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Instructions on how to configure SMTP settings and input email details.

Host

• Check your email provider for documentation on the correct SMTP host.
• Gmail uses smtp.gmail.com.

Port

• Check your email provider for documentation on the correct SMTP port.
• Common ports are 587 (TLS) and 465 (SSL). Note that only TLS has been thoroughly tested, SSL is an outdated protocol.
• The encryption protocol is explicitly hardcoded as TLS to prevent sending unencrypted communications, it cannot be changed.
• Default value is 587.
• Gmail uses port 587.

Username

• Check your email provider for documentation on what to use as the SMTP username.
• Gmails uses the full email address, e.g example@gmail.com.

Password

• Check your email provider for documentation on what to use as the SMTP password.
• Gmail needs you to generate an app password from the account page to use in external applications, using your normal account password will not work!

Delay

• Some email providers block requests if too many emails are sent in a flash, this setting controls the spacing (in seconds) between each email sent, to protect against such rate limits. For safety reasons, there is a minium value attached to this setting.

Subject

• Used as the email title.
• Use ${VARIABLE_ID} for dynamic content. e.g Workshop Certificate - ${FIRST_NAME}.

From

• This input is optional if the SMTP Username has a @ since we will automatically build it, like so:
  • If the SMTP Username is [person@example.com] and the From header is empty then it automatically gets written by the program before sending.
  • If the SMTP Username is [myusername] and the From header is empty then the submit action fails because without a @ in the SMTP username this field is mandatory to be written manually by the user!
• Used to set the corresponding header in the email protocol.
• Even when the field is optional you can still fill it in manually if you need to overwrite our automatic string build.

Reply

• This field is optional, by default it uses the From header value.
• Use it to show an address other than the one that sent the email when the receiver wants to reply.
• Use ${VARIABLE_ID} for dynamic content. e.g ${REPLY_1},not-dynamic@example.com,${REPLY_2}.

CC

• This field is optional.
• Separate multiple emails with commas, e.g person1@example.com,person2@example.com.
• Use ${VARIABLE_ID} for dynamic content. e.g ${CC_1},not-dynamic@example.com,${CC_2}.

BCC

• This field is optional.
• Separate multiple emails with commas, e.g person1@example.com, person2@example.com.
• Use ${VARIABLE_ID} for dynamic content. e.g ${BCC_1},not-dynamic@example.com,${BCC_2}.

Body

• Pick a text or HTML file for your email body.
• To place a custom signature you will have to use HTML, e.g using an <img> tag that points to a URL hosting the image.
• Use ${VARIABLE_ID} for dynamic content. e.g Hello ${NAME}, your new balance is ${AMOUNT}.
• See here for an example. You can also find the example table used to fill these variables in the next section of this page.

Table

• Pick a table file to get dynamic content from, both CSV and modern spreadsheet files are accepted.
• The file picker that opens will only allow supported file types.
• Each row represents an email to be sent, the first row is used to get the column names and is therefore skipped/reserved.

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• The 1st column is always the address to send the email to and is required, you can still change it's name to whatever you want.

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• The 2nd column will always represent the array of files to attach to the email and can be left empty, you can also name it anything.
• You can attach multiple files by separating them with #, e.g file1.pdf#file2.pdf.
• Read the next item on this guide for more details on how files are loaded from paths using their name.

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• Every other column should be named and used for dynamic content.
• When writing dynamic content, the table file must have columns with the name of every variable used in any other field.
• You can leave columns empty in rows where you don't need that dynamic content.
• See here for an example.

Attachments

• Pick a directory to get attachments from.
• You must pick a directory even if you are not sending any files, the app can't tell if you want to send files before runtime.
• The app expects every attachment that is going to be used to be in that single directory
• Each file in the second column of the table is then loaded by joining the picked directory with the file name from the table.

Tips

Recommendations before sending emails:

• Test by sending to a small, controlled group.
• Double-check input fields for accuracy.
• Ensure all files referenced in the attachments directory exist.
• Monitor the log output for error messages, which will be highlighted in red.
• Remember that the first row of the given table is skipped and considered as the headers row!
• Refer to the examples in this folder if further guidance is needed.

Troubleshooting

Common issues and solutions.

Authentication failed

• Check the username/password used and read the guide section relating to these fields again.

Connection refused

• Verify SMTP host and port.