Email Default Settings

Configure email default settings that are available to all users.

Plan Availability:

What are Email Default Settings?

The email default settings allows an Administrator to configure outbound email sending. Outbound emails are available in Requests via Actions By Email connectors, Send Email connectors, Tasks, and emailed user notifications.

Email default settings are default configuration options for a mailer driver to work within server mail apps.

ProcessMaker Platform provides mailer drivers for the following services:

• Amazon SES

• Google Gmail

• Mailgun

• Microsoft Office365

• Postmark

• Sendmail

• SMTP

View Email Server Default Settings

Permission

Your user account or group membership must have the "Settings: View Settings" permission to view email server default settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Follow these steps to view the email server default settings:

1. Ensure that you are logged on to ProcessMaker Platform.

2. Click the Admin option from the top menu. The Users page displays.

3. Click the Settings icon from the left sidebar to view all settings.
4. From the Settings panel on the left, expand the Email section.

5. Select Email Default Settings to view the following details:

   • Setting: The Setting column displays the name of the default email server settings.

   • Configuration: The Configuration column displays the setting value and how it is configured.

Email Default Settings

Search for an Email Server Setting

Follow the next steps to search for an email server setting:

1. In the Search setting, enter the Setting name to filter settings in that email server's configuration.

2. Click the Search icon or press enter to view email server settings display that match your entered text.

Edit an Email Server Setting

Click the Edit icon to change a setting. For more information on different mail server configurations, see Edit an Email Server Configuration.

Copy an Email Server Setting

Click the Copy to Clipboard icon to copy the value of a setting.

Clear an Email Server Setting

Click the Clear icon to clear the value of a setting.

Create a New Email Server Configuration

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit an email server's configuration unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Follow these steps to create or edit an email server configuration:

1. View your email server default settings. The Email Default Settings tab displays.

2. Click on the +Mail Server button at the top of the Email Default Settings panel. A new option displays below to the Email Default Settings option called Email Server N, where N is a number of the created email server.

3. Optionally, change the name of this email server's alias name. Follow these steps:

   1. Click the Edit icon for the Mailer Alias Name setting. The Mailer alias name screen displays.
   2. Change the name for this email server's alias, and then click on Save.

4. Optionally, change which mail driver this email server uses. Follow these steps:

   1. Click the Edit icon for the Mailer driver setting. The Mailer driver screen displays.
   2. Select one of the following options that represent supported mail drivers:

      • smtp: Click on the smtp option to use the SMTP mail driver.

      • sendmail: Click on the sendmail option to use the Sendmail mail driver.

      • mailgun: Click on the mailgun option to use the Mailgun mail driver.

      • postmark: Click on the postmark option to use the Postmark mail driver.

      • ses: Click on the ses option to use the Amazon SES mail driver.

   3. Click Save. Subsequent settings for that email server change based on the selected mail driver. Follow the instructions below for your selected mail driver

Edit an Email Server Configuration

Edit an email server based on the selected mail driver and the mail driver.

Amazon SES Mail

Amazon SES Mail Driver Settings

Simple Email Service (SES) is a cost-effective, flexible, and scalable email service that enables developers to send mail from any application. A widely used service in this category is Amazon Simple Email Service.

Configure Amazon SES Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

To configure an Amazon SES email server, the following information is needed:

• Amazon access key ID

• Amazon secret access key

• Amazon default region

To generate or locate your Amazon access key ID and secret access key, refer to Understanding and getting your AWS credentials. For details on Amazon regions, refer to Regions and Amazon SES.

Configure the following Amazon SES settings as necessary:

1. Create a new email server configuration. The settings for the new email server display. By default smtp is selected as the mailer driver.

2. Click the Edit icon for the Mailer driver setting. The Mailer driver screen displays.
3. Select the ses option, and then click Save. The settings for SES mailer driver display.

