Outgoing Mail Server Settings
Role Required: SDAdmin
Configure your organization's mail server to send emails and trigger notifications through AssetExplorer. You can use email protocols (SMTP/SMTPS), Exchange Web Services (EWS), or Microsoft Graph to connect to the external server.
Configure Mail Server with Email Protocols
- Select SMTP/SMTPS as the Connection Protocol.
- Choose the Authentication Type.
- Use the following pointers to configure the mail server based on the authentication type:
Field Name | Basic Authentication | OAuth Authentication |
Server Name / IP Address | Specify the name or IP address of the server through which all emails must be sent. | |
Alternate Server Name / IP Address | Provide secondary server details, if available. AssetExplorer will use this server to send emails if the primary server is unavailable. Click here to learn more. | |
Sender Name | Specify the name to be displayed in emails sent from the application. | |
Reply to | Specify an email address to be mentioned as the From address in outgoing emails. | |
Username | - | Enter the username to access the mailbox. |
Protocol | Select the protocol to connect to the mailbox:
| |
TLS Enabled | Select whether Transport Layer Security (TLS) must be enabled. | |
Port | Specify the port number as per the selected protocol. | |
Requires Authentication | Provide the necessary login credentials to mandate authentication in the mail server for outgoing mails. | - |
Scope | - | Define the accessibility of the obtained OAuth tokens. For SMTP/SMTPS protocols running on port 587, scope will be auto-populated for the following mailbox: Gmail: https://mail.google.com Know more about default values populated as scope. |
Redirect URL | - | Use this URL to register AssetExplorer and obtain tokens from the authorization server. Ensure the application is accessed using the same host as the redirect URL for OAuth configurations to work. |
- After setting up the configuration, click Save.
Secondary Mail Server for Outgoing Mail
In case of connectivity issues with the primary mail server, a UI message will be displayed to inform the users, as shown in the screenshot.
When the primary server is unavailable, AssetExplorer will connect to an alternate server to send emails. To reconnect to the primary server, do one of the following:
- Restart the application services
- Reconfigure outgoing mail server settings
Configure Mail Server with Exchange Web Services
- Select Exchange Web Services (EWS) as the Connection Protocol.
- Choose the Authentication Type.
- Use the following pointers to configure the mail server based on the authentication type.
Field Name | Basic Authentication | OAuth Authentication |
Connect URL | Provide the EWS URL to connect to the server (For example, https://<host_name>/EWS/Exchange.asmx). | |
Username | Enter the username to access the mailbox. | |
Password | Enter the password of the mailbox. | - |
Sender Name | Specify the name to be displayed in the emails sent from the application. | |
Reply to | Specify an email address to be mentioned as the From address in outgoing emails. | |
Authorization Server Details (Client ID, Client Secret, Authorization URL, Token URL) | - | Obtain these details from the authorization server. |
Scope | - | Define the accessibility of the obtained OAuth tokens in the mailbox. For Office365 mailbox, scope will be auto-populated as: https://outlook.office365.com/EWS.AccessAsUser.All, offline_access |
Redirect URL | - | Use this URL to register AssetExplorer and obtain tokens from the authorization server. Ensure the application is accessed using the same host as the redirect URL for OAuth configurations to work. |
- After setting up the configuration, click Save.
Configure Mail Server with Microsoft Graph
- Select Microsoft Graph as the Connection Protocol.
- Microsoft Graph supports only OAuth authentication.
- Use the following pointers to configure the mail server:
Field Name | Explanation |
Graph Endpoint | The global graph endpoint will be pre-populated here. Modify the endpoint if your organization comes under a specific national cloud. Click here to view the list of graph endpoints that correspond to various national clouds. |
Reply to | Specify the email address for the From address in outgoing emails. |
Authorization Server Details (Client ID, Client Secret, Authorization URL, Token URL) | Obtain these details from the authorization server. Microsoft Graph supports Azure as the authorization server. |
Scope | Define the accessibility of the obtained OAuth tokens in the mailbox. For Microsoft Graph protocol, scope will be auto-populated as: Mail.ReadWrite,Mail.Send.Shared,offline_access Know more about default values populated as scope. |
Redirect URL | Use the URL to register AssetExplorer and obtain tokens from the authorization server. Ensure the application is accessed using the same host as the redirect URL for OAuth configurations to work. |
- After setting up the configurations, click Save.
Check Mail Server Connectivity
The outgoing mail server connectivity can be tested by sending a sample email from the mail server. Mention an email address and click Send a sample mail.
If the settings are configured right and the connection is successful, then a sample email will be sent to the mentioned email address. If not, an error message will be displayed on the screen.
To learn more about troubleshooting mail server errors, click here.
Limitations
Due to severe throttling policies of Microsoft Graph API, AssetExplorer has certain limitations when Microsoft Graph protocol is used for sending emails.
Microsoft has set service limits to only four concurrent API requests. Because AssetExplorer can send emails through multiple threads (user replies, forwards, system notifications, or custom triggers), there might be a delay while sending emails.
Troubleshoot Mail Server Settings
Troubleshoot and resolve minor setbacks related to mail server configurations, connectivity issues, and problems with ending emails.
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