Adding your Email Server Settings to your account will allow you to use your Email Server to send the Notification and Confirmation Emails from your Formstack Forms. This is an excellent way to help ensure email receipt and customize the sending email address. This feature puts your email server in control of these emails and will be effective for all forms across your account.
SMTP configuration and troubleshooting is the responsibility of the organization enabling it. Formstack's Support team will have limited visibility and access to assist with set up and troubleshooting due to the nature of the email server being private to your organization.
Using this feature depends upon having access to SMTP settings for the server that sends your emails (outgoing). Many web-hosted email services prohibit their users from accessing SMTP settings and will not allow the use of this feature.
Configuring Email Settings
These settings are accessed by clicking the User Icon at the top-right corner of your screen when logged into an administrator user on your account. In the menu that drops down click on the 'SMTP Settings’ option to access the settings shown below:
To turn this feature on, you will need to fill out all fields in the SMTP Settings. This will require you to provide the ‘Email From’ Value, SMTP Host Address, SMTP Port Number, SMTP Username, and SMTP Password.
‘Email From’ Value
This is the email address that will be used to send the Notification/Confirmation Emails from your server. You may still add email addresses in each Form's Notification/Confirmation Email Settings that will be used as the "Reply-To" email address. All emails will be sent from the email address specified in this setting.
SMTP Host Address
This is the Address of your outgoing email (SMTP) server. You might need to contact your Email Server Administrator/Provider for this information.
Note: We require that you use an SSL/TLS enabled email server
SMTP Port Number
The Port Number ensures that your email makes it to the right server. Most SMTP servers with SSL/TLS enabled use port 465 as a default, but you will need to contact your Email Server Administrator/Provider to ensure that you have the correct Port Number.
Note: Unfortunately, we do not support sending over Port 25 since it's unsecured and does not support either SSL or TLS, which we highly recommend. If possible, we recommend using either Port 485 or 587 depending on your SMTP settings.
These are the credentials with which we will authenticate to your server and send these emails. They *may* be the same as the login for your POP/IMAP account that you'd like to use. This information will need to come from your Email Server Administrator/Provider to ensure accuracy. You may update the password right here if there are ever changes to the password.
We understand that some SMTP don't require a username or password. Some simply require the whitelisting of an IP Address to allow relaying. That IP Address is 220.127.116.11. Additionally, you may need to whitelist our domain: appmail.formstack.com.
With all of this information filled out you can toggle the switch at the top left of the SMTP Settings to enable this feature.
Please Note: These settings do not validate with your SMTP server and will allow you to turn this feature ‘on' even with incorrect information entered. If you enter incorrect information all emails from your Form will fail to send. Please check with your Email Server Administrator / Provider to get the correct information for each setting.
- If you are using Google Mail for your email and have 2-Step Verification set up on your account you will need to create an App Password in order to verify the account and complete the setup. For more details on this please review this help article from Google about setting up App Passwords
- If you are not using 2-Step Verification and you're still unable to set up your Gmail mail server, you may need to turn on End User Access as well as "Less Secure Apps" access. These settings are at the Admin level and at the User level. For more information, please check out this article from Google.
- If you are not receiving emails, please reach out to Support. Depending on the issue, we might receive an error message from your email server that we can check in our logs.
- If you are having trouble getting the emails to come through, it may help to whitelist our outgoing IP Address: 18.104.22.168 (Please Note: This IP Address is specific to having your Email Settings "Enabled", this will not help with email deliverability otherwise).