Setting up the mail server (SMTP)
Applies to: Workspace Admins on a server with one organization (otherwise the IT Admin) · Time: about 5 minutes
Overview
On your own server, Digital Workspace sends its emails through your company's mail server: invitations, password resets, notifications, alerts and e-signature requests. Until a mail server is set up, these emails can't be sent.
One exception: when someone has connected their own Gmail or Outlook inbox, emails sent on their behalf (for example e-signature requests, or a password Reset they send) come from that inbox. Invitations and Forgot password? emails always use the mail server.
Before you begin
Ask your IT Admin User for these details:
- the outgoing mail server name (for example mail.company.uz or smtp.office365.com) and its port
- the mailbox that sends the emails and its password (some internal relays don't need a sign-in)
- the sender address that the mail server allows (for example workspace@company.uz)
Steps
- Open Workspace settings → Mail server.
- Web address: the address people open, for example https://workspace.company.uz. Links in emails use it. If unsure, keep the address shown. After you turn on HTTPS, make sure it starts with https://.
- Mail server (SMTP): your company's outgoing mail server.
- Connection security and Port: choose STARTTLS (recommended, port 587), SSL/TLS (port 465), or None (internal relay only) for a relay inside your network (usually port 25). Choosing the security fills in the usual port.
- User name and Password: the mailbox that sends the emails. Leave the user name empty if the server doesn't require sign-in. The password is stored encrypted on the server.
- Sender name (for example your company name) and Sender address.
- Click Send test email. It goes to your own address with the values on the screen, before anything is saved. Check your inbox and the spam folder.
- When the test email arrives, click Save. New emails use these settings right away.
Tip
If the page says These values come from the server's settings file, the IT Admin User entered the mail server during installation. Saving here overrides those values.
How invitations work on your own server
- Invitations come from the sender address above, not from the inviting admin's personal mailbox. The invite form shows Invitations will be emailed from ….
- Admins don't need to connect a Gmail or Outlook inbox before inviting.
- If an email can't be sent, the invitation is still created: the result box shows the temporary password with a Copy button. Share it through a secure channel, or fix the mail server and use Reset on the person's row to send a new one.
Warning
Campaign emails to many people also go through this mail server. Check its sending limits, and ask your mail team for SPF and DKIM records for the sender's domain, or the emails may land in spam. See "Security and operations checklist".
Troubleshooting
| Symptom | Resolution |
|---|---|
| The test fails with a sign-in or authentication error | Check the user name and password. Some providers (for example Microsoft 365) need SMTP sign-in to be allowed for that mailbox, or an app password. |
| The test fails with a connection or timeout error | Check the server name, port and connection security. The server's firewall must allow outgoing connections to the mail server. |
| The test says it was sent, but nothing arrives | Check the spam folder. The mail server must allow sending from the sender address; ask your IT team to check its logs. |
| Links in emails open the wrong address | Correct the Web address and click Save. |
These articles are also in the Knowledge Base on your own server, after it is updated.