SMTP Configuration Guide

Why Configure SMTP?

Custom SMTP configuration allows you to:

• Brand Control: Send emails from your own domain
• Reliability: Use your trusted email provider
• Compliance: Meet organizational email policies
• Monitoring: Track email delivery through your provider
• Customization: Use organization-specific email templates

Supported Email Providers

All email providers tha have SMTP are supported

Configuration in Taskflow AI

Organization SMTP Settings

1. Navigate to Organization Settings

   • Go to your organization dashboard
   • Click "Settings" in the sidebar
   • Select the "Email" tab

2. Enter SMTP Configuration

   SMTP Server: your.smtp.server.com
   Port: 587
   Security: STARTTLS
   Username: your-email@yourdomain.com
   Password: your-app-password
   

3. Test Configuration

   • Click "Test Configuration" button
   • Send a test email to verify settings
   • Check spam folder if test email doesn't arrive

4. Save Settings

   • Click "Save SMTP Configuration"
   • Settings are encrypted and stored securely

Email Templates

Customize email templates for:

• Welcome Emails: New member invitations
• Task Notifications: Assignment and due date reminders
• Project Updates: Status changes and milestones
• Security Alerts: Login notifications and security events

Security Best Practices

Authentication

• ✅ Use App Passwords instead of main account passwords
• ✅ Enable 2FA on your email account
• ✅ Rotate credentials regularly
• ❌ Avoid sharing SMTP credentials

Network Security

• ✅ Use TLS/STARTTLS encryption
• ✅ Verify SSL certificates
• ✅ Use secure ports (587, 465)
• ❌ Avoid plain text connections (port 25)

Access Control

• ✅ Limit SMTP access to organization owners
• ✅ Monitor email logs for unusual activity
• ✅ Use dedicated email accounts for automated emails
• ❌ Don't use personal email accounts for organization emails

Troubleshooting

Common Issues

Authentication Failed

• Verify username and password
• Check if 2FA requires app password
• Ensure account isn't locked

Connection Timeout

• Verify SMTP server and port
• Check firewall settings
• Try different security methods (TLS vs SSL)

Emails Not Delivered

• Check spam/junk folders
• Verify sender domain reputation
• Review provider sending limits

Rate Limiting

• Check your email provider's sending limits
• Consider upgrading to a higher tier
• Implement email queuing for bulk sends

Testing SMTP Configuration

Use the built-in test feature:

1. Configuration Test

   • Tests connection to SMTP server
   • Verifies authentication
   • Checks TLS/SSL setup

2. Send Test Email

   • Sends actual test email
   • Verifies end-to-end delivery
   • Checks email formatting

Need Help?

If you encounter issues:

1. Check Provider Documentation: Each email provider has specific requirements
2. Contact Support: Use the support section in Taskflow AI settings
3. Community Forums: Join our community for help from other users
4. Email Provider Support: Contact your email provider's support team

Next Steps

After configuring SMTP:

• Configure notification settings in your organization settings
• Set up email preferences in user profiles
• Monitor email delivery in organization logs
• Review security settings in organization management