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Outgoing Mail Connections
Unlike Jira, Email This Issue supports the use of multiple Outgoing Mail Connections. To access the list of Outgoing Mail Connections, go to the Administration configuration tab and choose Outgoing Mail Connections under the OUTGOING MAILS menu item.
Outgoing Mail Connections
The Outgoing Mail Connection list can be filtered by clicking on the Search button. After clicking, a free text field will be opened, in which the search term can be entered. The filter searches in the Name, Description, Host, and Username fields.
The 'Built-in evaluation SMTP' was deactivated from August 2023 onwards.
In case you were actively using this connection, please create a custom Outgoing Mail Connection as soon as possible, otherwise your emails won't be sent.
Already failed emails may be found in the error queue and can be re-sent after fixing the configuration.
Unfortunately - despite our strong discouragement - numerous customers were actively using this particular, somewhat unreliable connection type even in their production systems, which might have caused unexpected inconveniences. As a consequence, we decided to shut down this service forever.
If you are absolutely certain that you haven't configured the built-in SMTP server as the connection to be used anywhere, you are fine, there is nothing to do.
However, please take into account that the default connection might also result in the use of the built-in connection in a covert manner (during run-time connection resolution), if there wasn't any custom Outgoing Mail Connection in the system marked as default.
Consequently, if you haven't had any custom Outgoing Mail Connection at all or if you specified the connection to be the default one in any of your Advanced Email Configurations, then you may experience issues, when these connections might be effectively resolved to the built-in connection in any use case. If you have got such a setup, please revisit and adjust your configuration entities accordingly.
If you are uncertain or even pretty sure that any of the following statements is true for your situation, please consider taking our suggested actions below:
- you haven't yet configured any custom Outgoing Mail Connection at all (i.e. the built-in connection was the solitary connection in the system)
- you may have got some custom Outgoing Mail Connections, but there was no default connection specified (as you have removed the default one previously)
- regardless of your initial notion, the Outgoing Error Queue contains failed emails, where the error message (stack trace) refers to some issue with the built-in connection
- 1.Create a new (custom) Outgoing Mail Connection:
- 1.Add a new Outgoing Mail Connection.
- 2.Configure the connection properly, including testing its operability by sending a test email.
- 3.Make sure that the new connection is marked as the default connection (lozenge).
- 2.Review your existing Advanced Email Configurations:
- 1.Please make sure that the required connection is selected in the dropdown menu. If not, select the desired connection.
- 2.Save the configuration again, even if you haven't practically changed the selected value in the previous step. Note 1: During the first/next editing session, the dropdown will automatically be populated by the newly created connection (or probably by some randomly picked connection, if you've got any), instead of being empty. However, without explicitly re-saving the configuration, this "optical illusion" may not mean that the connection showed in the dropdown selector will be applied in fact. In other words, please, don't trust the dropdown state as long as the first overwriting (re-saving) of the configuration entity is not performed. Note 2: If you've configured the default connection to be used in any of the Advanced Email Configurations, now it will be resolved to the newly created custom connection (or the current default connection).
- 3.Double-check the Error Queue tab of the Outgoing Mail Queue (i.e. the Outgoing Error Queue):
- 1.If you can find any items that failed due to some issue with the built-in connection (look for references in the stack trace, like
The 'Built-in SMTP' was deactivated. Emails can be sent via custom connections only.), you may want to re-enqueue (resend) them manually. Now, those emails should be sent successfully.
- 2.If you still encounter any problems with sending out these emails or other, newly failed emails start to appear in the Outgoing Error Queue related to the deactivated built-in connection, please contact our Support Team.
Double-checking the Outgoing Mail Connection setting in an Advanced Email Configuration while editing it
One of the Outgoing Mail Connections can be marked as Default. Unless you define to use another Outgoing Mail Connection, the Default Outgoing Mail Connection is used for sending the emails.
Email This Issue supports login and OAuth authentication mechanisms for Outgoing Mail Connections. You can select it by selecting the correct protocol:
- SMTP: log in with username and password
- Google OAuth2: OAuth for Gmail/Gsuite
- Microsoft 365 SMTP (w/ OAuth2): OAuth for Microsoft account using smtp protocol
- Microsoft 365 Graph API (w/ OAuth2): OAuth for Microsoft account using Graph API
The content of the dialog changes based on the authentication method you select.
Plain Outgoing Mail Connection with optional SSL/STARTTLS encryption. If your Outgoing Mail Connection requires encryption and authentication, you can fill in the following fields.
OAuth authentication is currently supported for both Google and Microsoft 365 accounts.
If you want to use OAuth 2.0 authentication, select this option with the appropriate protocol.
For OAuth2-based Microsoft365 SMTP connections, the hostname "smtp.office365.com" is used by default, when connecting to the mail server. However, in certain scenarios, the use of a custom hostname might be required. In such cases, there is a possibility to override the default value by enabling the respective "Override default host setting" toggle and selecting the desired host from the "Host" dropdown appearing below.
The dropdown contains a pre-defined set of hostnames, which are globally available. If you have even more specific needs, please contact our support team.
Overriding hostname for an OAuth2-based Microsoft365 SMTP connection
- 1.Select the Client Credentials you created on the credentials page.
- 2.Enter the user name of the Outgoing Mail Connection you want to use.
- 3.Click on the "Authorize with Google" button to grant access to Email This Issue to send emails from your account.
- 4.In the dialog, select the account which belongs to the email address you use for login:Note: If you have multiple Google accounts select the one with the email that matches the username in the Outgoing Mail Connection dialog. Emails will be sent from that account.
Result: You can send emails in Email This Issue from Gsuite with OAuth Authentication.
Please note that starting from 2020 June 15, Less Secure Apps will not be supported in GSuite:
Authentication should be done using OAuth2
A shared mailbox is a mailbox that multiple users can use to read and send e-mail messages. You can read more about them here: https://docs.microsoft.com/en-us/exchange/collaboration/shared-mailboxes/shared-mailboxes
To use a shared mailbox you just have to enter the email address of the shared mailbox into the From Address field then proceed with the settings as if it was a normal mail account. For the username and password fields (or for the OAuth authorization) use the credentials of the account you want to log in with.
While adding or editing an Outgoing Mail Connection, test if the connection details are correct.
To check whether the Outgoing Mail Connection is capable of sending out emails to a certain email address, use the Send Test Email function. You can access the Send Test Email dialog by clicking the three dots next to an Outgoing Mail Connection.