   
4. Click the Edit icon for the Amazon Access Key ID setting. The Amazon Access Key ID screen displays.

   
5. Enter your Amazon access key ID, and then click Save.

6. Click the Edit icon for the Amazon Secret Access Key setting. The Amazon Secret Access Key screen displays.

   
7. Enter your Amazon secret access key, and then click Save.

8. Click the Edit icon for the Amazon Default Region setting. The Amazon Default Region screen displays.

   
9. Enter your Amazon region, and then click Save.

10. Click the Edit icon for the Sender Email setting. The Sender Email screen displays.

    
11. Enter the email address that this server uses to send emails, and then click Save.

12. Click the Edit icon for the Sender Name setting. The Sender Name screen displays.

    
13. Enter the person or company name that sends the email, and then click Save.

14. Optionally, send a test email to ensure that the email server configuration functions correctly.

Example Amazon SES Mail Server Configuration

Consider the following example that stores all settings for an Amazon SES mail server configuration:

• Mailer driver: ses

• Amazon Access Key ID: AmazonExampleID

• Amazon Secret Access Key: ••••••••••••••••••

• Amazon Default Region : us-west-2

• Sender Email: [e-mail]

• Sender Name: LouisCaneras

Google Gmail

Google Gmail Driver Settings

Google Gmail is one of the most widely use email services in the world. Configure an email server to authenticate with Gmail Simple Mail Transfer Protocol (SMTP) from which to send emails.

Configure Gmail Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Refer to the following sections in this order to configure an email server for Gmail SMTP authentication:

1. Enable Gmail SMTP OAuth in email server settings.

2. Create Google credentials for the email server's OAuth client.

3. Authorize the Google account on the email server.

Enable Gmail SMTP OAuth in Email Server Settings

Follow these steps to enable SMTP authentication for the Gmail email server settings:

1. Create a new email server configuration. Email server settings display. The settings for the SMTP mailer driver display.

   
2. Click the SMTP Authentication Method setting. The SMTP Authentication Method screen displays.
3. Select the google option, and then click Save. The settings for the Gmail email server display. Until providing the Gmail client ID and Gmail client secret, the label Not Authorized displays in the SMTP Authentication Method setting.
4. Click the Edit icon for the Use Secure Connection setting. The Use secure connection screen displays.
5. Select the tls option if it is not currently selected. Click Save if you changed this setting.

6. Click the Edit icon for the Server Port setting. The Server Port screen displays.
7. Enter 587, and then click Save.

8. Click the Edit icon for the Server Host setting. The Server Host screen displays.
9. Enter smtp.gmail.com, and then click Save.

10. From the Gmail Redirect URI setting, copy the redirect URI for creating the Gmail SMTP OAuth integration. This redirect URI is automatically configured for this email server after selecting the SMTP Authentication Method setting. Google calls back to this URL after Google authenticates a valid Google app in ProcessMaker Platform.

11. Create Google credentials for the email server's OAuth client.

Create Google Credentials for the Email Server's OAuth Client

Follow these steps to create Google credentials for the Gmail email server's OAuth client:

1. Ensure that SMTP authentication is enabled for the Gmail email server.

2. Log on to Google Cloud Console.

3. From the Google Cloud menu, click APIs & Services, and then Credentials.

   The Credentials page displays.
4. Click +Create Credentials, and then select the OAuth client ID option.

   The Create OAuth client ID page displays.
5. Click the Application type drop-down menu, and then select the Web application option.
6. In the Name setting, enter a name for the credential. This name displays only in the Google Cloud console.

7. From the Authorized redirect URIs section, click the +Add URI button to allow requests from a Web browser.

   The URIs 1 setting displays to enter a valid URI from a Web server.

8. In the URIs 1 setting, enter the Gmail Redirect URI copied from your ProcessMaker Platform instance.

9. Click Create at the bottom of the page. Note that it may take between five (5) minutes to a few hours for Google Cloud to enable this OAuth client.

   The OAuth client created screen displays with the client ID and client secret for this Gmail SMTP OAuth integration with your ProcessMaker Platform instance.
10. From the Your Client ID setting, copy the client ID, and then save it for later configuration in the Gmail email server.

