SMTP

Controls the SMTP mail server Aisera uses to send outbound system emails across your tenant.

The SMTP configuration section defines the mail server connection Aisera uses to deliver system-generated emails, including notifications, approval requests, and workflow-triggered messages. Configure these settings in Settings > Configuration > SMTP. They apply across the entire tenant. For an example of these settings in use, see SMPT for Email Channel in Campaigns.

Server

Type	Text field
Default	smtp.gmail.com

The hostname of the SMTP server the Aisera Platform uses to send outbound system emails. When the Aisera Platform sends an email, it connects to this hostname to deliver the message. If you leave this field blank, Aisera falls back to a system-level default server.

Configure this when your organization uses a specific SMTP relay or mail server other than Gmail, for example to enforce corporate email policies, use a domain-matched sender address, or route through an internal mail relay.

Configure all fields in the SMTP group consistently for email delivery to succeed. If your SMTP server is behind a firewall, configure SMTP Server available outside firewall accordingly.

Port

Type	Integer
Default	587

The port number the Aisera Platform uses to connect to your SMTP server for outbound email delivery. Port 587 is the standard for STARTTLS-secured connections and pairs with StartTLS Enabled, which is also on by default. Change this only when your SMTP server listens on a non-standard port or your network requires a specific port.

Port 587 is for the primary SMTP connection. If you use Secure Sockets Layer (SSL)-only delivery, configure the port through SSL SMTP Port alongside enabling SSL On Connect rather than changing this field.

Email From(email address)

Type	Text field
Default	[e-mail]

The email address that appears in the From field of all outbound system emails sent by Aisera, including notifications, approval requests, and workflow messages. If you leave this field blank, the Aisera Platform falls back to the SMTP username as the sender address.

Set this to a recognizable, domain-appropriate address so recipients can identify Aisera emails, for example [e-mail]. This setting matters most when your SMTP username is a service account address that would look unfamiliar to recipients.

Your SMTP server must authorize this address to send email. If your mail server enforces Sender Policy Framework (SPF) or DomainKeys Identified Mail (DKIM), use an address in an approved domain.

See also: Email From(Name)

Email From(Name)

Type	Text field
Default	Aisera Admin

The display name shown alongside the sender address in the From field of outbound system emails. Recipients see this name paired with the sender address, for example Aisera Admin <[e-mail]>.

Change this to match your organization's branding or the identity you want associated with Aisera emails, such as IT Helpdesk or Acme ServiceDesk. This matters most for approval requests and notifications where recipients need to immediately recognize the sender.

See also: Email From(email address)

User Name

Type	Text field
Default	[e-mail]

The username Aisera uses to authenticate with your SMTP server when sending outbound emails, paired with User Pass(base64 encoded). If you leave Email From(email address) blank, Aisera also uses this value as the sender address on outgoing emails.

Set this to the account credential your SMTP server requires, typically the full email address of the sending account. The default value is a placeholder; replace it before deploying to production.

See also: User Pass(base64 encoded)

User Pass(base64 encoded)

Type	Password field
Default	Not configured

The password Aisera uses to authenticate with your SMTP server, entered as a base64-encoded string. Aisera decodes this value at runtime and passes it as the authentication credential alongside User Name. If you leave this field blank, Aisera falls back to a system-level SMTP password configured at the application layer.

You must enter the base64-encoded form of your password, not the plaintext password. Entering plaintext will cause authentication to fail.

To encode your password:

• Linux/macOS: echo -n 'yourpassword' | base64

• Windows PowerShell: [Convert]::ToBase64String([Text.Encoding]::UTF8.GetBytes('yourpassword'))

See also: User Name

StartTLS Enabled

Type	Checkbox
Default	Enabled

Controls whether Aisera upgrades the SMTP connection to Transport Layer Security (TLS) encryption using the STARTTLS protocol before sending credentials or email content. When enabled, Aisera opens a plaintext connection on the configured port and negotiates an encrypted channel before transmitting any data. This is the standard mechanism for port 587.

Leave this enabled for most configurations. Disable it only when your SMTP server does not support STARTTLS, for example when using implicit SSL on port 465, in which case enable SSL On Connect instead.

StartTLS Enabled and SSL On Connect represent two different encryption approaches. Enabling both simultaneously is not a standard configuration and may cause connection failures.

See also: SSL On Connect

SSL On Connect

Type	Checkbox
Default	Enabled

Controls whether Aisera establishes the SMTP connection using implicit SSL from the start, rather than upgrading mid-session. When enabled, Aisera opens the connection over SSL immediately on the port configured in SSL SMTP Port, which defaults to 465.

Enable this when your SMTP server requires implicit SSL. Disable it when your server uses STARTTLS on port 587 instead, and enable StartTLS Enabled in its place.

SSL On Connect and StartTLS Enabled are mutually exclusive encryption strategies. Enabling both simultaneously is not a standard configuration and may cause connection failures.

See also: StartTLS Enabled

SSL SMTP Port

Type	Text field
Default	465
Requires	SSL On Connect

The port number Aisera uses when connecting to your SMTP server with implicit SSL. When SSL On Connect is enabled, Aisera uses this port instead of the value in Port. Port 465 is the standard for implicit SSL and is correct for most configurations.

Change this only if your SMTP server uses implicit SSL on a non-standard port. This field has no effect when SSL On Connect is disabled.

See also: Port

SMTP Server available outside firewall

Type	Checkbox
Default	Enabled

Tells Aisera whether your SMTP server is reachable from the public internet, which determines how Aisera routes outbound emails. When enabled, Aisera connects directly to your SMTP server. When disabled, Aisera routes email delivery through a remote action executor deployed inside your network, which makes the SMTP connection on Aisera's behalf.

Disable this when your SMTP server is behind a corporate firewall and cannot accept inbound connections from outside your network, such as an on-premises mail relay or internal Exchange server. Leave it enabled when using a cloud-based provider such as Gmail, SendGrid, or Microsoft 365.

Disabling this requires the SendEmailAction remote action executor deployed and reachable within your network. If the executor cannot be resolved, email delivery will fail silently.

This setting does not affect emails sent through the internal MailClient path, which always connects directly regardless of this setting.