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Mail Management

Email notifications are a core feature of any workflow application they help streamline approvals, alert users to tasks, and ensure real-time communication. The Mail Management section allows you to configure and manage your email providers and templates in one place.

Role Management

Mail Providers​

You can connect external SMTP providers to control how emails are sent from Softyflow. This gives you flexibility over sender domains, delivery tracking, and compliance with your organization’s infrastructure.

To access it:

Go to Account → Settings → Email or navigate to /ide/mail-providers.

Create a Mail Provider​

To add a new provider, click the Create Mail button then click on Mail Provider and fill out the following details:

  • Name: Internal name to identify this provider
  • Host: SMTP server hostname or IP address
  • Port: Port used by the SMTP service (e.g. 587 for TLS)
  • User: SMTP login email or username
  • Password: Corresponding password or application-specific password
  • Secure: Enable if using TLS/SSL (recommended)
Role Management

You can set a provider as default by clicking the “D” button next to its name in the list.

Use Cases​

Once you've configured at least one mail provider, you can use it across your workflows and scripts to manage email communication effectively:

  • Send automatic workflow notifications: Whenever a task is assigned, escalated, or completed, email alerts can be triggered to inform the right users in real time.

  • Trigger custom email alerts: Use the 'sendEmail' action in scripts or process steps to send messages with dynamic content (e.g. approval summaries, error reports, confirmations).

  • Fallback to built-in provider: If no external provider is configured or set as default, Softyflow automatically uses its internal mail server to ensure continuity.

This ensures that your business processes stay responsive and that users never miss critical updates, even if an external mail service is unavailable.

Update a mail Provider​

Click on any provider in the list to open its configuration. Make your changes and click Update to save, or Cancel to discard.

Role Management

Delete a mail Provider

To remove a mail provider:

  1. Open Settings → Email
  1. Click the trash icon next to the provider you want to delete
  1. Confirm the action when prompted

⚠️ You cannot delete the provider currently set as default switch to another one first.

Mail Templates​

@oumaima-ka