11. From the Your Client Secret setting, copy the client secret, and then save it for later configuration in the Gmail email server.

12. Click OK to close the OAuth client created screen.

13. Authorize the Google account on the email server.

Authorize the Google Account on the Email Server

Follow these steps to authorize the Google account for the Gmail SMTP OAuth integration:

1. Ensure the following:

   • An email server in ProcessMaker settings is configured for a Google Gmail SMTP OAuth integration.

   • Google credentials for the Gmail email server's OAuth client has been created and the client ID and client secret for that integration can be referenced.

2. In the ProcessMaker settings, access the email server configured for the Gmail SMTP OAuth integration.

3. Click the Edit icon for the Gmail Client ID setting. The Gmail Client ID screen displays.

   Enter the client ID copied from the Google Cloud OAuth client.

4. Click the Edit icon for the Gmail Client Secret setting. The Gmail Client Secret screen displays.

   Enter the client secret copied from the Google Cloud OAuth client.

5. Click the Authorize Account button at the top of the email server settings. The Sign in with Google screen displays.
6. Select the Google account with which to allow the Google OAuth client to access your Gmail email server.

7. Click the Allow button to grant authorization.

   If the Google SMTP OAuth integration is configured correctly on your email server settings, then the email server settings display again, and the SMTP Authentication Method setting indicates that Google authorized this email server to use the Google Cloud Web application.
8. Optionally, send a test email to ensure that the email server configuration functions correctly.

Mailgun Mailer

Mailgun Mailer Driver Settings

Mailgun is a transactional email service used by developers and information technology professionals to send, receive, and track emails using its powerful Application Program Interface (API).

Mailgun requires that your email server be registered with their service. Therefore, prior to configuring your email server to use Mailgun, ensure that have registered with their service and you have received the Mailgun domain name and secret for your email server.

Configure Mailgun Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

To configure a Mailgun email server, the following information is needed:

• Mailgun secret

• Mailgun domain

To generate or locate this information, refer to Where Can I Find My API Key and SMTP Credentials?

Configure the following Mailgun settings as necessary:

1. Create a new email server configuration. The settings for the new email server display. By default smtp is selected as the mailer driver.

2. Click the Edit icon for the Mailer driver setting. The Mailer driver screen displays.
3. Select the mailgun option, and then click Save. The settings for the Mailgun email server display.

4. Click the Edit icon for the Mailgun Domain setting. The Mailgun Domain screen displays.

   
5. Enter your Mailgun domain, and then click Save.

6. Click the Edit icon for the Mailgun Secret setting. The Mailgun Secret screen displays.

   
7. Enter your Mailgun secret, and then click Save.

8. Click the Edit icon for the Sender Email setting. The Sender Email screen displays.

   
9. Enter the email address that this server uses to send emails, and then click Save.

10. Click the Edit icon for the Sender Name setting. The Sender Name screen displays.

    
11. Enter the person or company name that sends the email, and then click Save.

12. Optionally, send a test email to ensure that the email server configuration functions correctly.

Example Mailgun Email Server Configuration

Consider the following example for a Mailgun mail server configuration:

• Mailer driver: mailgun

• Mailgun Domain: BigCompany.mailgun.org

• Mailgun Secret : •••••••••••••••••••••

• Sender Email: [e-mail]

• Sender Name: LouisCanera

Microsoft Office 365

Microsoft Office 365 Driver Settings

Microsoft Office 365 is one of the most widely use email services in the world. Configure an email server to authenticate with Office 365 Simple Mail Transfer Protocol (SMTP) from which to send emails.

Configure Office 365 Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Refer to the following sections in this order to configure an email server for Office 365 SMTP authentication:

1. Enable Office 365 SMTP OAuth in email server settings.

2. Enable SMTP Authentication in Microsoft 365.

3. Create an Azure Active Directory application.

4. Authorize the Azure Active Directory application on the email server.

Enable Office 365 SMTP OAuth in Email Server Settings

Follow these steps to enable SMTP authentication for the Office 365 email server settings:

1. Create a new email server configuration. Email server settings display. The settings for the SMTP mailer driver display.

