Estimated reading time: 5 minutes
Only customers in Pipefy's Enterprise plan can send emails with a custom address via SMTP. Only customers with Administrator level are allowed to access custom email configurations.
By default, Pipefy sends all your emails on the platform with a randomly created email address. This address is automatically created on all pipes, and you can enable it to use Pipefy's email features.
It’s possible to use the email messaging directly on the cards without enabling the pipe email, but we recommend that you use the Shared Inbox feature. This way, you view and centralize your emails with greater efficiency and control.
Enterprise plan customers can send emails through a customized email address and not just the random address of the pipe. This is what we call SMTP configuration.
If your current plan is not Enterprise and you want to upgrade it to access this feature, contact our support team via our chat. With SMTP configuration, you can add multiple email addresses to your company and choose which address you want to send emails from.
Attention: Pipefy is not able to receive emails through your custom email address. Any emails sent through the email messaging feature will be sent via a Pipefy email address in the "Reply to", so we can collect the response and add it to the card.
Emails sent manually display the sender as a mail.pipefy.com:
After customizing an email address and SMTP servers, you'll be able to change the email to your custom email address.
Any replies will still be sent to the Pipefy card address, ensuring the recipient recognizes your email while at the same time enabling Pipefy to collect the responses and add them to the card.
How to enable custom emails addresses
To allow Pipefy to send emails from your email address, we need to know which emails you want to set up and which are the SMTP server details for each one.
1. Access your Account Preferences by clicking on your profile picture. Once inside, click on Email Settings.
2. Click on Custom Email.
3. Then, select Add new email to set up a custom address.
4. Then, add information related to the email address and where you want this address to be applied:
Sender's name: inform what name you want to be displayed as the sender. If you don't provide any name, Pipefy uses the username and the company name as default.
Email address: determine which email address(es) will be used to send the emails and display them as Sender.
5. Then, provide your SMTP server details. If this is the first email that you are adding, it becomes the default SMTP server for the company. If needed, later on, you can specify a new SMTP server for each email address.
To enable using your own SMTP server, input the following SMTP server details:
To ensure that emails can be sent from Pipefy to your SMTP server, you must open the right ports and allow inbound connections from our IP addresses. Please, ask our Support team via the in-app chat to get the list of our IPs to allow connections to your server. Your SMTP server needs to match those requirements:
It must support LOGIN authentication.
It must support TLS 1.0 or higher.
6. Now that you have configured the email address and SMTP server, you can use a custom email address in email templates, emails in cards and in the Shared Inbox.