Email > Set up custom SMTP sending
Configure custom SMTP in Tallyfy to send all workflow emails from your own domain - improving deliverability and branding while keeping email traffic within your security framework.
Email and SMTP
Tallyfy connects with email in several ways - custom SMTP, a Gmail add-on, automated notifications, interactive actions (coming soon), and personalized email sending (coming soon).
Your team already lives in email. These integrations bring Tallyfy’s workflow capabilities directly into the inbox.
Tallyfy lets you configure a custom SMTP server so all workflow notifications come from your own domain (e.g. yourcompany.com) instead of Tallyfy’s servers. You’ll need to provide SMTP host, port, username, password, and optionally a from address and from name.
- Branding - Emails come from your company domain, keeping your brand consistent.
- Deliverability - Uses your organization’s established email reputation.
- Compliance - Keeps email communication within your company’s controlled systems.
- Filtering - Works with your organization’s existing email rules and security policies.
(Setting up custom SMTP requires technical details from your IT team. See the Custom SMTP setup guide.)
The Tallyfy Gmail add-on lets you manage workflows without leaving Gmail.
- Start processes - Launch a process directly from an email.
- Email-to-task conversion - Turn an email into a trackable task with deadlines and assignments.
- Task management - View and complete your tasks right inside Gmail.
Tallyfy notifies you about task assignments, comments, and process updates - but you control the flow. Each person sets their own notification preferences (daily digest, instant, or off completely).
See Manage email notifications to customize your settings.
Imagine getting a Tallyfy notification about an approval task and hitting “Approve” right in the email - without opening the app. That’s what interactive email actions will enable. Microsoft Outlook calls them Actionable Messages, Gmail calls them Markup Actions. You’ll be able to approve tasks, add comments, and complete simple actions directly from your email client.
This upcoming feature will let individual users connect their personal email accounts (Gmail or Outlook) to send workflow emails from their own address. Unlike custom SMTP - which uses one centralized system email for the whole organization - this creates a one-to-one connection between each user and their email account.
When Sarah assigns you a task, you’d see it coming from sarah@yourcompany.com, not from notifications@yourcompany.com.
Connect Your Email is a planned Tallyfy feature that sends workflow emails from your personal Gmail or Outlook account for better deliverability and trust.
Use the Tallyfy Gmail Add-on to create tasks, start processes, and track progress directly from your Gmail inbox.
Integrations > Actions within emails
Tallyfy is exploring interactive email actions that would allow users to complete tasks directly within their email inbox using Microsoft Actionable Messages for Outlook and Gmail Markup Actions for Gmail without switching between applications.
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