   
2. Click the SMTP Authentication Method setting. The SMTP Authentication Method screen displays.
3. Select the office365 option, and then click Save. The settings for the Office 365 email server display. Until providing the Office 365 client ID and Office 365 client secret, the label Not Authorized displays in the SMTP Authentication Method setting.
4. Click the Edit icon for the Use Secure Connection setting. The Use secure connection screen displays.

   Select the tls option if it is not currently selected. Click Save if you changed this setting.

5. Click the Edit icon for the Server Port setting. The Server Port screen displays.
6. Enter 587, and then click Save.

7. Click the Edit icon for the Server Host setting. The Server Host screen displays.
8. Enter smtp.office365.com, and then click Save.

9. From the Office 365 Redirect URI setting, copy the redirect URI for creating the Office 365 SMTP OAuth integration. This redirect URI is automatically configured for this email server after selecting the SMTP Authentication Method setting. Microsoft calls back to this URL after Microsoft authenticates a valid Azure Active Directory (Azure AD) application in ProcessMaker.

10. Enable SMTP authentication for an email address in Microsoft 365 Admin Center.

Enable SMTP Authentication for an email address in Microsoft 365 Admin Center

SMTP authentication must be enabled in Microsoft 365 Admin Center so the Microsoft email address configured in the email server can send emails. Otherwise, Microsoft 365 will block requests to the SMTP server.

Follow these steps to enable SMTP authentication in Microsoft 365 Admin Center:

1. Ensure that SMTP authentication is enabled for the Office 365 email server.

2. Log on to Microsoft 365 Admin Center.

3. From the menu icon in the upper-left, select Users, then the Active users option.

   The list of active users in your Microsoft 365 account displays.

4. Select the active user from whom to send emails from the email server. Details about that user display in the right-side panel.
5. Select the Mail tab for within that user's information.

6. From the Email apps column, select the Manage email apps link.

   The Manage email apps screen displays.
7. Select the Authenticated SMTP option if it is not already selected. Click the Save changes button if you enabled this option.

8. Create a Microsoft Azure Active Directory application.

Create an Azure Active Directory Application

Follow these steps to create a Microsoft Azure Active Directory (Azure AD) application:

1. Ensure the following:

   • An email server in ProcessMaker settings is configured for Microsoft Office 365 OAuth integration.

   • The Microsoft email address with which to send emails from the email server is configured to use an authenticated SMTP email app.

2. Log on the Microsoft Azure Portal with the Microsoft email address configured on Microsoft Office 365 Admin Center.

3. Search for, and then select the App registrations service.

   The App registrations page displays.

4. Below the App registrations page title, click the +New registration button.

   The Register an application page displays.
5. In the Name setting, enter a name for this application. This is a required setting.

6. From the Supported account types setting, select which account type this application will support for your organization. If unsure, keep the default Accounts in this organizational directory only (FormShare only - Single tenant) option.

7. From the Redirect URI (optional) setting, do the following:

   1. From the Select a platform setting, select the Web option.
   2. To the right of the Select a platform setting, enter the Office 365 redirect URI copied from your ProcessMaker instance.

8. Click the Register button. The Azure platform creates the Azure AD application, and then displays information about the application.
9. From the Essentials section, click the Copy to Clipboard icon to copy beside the Application (Client) ID, and then save it for later configuration in the Office 365 email server.

10. From the Essentials section, click the Copy to Clipboard icon to copy beside the Directory (Tenant) ID, and then save it for later configuration in the Office 365 email server.

11. From the Manage left-side menu, select the Certificates & secrets option.

    The Certificates & secrets page for this Azure AD application displays.

12. Click the +New client secret button.

    The Add a client secret screen displays.
13. In the Description setting, enter a description for how this client secret will be used.

14. From the Expires setting, select at which date this client secret expires. After this date, a new client secret should be generated and updated in the PM4 instance 30 days before it is set to expire.

