

• Encryption Type (TLS or SSL)

• Connection Timeout (default is 10 seconds)

📌 Note: You may need to coordinate with your IT or email administrator to get the correct credentials.

Complete Setup

Once authenticated, click Finish. Your SMTP connection will now appear on the Integrations homepage, showing an Active connection status.

💡 Tip: You can edit the connection name or description later by clicking the ⋮ (three dots) and selecting Edit Details.

Section 2: Add SMTP as a Step in Your Workflow

Open Your Workflow

• Open or create a workflow where you’d like to send emails through SMTP.

• Click the plus (+) button to add a new step, and select SMTP from the integration options.

Name and Configure the Step

• Give the step a descriptive name.

• Click to open the configuration panel.

💡 Tip: Use clear labels like “Send Order Receipt” or “Email Project Update.” If no name is added, a default name will be provided.

Select Your SMTP Connection

Choose the SMTP integration you previously connected from the dropdown list.

Choose the Action Type

Currently supported options include:

• Send Email

Configure Email Settings

After selecting the action type, complete the following:

• Recipient Email Address – Enter a static address or use a dynamic variable from earlier steps.

• Subject Line – Add a subject line, optionally using placeholders.

• Message Body – Write your message using plain text 

• From Name & Address – Confirm the sender name and email (this may be tied to your SMTP account settings).

💡 Example:

Attachments

Optional: you can add an attachment if you have documents or files from a previous Form, Document or Sign step. Multiple attachments can be added as needed. 

Save and Close

Click the X in the upper-right corner to close the configuration panel.

Your SMTP step is now added to your workflow!

SMTP Best Practices

1. Use Strong Authentication

• Always use TLS or SSL encryption to secure your SMTP connection.

• Avoid storing plain-text passwords — use app-specific or integration-specific passwords when possible.

2. Keep Sender Addresses Consistent

• Use the same From Name and From Email to improve deliverability.

• Make sure the sender domain matches your SPF/DKIM records.

3. Maintain SPF, DKIM, and DMARC Records

• Proper DNS records help your messages pass spam filters.

• Work with your IT or domain administrator to set these up before sending high volumes.

4. Test Email Deliverability

• Send test messages to multiple email providers (Gmail, Outlook, Yahoo, etc.).

• Check spam/junk folders to confirm emails aren’t being filtered.

5. Monitor Server Limits

• Some SMTP servers limit the number of messages per day or per hour.

• Be aware of these limits to avoid blocked or delayed emails.

6. Handle Bounces and Failures

• Implement bounce handling to update invalid addresses.

• Regularly clean your email list to maintain sender reputation.

Summary

That’s it! You’ve successfully:

• Connected SMTP to your account

• Added SMTP as an email delivery step in your workflow

• Configured personalized messages to send through your own email server

Need help? Contact your admin or reach out to Support for troubleshooting.