> ## Documentation Index > Fetch the complete documentation index at: https://ai-kb.automationanywhere.com/llms.txt > Use this file to discover all available pages before exploring further. # Email Configuration (SMTP) > Manage multiple SMTP providers, set a platform default, and assign senders per team Super Admins can maintain **more than one SMTP sender**, mark one as the **platform default**, and optionally **override that default per team**. Platform email (including on-premises password reset) uses the resolved configuration for the team context when one applies. This is separate from the **SMTP toolkit** on agents/workflows (those credentials live on the toolkit). Email Configuration is the **platform mail path** for system messages such as invites, notifications, and password reset. ## Prerequisites * You are a **Super Admin** (Email Configuration is Super Admin–only; see [RBAC](/super-admin/sa-rbac)). * Your mail provider allows SMTP from the EKB host (firewall / IP allowlists as needed). * You know the provider’s **host**, **port**, and whether it expects **TLS** (STARTTLS) or **SSL** (implicit TLS). * For on-premises password reset and system mail, at least one healthy configuration should be marked **Default**. ## Where to find it Open **Super Admin → Email Configuration**. Two sub-tabs: | Tab | Purpose | | ----------------- | --------------------------------------------------------------- | | **SMTP Settings** | Create, edit, test, deactivate, and set the default SMTP config | | **Templates** | Edit the HTML/subject of platform email templates | The SMTP Settings layout is a **list of configurations** on the left and a **detail form** on the right. Badges show **Default** and **Active** when applicable. Use **New SMTP** to start a blank form. ## Field reference Required to save: **Name**, **Host**, and **Sender email**. | Field | Required | Description | | ------------------------ | ------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | Yes | Display label in the list and in the team SMTP picker (for example `Transactional Email` or `EU relay`). | | **Host** | Yes | SMTP server hostname (for example `smtp.example.com`). | | **Port** | No (defaults to `587`) | Common values: `587` with TLS, `465` with SSL, sometimes `25` or `2525` for relays. | | **Username** | No | Login user for authenticated SMTP. Leave blank for unauthenticated relays. | | **Password** | No | SMTP password or app password. Leave blank when editing to keep the stored password. | | **Clear saved password** | — | Appears on existing configs when no new password is typed. Clears the stored secret on the next save. Use **Undo clear** to cancel. | | **Sender email** | Yes | From address used for platform mail. | | **Sender name** | No (defaults to `System`) | Display name shown next to the From address. | | **TLS** | — | STARTTLS after connect. Typical with port `587`. Do not enable TLS and SSL together unless your provider requires a specific combination. | | **SSL** | — | Implicit SSL/TLS from the first connection. Typical with port `465`. | Passwords are stored encrypted when platform email encryption is configured. ### Common provider patterns | Provider pattern | Host (example) | Port | Security | | --------------------------------------- | ----------------------------------------------- | ------------ | ------------------------------- | | Gmail / Google Workspace (app password) | `smtp.gmail.com` | `587` | TLS on | | Microsoft 365 / Outlook | `smtp.office365.com` or `smtp-mail.outlook.com` | `587` | TLS on | | Corporate relay (internal) | Your relay hostname | `25` / `587` | Often TLS; auth may be optional | Always follow your provider’s current documentation for host, port, and authentication. ## Add or edit a configuration 1. Go to **Super Admin → Email Configuration → SMTP Settings**. 2. Click **New SMTP**, or select an existing config from the list. 3. Fill in the fields in the [field reference](#field-reference). 4. Click **Save**. Success confirms the configuration is stored. 5. Prefer **Send test email** before marking a new config as default or assigning it to teams. ### Send a test email 1. Select a **saved** configuration (not an unsaved new form). 2. Open the test-email action and enter a recipient address you can check. 3. Confirm the message arrives from the expected **Sender email** / **Sender name**. If the test fails, the UI shows the error detail from the SMTP attempt (auth failure, connection refused, TLS mismatch, and similar). Fix host/port/security/credentials and test again. ## Platform default Exactly **one active** configuration can be the platform default. 1. Select the config you want as default. 2. Choose **Make default** and confirm. Teams without an SMTP override use this default. Changing the default updates mail for every team still set to **Platform default**. ## Assign SMTP per team 1. Open **Super Admin → Teams** → select the team → **Settings** → **Edit Settings**. 2. Under **SMTP Configuration**, choose: * **Platform default (currently \)** — inherit the current default and follow future default changes, or * A **specific named configuration** — pin that team to that sender even if the platform default changes. 3. Save team settings. ### Resolution order 1. If the team has a pinned `smtp_config_id` and that config is still active → use it. 2. Otherwise → use the platform default. 3. If a pinned config is missing or deactivated → **fall back to the platform default**. Team list views may show the effective sender email next to the SMTP label when an override is set. ## Deactivate a configuration Deactivating soft-deactivates the config (it leaves the active list; it is not a hard purge of history). * Prefer switching teams and the platform default **before** deactivating a sender that is still in use. * Keep at least one healthy **Default** when you rely on platform email. ## Email templates On the **Templates** tab you can edit platform email templates (subject and body). Preview and reset-to-default actions are available per template where supported. Templates render through the SMTP path resolved for the relevant team (or the platform default). ## Password reset (on-premises) Password reset emails are sent through the **configured SMTP path**, with reset links routed through the backend so they work correctly in on-premises deployments. If SMTP is missing or misconfigured, reset mail fails (callers may see a service-unavailable style error). Configure and test SMTP before relying on self-service reset in on-prem. ## Typical setups | Setup | Approach | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------- | | Single corporate relay | One config, mark it **Default**; leave all teams on platform default | | Shared vs tenant senders | Default for most teams; override high-touch tenants to their own SMTP | | Migrate providers | Add the new config → **test** → switch **Default** → remove per-team overrides that still point at the old host → deactivate the old config | ## Troubleshooting | Symptom | What to check | | --------------------------------------------- | ------------------------------------------------------------------------------------------------------------------- | | Test email fails | Host/port reachable from the EKB backend; TLS vs SSL; username/password; provider app-password / IP allowlist | | Team still sends from the wrong address | Team **SMTP Configuration** override vs platform default; whether the intended config is **Active** and **Default** | | Password reset mail never arrives (on-prem) | Platform default SMTP exists and passes a test; spam folders; sender domain SPF/DKIM at the provider | | Cannot clear password | Use **Clear saved password**, then **Save** | | SMTP toolkit works but platform mail does not | Expected — toolkit credentials are separate from **Email Configuration** | ## Related * [Teams](/super-admin/sa-teams) — team settings, including SMTP override * [RBAC](/super-admin/sa-rbac) — Email Configuration is Super Admin–only * [Workflow failure notifications](/tools/workflow-failure-notification) — requires SMTP for the team (on-premises)