15. Click Add. A new client secret generates.

16. Click the Copy to Clipboard icon to copy the client secret value, in the middle column, and then save it for later configuration in the Office 365 email server. Ensure to copy this client secret before refreshing or leaving this page.
17. Authorize the Azure Active Directory application on the email server.

Authorize the Azure Active Directory Application on the Email Server

Follow these steps to authorize the Office 365 account for the Office 365 SMTP OAuth integration:

1. Ensure the following:

   • An email server in ProcessMaker settings is configured for Microsoft Office 365 SMTP OAuth integration.

   • The Microsoft email address with which to send emails from the email server is configured to use an authenticated SMTP email app.

   • An Azure Active Directory (Azure AD) application has been created with a validly dated client secret.

2. In the ProcessMaker settings, access the email server configured for the Office 365 SMTP OAuth integration.

3. Click the Edit icon for the Office 365 Tenant ID setting. The Office 365 Tenant ID screen displays.

   Enter the Office 365 tenant ID copied from the Azure AD application.

4. Click the Edit icon for the Office 365 Client ID setting. The Office 365 Client ID screen displays.

   Enter the Office 365 client ID copied from the Azure AD application.

5. Click the Edit icon for the Office 365 Client Secret setting. The Office 365 Client Secret screen displays.

   Enter the Office 365 client secret copied from the Azure AD application.

6. Click the Authorize Account button at the top of the email server settings. The Pick an account screen displays.
7. Select the email address configured to send emails from the email server.

8. Select the Consent on behalf of your organization checkbox if the Permissions requested screen displays, and then click the Accept button.
9. If the Office 365 SMTP OAuth integration is configured correctly on your email server settings, then the email server settings display again, and the SMTP Authentication Method setting indicates that Microsoft authorized this email server to use the Azure AD app.
10. Optionally, send a test email to ensure that the email server configuration functions correctly.

Postmark Mailer

Postmark Mailer Driver Settings

A Postmark is a fast and reliable application email service and trusted provider for application email needs. Follow Postmark to know more about the process of sending an email with an API.

Configure Postmark Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Postmark Token Required

To configure a Postmark email server, the Postmark token is required.

To generate or locate this information, see What are the Account and Server API Tokens, and SMTP Tokens?

Configure the following Postmark settings as necessary:

1. Create a new email server configuration. The settings for the new email server display. By default smtp is selected as the mailer driver.

2. Click the Edit icon for the Mailer driver setting. The Mailer driver screen displays.
3. Select the postmark option, and then click Save. The settings for the Postmark email server display.

   
4. Click the Edit icon for the Postmark token setting. The Postmark token screen displays.

   
5. Enter your Postmark token, and then click Save.

6. Click the Edit icon for the Sender Email setting. The Sender Email screen displays.

   
7. Enter the email address that this server uses to send emails, and then click Save.

8. Click the Edit icon for the Sender Name setting. The Sender Name screen displays.

   
9. Enter the person or company name that sends the email, and then click Save.

10. Optionally, send a test email to ensure that the email server configuration functions correctly.

Example Postmark Mail Server Configuration

Consider the following example that stores all settings for a Postmark mail server configuration:

• Mailer driver: postmark

• Postmark token : •••••••••••••••••••••

• Sender Email: [e-mail]

• Sender Name: LouisCanera

Sendmail Mailer

Sendmail Mailer Driver Settings

Sendmail is an open source software that uses the Simple Mail Transfer Protocol (SMTP) protocol to send emails. The Sendmail application must be installed on your server before you can use it as a mailer driver in ProcessMaker Platform. For more information on Sendmail, refer to Sendmail Open Source.

Configure Sendmail Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

The Sendmail application must be installed before making these configurations.

Configure the following Sendmail settings as necessary:

1. Create a new email server configuration. The settings for the new email server display. By default smtp is selected as the mailer driver.

