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Set up custom SMTP sending

Custom SMTP Server Configuration

Want to use your own email server with Tallyfy? You’re in the right place. This guide walks you through setting up custom SMTP - from initial configuration to testing everything works properly.

Requirements

Before configuring custom SMTP in Tallyfy, ensure you have:

  • Administrator access to your Tallyfy organization
  • SMTP server details from your IT department or email service provider
  • Authentication credentials for your SMTP server
  • Verified that your email server allows third-party application connections
  • Confirmed your organization’s email security policies permit this integration

Benefits of custom SMTP

Here’s why organizations love using their own SMTP server with Tallyfy:

  • Improved deliverability - Emails from your domain get through. No more spam folder surprises.
  • Tracking - Access server logs for all outbound emails sent through Tallyfy
  • Consistent branding - Keep your company’s email reputation and formatting intact
  • Security compliance - Sensitive email traffic stays within your existing security framework
  • Existing configurations - Your SPF, DKIM, and DMARC records? They work perfectly here.
  • White-labeled communications - Every workflow email appears from your domain (not ours)

Required SMTP information

Gather these details before proceeding with configuration:

ParameterDescriptionExample
SMTP Server HostYour mail server addresssmtp.company.com
SMTP PortPort for mail submission587 (TLS) or 465 (SSL)
UsernameAccount for authenticationtallyfy@company.com
PasswordAuthentication credentialYour secure password
From EmailSender’s email addressworkflows@company.com
From NameDisplay name for senderCompany Workflows
Encryption MethodSecurity protocolTLS or SSL

Configuration steps

Ready to connect your SMTP server? Let’s do it:

  1. Sign in to Tallyfy with administrator credentials.

  2. Navigate to Settings > Organization Settings.

  3. Select the Email Configuration tab.

  4. Click the Custom SMTP option.

  5. Input your mail server address into the SMTP Server Host field.

  6. Enter the appropriate port number into the SMTP Port field.

  7. Provide the authentication username in the Username field.

  8. Enter the account password in the Password field.

  9. Specify the sender email address in the From Email field.

  10. Set the display name for outgoing emails in the From Name field.

  11. Select the appropriate Encryption Method from the dropdown (TLS or SSL).

    SMTP Configuration Screen

  12. Click the Test Connection button to verify settings.

  13. After successful testing, click Save Changes to implement.

Testing SMTP configuration

Smart move - test your settings before going live. These external tools help verify everything’s configured correctly:

Microsoft Remote Connectivity Analyzer

Microsoft’s official tool gives you the most thorough SMTP check:

  1. Visit the Outbound SMTP Email test
  2. Enter your SMTP server details and credentials
  3. Run the test to verify connectivity and authentication
  4. Review detailed results for any connectivity issues
Microsoft Outbound SMTP testing

Wormly SMTP Tester

Need something quick? Wormly’s tool takes 30 seconds:

  1. Navigate to Wormly’s SMTP server test
  2. Enter your server hostname and port
  3. Complete the test to verify basic connectivity
  4. Check for open ports and server responsiveness
Wormly SMTP server test

MXToolbox Diagnostic Tools

MXToolbox goes deeper - it checks your entire email infrastructure:

  1. Visit MXToolbox SuperTool or MXToolbox Diagnostics
  2. Enter your domain or server information
  3. Run various tests to check SMTP configuration, DNS records, and blacklist status
  4. Review detailed reports on email infrastructure health
MXToolbox diagnostics

GMass SMTP Tester

Worried about authentication? GMass specifically tests your credentials:

  1. Access the GMass SMTP test tool
  2. Enter your complete SMTP configuration including credentials
  3. Test the connection to verify authentication works correctly
  4. Confirm that message sending completes successfully
GMass SMTP credentials test

Verifying successful configuration

Configuration looks good? Time for the real test:

  1. Navigate to a process template in Tallyfy
  2. Launch a test process with yourself as an assignee
  3. Check that you receive the task notification email
  4. Verify the email appears from your configured address
  5. Examine email headers to confirm it was sent via your SMTP server

Troubleshooting SMTP issues

Common problems and solutions

IssuePossible CausesSolutions
Connection timeoutFirewall blocking trafficOpen outbound ports for SMTP traffic
Authentication failureIncorrect credentialsVerify username and password format
SSL/TLS errorsWrong encryption settingTry alternative encryption method
Rate limitingToo many connectionsIncrease server limits or optimize email volume
DNS resolution failureIncorrect server hostnameVerify the SMTP host address
Rejected messagesMalformed headersCheck “From” address matches authorized sender

Additional troubleshooting steps

Still having issues? Work through these checks:

1. Network connectivity
  • Your firewall must allow outbound connections from Tallyfy to your SMTP server
  • The SMTP port (587 or 465) needs to be open for outbound traffic
  • Test basic connectivity using telnet or similar tools
2. Authentication issues
  • Make sure the SMTP account has permission to send email
  • Check if your mail server accepts the authentication method you’re using
  • Multi-factor authentication can interfere - you might need an app password
3. Rate limits and volume
  • Your SMTP server’s rate limits need to handle Tallyfy’s email volume
  • High-volume senders should consider implementing sending queues
4. DNS and email security
  • Your SPF record must include your SMTP server’s IP address. Period.
  • DKIM and DMARC configurations need to be correct (if you use them)
  • The “From” address domain has to match the authenticated domain

Integrations > Email and SMTP

Tallyfy provides comprehensive email integration through custom SMTP configuration Gmail add-on functionality automated notification management and interactive email actions development to streamline workflow communication and task management directly within existing email platforms.

Org Settings > Organization branding

Tallyfy administrators can extensively customize the platform with their organization’s branding including logos colors and custom CSS while also configuring custom email sending through dedicated SMTP servers to maintain professional brand consistency across all user interactions and communications.

Support > Not receiving emails from Tallyfy

Email delivery issues in Tallyfy can be resolved by checking email addresses notification settings spam folders IT allowlisting domain restrictions quarantine systems email provider reliability server configurations and using direct guest task links as alternatives.

Compliance > Understanding BIMI compliance for Tallyfy emails

BIMI is an advanced email authentication protocol that enables Tallyfy to display verified brand logos in recipient inboxes through comprehensive security layers including SPF DKIM DMARC verification and cryptographic certificates to enhance trust prevent phishing attacks and provide visual confirmation of legitimate communications.