How to Configure Email
Overview
Etendo supports a multi-level SMTP configuration that allows email settings to be defined independently at three levels: Client, Organization, and User. This design allows a company to set a global SMTP server at the client level while letting specific organizations or users override it with their own credentials.
Prerequisites
- Client Administrator role to configure email at Client level.
- Organization Administrator role to configure email at Organization level.
- System Administrator role to configure email at User level.
How the Cascade Works
When Etendo sends an email (e.g. an invoice), it resolves the SMTP configuration using the following priority order:
- User level — if the sending user has an active Default email configuration, it is used.
- Organization level — if no user-level configuration is found, the organization's Default configuration is used.
- Client level — if no organization-level configuration is found, the client's Default configuration is used as the final fallback.
A configuration is considered usable only if it has both SMTP Server and SMTP Server Sender Address filled in. Configurations missing either of these fields are silently skipped and the cascade continues to the next level.
Warning
Skipping only applies to incomplete configurations (missing SMTP host or sender address). If a complete configuration is found but the credentials are incorrect or the server is unreachable, the send operation fails with an error — it does not fall back to the next level.
Field Reference
The same set of fields is available at Client, Organization, and User level.
| Field | Description |
|---|---|
| SMTP Server | Hostname or IP address of the SMTP server (e.g. smtp.gmail.com). |
| SMTP Port | Port used by the SMTP server (e.g. 465 for SSL, 587 for STARTTLS, or 25 for plain connections). |
| SMTP Connection Security | Transport security mode. Available options: None, STARTTLS, and SSL. Must match the server configuration. |
| SMTP Connection Timeout | Communication timeout in seconds. After this time, the email send process stops. |
| SMTP Authentication | Indicates whether the SMTP server requires authentication. If enabled, SMTP Server Account and SMTP Server Password become required. |
| SMTP Server Account | SMTP username used for authentication. Required when SMTP Authentication is enabled. |
| SMTP Server Password | Password for the SMTP account. Required when SMTP Authentication is enabled. |
| SMTP Server Sender Address | Email address that appears in the From header of outgoing emails. Required to send documents by email. |
| From Name | Optional display name shown alongside the sender address. |
| Reply-To Address | If set, replies are directed to this address instead of the sender address. |
Examples
Gmail
- SMTP Server:
smtp.gmail.com - SMTP Authentication:
Yes - SMTP Server Account: a valid Gmail account (e.g.
user@gmail.comoruser@yourdomainif using Google Workspace) - SMTP Server Password: the app password or token for the account
- SMTP Server Sender Address: same as the account address
- SMTP Connection Security:
SSL - SMTP Port:
465 - SMTP Connection Timeout:
600(10 minutes)
Warning
Gmail requires using an App Password (if 2FA is enabled) or OAuth2. Google removed support for "Less secure app access" in 2022, so plain username/password authentication is no longer supported.
Corporate Server (STARTTLS)
For most corporate or on-premise mail servers:
- SMTP Server:
mail.yourdomain.com - SMTP Authentication:
Yes - SMTP Server Account:
user@yourdomain.com - SMTP Server Password: the account password
- SMTP Server Sender Address:
user@yourdomain.com - SMTP Connection Security:
STARTTLS - SMTP Port:
587 - SMTP Connection Timeout:
600
This work is licensed under CC BY-SA 2.5 ES by Futit Services S.L.