2. Click the Edit icon for the Mailer driver setting. The Mailer driver screen displays.
3. Select the sendmail option, and then click Save. The settings for the Sendmail email server display.

   
4. Click the Edit icon for the Sender Email setting. The Sender Email screen displays.
5. Enter the email address that this server uses to send emails, and then click Save.

6. Click the Edit icon for the Sender Name setting. The Sender Name screen displays.
7. Enter the person or company name that sends the email, and then click Save.

8. Optionally, send a test email to ensure that the email server configuration functions correctly.

Example Sendmail Mail Server Configuration

Consider the following example for a Sendmail mailer server configuration:

• Mailer driver: sendmail

• Sender Email: [e-mail]

• Sender Name: LouisCanera

SMTP Mailer

SMTP Mailer Driver Settings

Simple Mail Transfer Protocol (SMTP) is an internet standard communication protocol for electronic email transmission. Configure the SMTP email server to use a secure or insecure connection.

Configure SMTP Mailer Driver Settings

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to edit email server settings unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Gmail Service Best Practice

If configuring SMTP with a Gmail service, as a best practice, configure the User Account setting with the same value as in the Sender Email setting.

To configure a Simple Mail Transfer Protocol (SMTP) mailer driver, the following information is needed:

• SMTP server host name

• SMTP server port

• SMTP account username and password

Configure the following SMTP settings as necessary:

1. Create a new email server configuration. The settings for the new email server display. By default smtp is selected as the mailer driver and the settings for the SMTP email server display.

   
2. Click the Edit icon for the Sender Email setting. The Sender Email screen displays.

   
3. Enter the email address that this server uses to send emails, and then click Save.

4. Click the Edit icon for the Sender Name setting. The Sender Name screen displays.

   
5. Enter the person or company name that sends the email, and then click Save.

6. Click the Edit icon for the Server Host setting. The Server Host screen displays.

   
7. Enter the host SMTP application or service, and then click Save.

8. Click the Edit icon for the Server Port setting. The Server Port screen displays.
9. Enter the port number that this email server uses, and then click Save.

10. Click the Edit icon for the Use secure connection setting. The Use secure connection screen displays.
11. Select one of the following connection protocols options that this SMTP email server uses to send and receive emails:

    • no: Use no secure connection.

    • tls: Use Transport Layer Security (TLS). This is the default option.

    • ssl: Use Secure Sockets Layer (SSL) protocol.

12. Click the Edit icon for for the User Account setting. The User Account screen displays.
13. Enter an active user account the SMTP email server uses, and then click Save.

14. Click the Edit icon for the User Password setting. The User Password screen displays.
15. Enter the password corresponding with the user account that this SMTP email server uses. The password is masked by default. Optionally, click the View Password iconto view the entered password; thereafter, click the Hide Password iconto hide the entered password.
16. Click Save.

17. Optionally, send a test email to ensure that the email server configuration functions correctly.

Example SMTP Mail Server Configuration

Consider the following example for an SMTP mail server configuration:

• Mailer driver: smtp

• Sender Email: [e-mail]

• Sender Name: LouisCanera

• Server Host: smtp.mailtrap.io

• Server Port: 25

• Use secure connection: tls

• User Account: c5ad636d522571

• User Password : •••••••••••••••••••••

Send a Test Email Using an Email Server Configuration

Send a test email using an email server configuration to ensure that your email server configuration sends emails correctly.

Permissions

Your user account or group membership must have the "Settings: Update Settings" permission to delete an email server unless your user account has the Make this user a Super Admin setting selected.

See the Settings permissions or ask your Administrator for assistance.

Follow these steps to send a test email using an email server configuration:

1. View your Email Default Settings. The LDAP tab displays.

2. Locate the custom email server setting's tab if not testing the default email server settings.

3. Click the Send Test Email button. The Testing Email Server screen displays.
4. In the Recipient's email address setting, enter the valid email address to send the test email. This is a required setting.

5. Click Test. Any errors that occur display below the Recipient's email address setting. If no errors display, review the Inbox for the email address to which the test email was sent.