meta data for this page

Outbound Email Configuration

ITFlow must be configured with your mail server settings to send outbound emails for things such as ticket notifications and invoices.

Configure at Settings > Mail:

  • SMTP Host
  • SMTP Port
  • Encryption
  • SMTP Username / Password
  • Outbound email to send as (use SMTP username if unsure) (can be different for invoices/quotes/tickets)
  • Outbound name to send as (e.g. ITFlow) (can be different for invoices/quotes/tickets)

Mail Queue

  • Currently, many pages send emails immediately - but this has a few limitations
  • We are in the process of moving all messages to a queue-based system accessible via Settings > Mail Queue
  • Messages that fail (e.g. config/mail server issues) to send can be manually retried

–

Microsoft 365

  • SMTP: smtp.office365.com
  • PORT: 587
  • SMTP Username: your-email@yourdomain.com
  • SMTP Password: generate app password (see below setup)

Make sure your SMTP is enabled for your account (ask your provider to check, if you don't have admin access)

  1. Open the Microsoft 365 admin center and go to Users > Active users.
  2. Select the user, and in the flyout that appears, click Mail.
  3. In the Email apps section, click Manage email apps.
  4. Verify the Authenticated SMTP setting: unchecked = disabled, checked = enabled.
  5. When you're finished, click Save changes.

Generating an app password requires MFA.

  1. Go to the Security basics page and sign in to your Microsoft account (aka.ms/MFASetup).
  2. Select More security options.
  3. Under App passwords, select Create a new app password. A new app password is generated and appears on your screen.
  4. Enter this app password where you would enter your normal Microsoft account password in the application.

Google Workspace (Gsuite)

  • SMTP: smtp.gmail.com
  • PORT: 587
  • SMTP Username: your-email@yourdomain.com
  • SMTP Password: If your email password not working, try to generate app password (see below setup)

App Password

  1. Go to your Google Account.
  2. Select Security.
  3. Under “Signing in to Google,” select App Passwords. You may need to sign in. If you don’t have this option, it might be because:
    1. 2-Step Verification is not set up for your account.
    2. 2-Step Verification is only set up for security keys.
    3. Your account is through work, school, or other organization.
    4. You turned on Advanced Protection.
  4. At the bottom, choose Select app and choose the app you using and then Select device and choose the device you’re using and then Generate.
  5. Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.
  6. Tap Done.

Notes

  • Only supports basic authentication. Many cloud providers consider this legacy. We aim to add support for OAuth in the future.
  • Email ticketing currently uses/relies on these SMTP credentials to connect
  • Known error: If mail settings are incorrect (e.g. encryption) the app can freeze up - GitHub issue