Configuring SMTP Settings

ProcessPlan gives users the ability to configure SMTP settings for sending emails.

To configure SMTP settings for a user, do the following:

1. Log in to your account

2. Click Administration > Users > Users > Click the user you want to configure SMTP settings for

3. Scroll to the SMTP Settings section and enter your SMTP credentials

To set up your own, click your photo in the top right corner and select Preferences.

• User Name - The username for your email account

• Password - The password for your email account

• Host Name - The hostname for your SMTP server

• Port Number - The SMTP port you wish to use

• Enable SSL - Determine whether or not SSL will be enabled

• Send Test Email - Saves the settings, then sends a test message from this person’s mailbox to you

For the values to enter for Gmail and Microsoft 365, see SMTP Settings for Gmail and Microsoft 365.

An account with a Google or Microsoft integration doesn’t use these settings, except for the few emails that can’t use the integration, such as one sent while somebody responds to a task through a public link. Send Test Email still tests them, so it can pass even though that account’s other email doesn’t use them.

Which port to use

Your email provider will tell you which port to use. Almost all of them use one of two:

• 587 is the most common. The connection starts unencrypted and is upgraded to a secure one before your username and password are sent. Gmail and Microsoft 365 both use this port.

• 465 connects securely from the very first moment, with no upgrade step. Some providers and self-hosted mail servers prefer it.

Leave Enable SSL switched on for either one. With it on, ProcessPlan will not send your credentials over an unencrypted connection - if the server cannot offer a secure connection, the send fails rather than falling back to an insecure one.

If your provider offers both ports, either will work. Use whichever one they recommend.