Configure SMTP Settings in Clappia

SMTP settings allow you to control how emails triggered from your Clappia workflows are sent. By default, all such emails are sent from noreply@clappia.com or noreply@getclappia.com using Clappia’s own SMTP server. The sender address used depends on the Workplace. However, if you want these workflow emails to appear as though they are sent directly from your company’s email account, you can configure your own SMTP settings.

This ensures that automated notifications, approvals, or other workflow-related emails carry your organization’s domain, making them more recognisable and professional for recipients.

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To configure SMTP settings in Clappia, navigate to Workpalce Settings on the left panel of the dashboard. Head over to Preferences tab and select SMTP. On the right panel, enable the option 'Configure SMTP server.

‍Authentication Type for SMTP Configuration

Password

Specify the SMTP hostname (e.g. smtp.gmail.com), port (e.g. 465), SMTP username (e.g. name@companyname.com) and password.

Note: If you are configuring SMTP for a Google account using the Password option, there may be cases where the connection might not work or may stop working in the future, as Google is gradually discouraging such authentications. In such cases, it is recommended to use the Google OAuth2 option for reliable integration. For non-Google accounts, using the Password option should work without issues.

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Google OAuth2

If selected, you will need to connect your Google account.

• Click Connect with Google and select the desired Google account.
  
  
• Once connected, all emails triggered from Clappia apps will be sent using the connected account's email address (instead of Clappia's default sender address).
  
  
• If needed, you can Reconnect with Google at any time by clicking the button shown.

Note: When connecting your Google account, the pop-up window will request permissions. Make sure to select the option ‘Send email on your behalf’. Without this permission, the SMTP setup will not work correctly, and email workflows triggered from your Clappia apps will fail to send emails.

Additional notes for SMTP with Google Accounts

If you are trying to use your Google Account for configuring SMTP Settings, you might be getting errors like Invalid login: 535-5.7.8 Username and Password not accepted. This means that the Google Account doesn't allow using your raw password for sending emails. In this case, you need to generate a Custom App Password for your account. You can follow the steps below for this -

• Visit your Google Account and go to Security -> 2-Step Verification.
• If 2-Step verification is not turned ON, you need to turn in ON.
• At the bottom of the page, you will find an option App Passwords. Click on that option.
• Select Other (Custom Name) in the App Name.

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• Give a custom name and click on Generate.

• You will get an auto-generated password. Copy this password and paste it in the Workplace Settings of your Clappia Workplace.

From Email Option

If your Google account has multiple email addresses associated with it (such as alias addresses), a From Email dropdown will appear in the right panel. You can select which email address should be used as the sender for workflow emails.

The email ID you select here will be displayed as the sender when workflow emails (configured using the Send Email node) are delivered to recipients. This ensures that recipients see the correct email identity you want them to reply to.

If needed, you can Reconnect with Google at any time by clicking the button shown.

Note: When emails are sent using Google SMTP, the sender name shown to recipients is taken from the Google account that is connected to SMTP. This is the display name configured in the Google account profile, not a name set within Clappia.

If the connected Google account does not have a display name configured, or if the SMTP provider does not pass the display name, recipients may see only the sender’s email address without a name in the “From” field.

To control how the sender name appears in recipient inboxes, ensure that the Google account used for SMTP has the correct display name set. This name will be used consistently for all emails sent through that SMTP configuration.

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Microsoft OAuth2

If selected, you will need to connect your Microsoft account.

1. In the right panel, choose Authentication Type: Microsoft OAuth2.

2. Click Connect with Microsoft and sign in with your Microsoft account.
3. A permissions screen will appear. You must grant the following permissions for the integration to work correctly. Click Accept to confirm.

Once connected, all emails triggered from Clappia apps will be sent using the connected Microsoft account’s email address instead of Clappia's default sender address.

Microsoft SMTP Attachment Limit

When your workplace is configured to use Microsoft SMTP, there is an important size limit to keep in mind. Microsoft does not allow emails to be sent if the total email size exceeds 50 MB.

This total size is calculated by adding up everything included in the email such as the Subject, Email body, Attachments uploaded through the form, and PDFs.

If all of this together crosses the 50 MB limit, the email will not be sent by Microsoft.
In such cases:

• The email will fail silently from Microsoft’s side, and
• You will see an error message in the workflow logs

This limit is enforced by Microsoft and applies to all emails that Clappia sends through your Microsoft SMTP connection.

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Workplace-Level and App-Level SMTP Settings

Clappia allows you to configure SMTP settings at the Workplace level or for an individual app. The difference is that Workplace-level SMTP settings apply to all apps in the Workplace that send workflow emails, while app-level SMTP settings apply only to the specific app for which they are configured.

Workplace-Level SMTP Settings

When you configure SMTP through Workplace Settings, the connected email account is used to send workflow emails from apps across that Workplace, unless an individual app has its own SMTP settings configured.

For example, if you configure your company's email account through Workplace Settings, workflow emails sent from your apps will use that account by default. You do not need to configure the same SMTP settings separately for every app.

App-Level SMTP Settings

If you want workflow emails from a particular app to be sent using a different email address, you can configure SMTP settings specifically for that app. When app-level SMTP is configured, it takes precedence over the Workplace-level SMTP settings for that app.

For example, suppose your Workplace SMTP settings are configured to send workflow emails from support@company.com. If you configure app-level SMTP for one app using sales@company.com, workflow emails from that app will be sent using sales@company.com. Other apps in the same Workplace will continue to use support@company.com, unless they have their own app-level SMTP settings configured.

This means you can use one email account for most apps in your Workplace and a different email account for specific apps when required. Configuring or changing SMTP settings for an individual app does not change the SMTP settings used by other apps.