SMTP Connection
Overview
The SMTP connection allows IB-X Agents to connect to mail servers for sending emails from workflows.
Use this connection with workflow activities that need to send email through the Simple Mail Transfer Protocol (SMTP).
Typical operations include:
- Sending emails
- Sending task notifications
- Sending alerts
- Sending workflow-generated messages
The connection requires the SMTP server details and credentials of the email account that IB-X should use for sending emails.
Prerequisites
Before creating an SMTP connection:
- Ensure that SMTP access is enabled for the configured email account.
- Obtain the SMTP host and port information from your email provider or administrator.
- Obtain the credentials for the email account that IB-X should use.
- Ensure that the configured account is permitted to send email.
- Ensure that the SMTP server is accessible from the IB-X environment.
Some email providers may require additional configuration before external applications can send email through SMTP.
Connection Properties
Configure the following properties when creating an SMTP connection.
| Property | Description |
|---|---|
| Name | Unique name used to identify the SMTP connection in IB-X. |
| Description | Optional description of the connection and its intended usage. |
| Host | Host name or address of the SMTP mail server. |
| Port | Port used to connect to the SMTP server. The default value is 587. |
| Email Address | Email address of the account used to authenticate with the SMTP server and send emails. |
| Password | Password used to authenticate with the configured email account. |
| Require SSL | Specifies whether the connection to the SMTP server must use a secure SSL/TLS connection. |
| Allow Untrusted Certificate | Specifies whether IB-X should allow a server certificate that cannot be validated as trusted. |
| Display Name | Optional display name associated with the sender email address. |
Host
Specify the host name or address of the SMTP server.
The value depends on the email service or mail server used by your organization.
For example:
smtp.example.com
Contact your email administrator or provider if you do not know the appropriate SMTP server address.
Port
Specify the port used to connect to the SMTP server.
The default value is:
587
Port 587 is commonly used for authenticated SMTP message submission with a secure connection.
If your mail server uses a different port, specify the port provided by your email administrator or service provider.
Email Address
Specify the email address of the account that IB-X should use to authenticate with the SMTP server and send emails.
For example:
notifications@example.com
The email address must correspond to the credentials provided for the connection.
Password
Specify the password used to authenticate with the configured SMTP server.
The required password or authentication credential depends on the configuration and security requirements of the target email provider.
The Password is a sensitive credential.
Protect the password from unauthorized access and manage it according to your organization's credential-management and security policies.
Require SSL
Enable Require SSL to require a secure connection when communicating with the SMTP server.
This option is enabled by default.
The configured SMTP server and port must support the secure connection required by this setting.
The default port 587 is commonly used for secure SMTP message submission. If your SMTP provider requires a different port or security configuration, use the settings provided by your email administrator or service provider.
Allow Untrusted Certificate
Enable Allow Untrusted Certificate to allow IB-X to connect when the SMTP server presents a certificate that cannot be validated as trusted.
This option may be useful in controlled environments that use self-signed or internally issued certificates.
Enabling Allow Untrusted Certificate reduces certificate validation protection and should be used only when required and when the SMTP server is trusted by your organization.
For production environments, use a valid certificate issued by a trusted certificate authority whenever possible.
Display Name
Specify an optional display name to associate with the sender email address.
The display name identifies the sender to recipients in a more readable form.
For example:
IB-X Notifications
Depending on the email client, a recipient may see the sender as:
IB-X Notifications <notifications@example.com>
If a display name is not required, leave this property empty.
Testing the Connection
After providing the required SMTP connection properties, click Test Connection to verify that IB-X can connect to and authenticate with the configured SMTP server.
Connection or authentication issues can result from:
- An incorrect Host
- An incorrect Port
- An invalid Email Address or Password
- SMTP access not being enabled for the account
- SSL/TLS configuration problems
- Certificate validation failures
- Network connectivity problems
- Email-sending restrictions configured by the mail provider
A successful connection test confirms that IB-X can connect and authenticate using the supplied configuration. Individual email operations can still depend on the permissions and sending policies associated with the configured account or mail server.
Used By
The SMTP connection can be used by IB-X workflow activities that send email.
Depending on the workflow activity, operations can include:
- Sending emails
- Sending workflow notifications
- Sending alerts
- Sending automated messages
The available operations depend on the workflow activity and permissions available to the configured email account.
Security Considerations
When configuring an SMTP connection:
- Enable Require SSL to secure communication with the SMTP server.
- Use credentials with only the permissions required by the Agent.
- Protect the account Password from unauthorized access.
- Avoid enabling Allow Untrusted Certificate unless required for a trusted internal environment.
- Restrict access to connection management based on organizational requirements.
- Rotate credentials according to your organization's security policies.
- Ensure that access to the SMTP server follows your organization's network and security policies.
For information about creating, editing, testing, cloning, deleting, and auditing connections, see Connections.