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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
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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)
- Open the Microsoft 365 admin center and go to Users > Active users.
- Select the user, and in the flyout that appears, click Mail.
- In the Email apps section, click Manage email apps.
- Verify the Authenticated SMTP setting: unchecked = disabled, checked = enabled.
- When you're finished, click Save changes.
Generating an app password requires MFA.
- Go to the Security basics page and sign in to your Microsoft account (aka.ms/MFASetup).
- Select More security options.
- Under App passwords, select Create a new app password. A new app password is generated and appears on your screen.
- 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
- Go to your Google Account.
- Select Security.
- 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:
- 2-Step Verification is not set up for your account.
- 2-Step Verification is only set up for security keys.
- Your account is through work, school, or other organization.
- You turned on Advanced Protection.
- 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.
- Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.
- 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