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Tenant-Level SMTP Routing for Email Notifications

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Overview

The platform supports email notifications for workflow events such as stage assignments, reminders, password resets, and form submissions. These emails are typically sent using a centralized SMTP configuration.

To provide greater flexibility, tenant-level SMTP routing can be implemented. This allows each tenant to optionally send emails through their own SMTP infrastructure instead of the platform’s default email server.

When configured, emails generated by the platform will be routed through the tenant’s SMTP server, enabling organizations to manage their own email delivery policies, domain alignment, and internal routing.

Current Email Delivery Behavior

By default, the platform sends all system-generated emails through a centralized SMTP server. This means that all email notifications originate from the platform’s infrastructure, regardless of which tenant generated the email.

Tenant-specific email settings already allow administrators to configure items such as:

  • Email From address
  • Email Reply-To address
  • DKIM selector for signing emails

However, even when tenant-specific addresses are configured, the email delivery route remains the same because the SMTP server configuration is global.

Tenant-Level SMTP Routing

Tenant-level SMTP routing allows organizations to configure their own SMTP server for sending platform-generated emails.

When enabled:

  • Emails generated by the platform are sent through the tenant’s SMTP server.
  • Emails arrive from your own domain (e.g., notifications@yourcompany.com) instead of a platform address.
  • Email notifications can appear as internal communications within the tenant’s organization.

If tenant SMTP routing is not configured, the platform automatically falls back to the default global SMTP configuration.

Tenant SMTP Configuration Options

Tenant SMTP routing can be configured using the following settings:

Setting

Description

Tenant SMTP Host

The hostname of the SMTP server used for email delivery

Tenant SMTP Port

SMTP port number (commonly 587 or 465)

Use SSL

Enables implicit SSL for secure connections

Use STARTTLS

Enables STARTTLS encryption

SMTP Username

Username used for SMTP authentication

SMTP Password

Password used for SMTP authentication

Disable Platform DKIM

Allows DKIM signing to be handled by the tenant’s email infrastructure

These settings allow organizations to control how emails are sent while maintaining compatibility with existing platform notification features.

How Email Delivery Works with Tenant SMTP

When tenant SMTP routing is configured:

  1. A workflow or system process generates an email notification.
  2. The platform checks whether tenant-specific SMTP settings exist.
  3. If the tenant SMTP is configured, the email is sent through the tenant’s SMTP server.
  4. If no tenant SMTP settings are present, the system sends the email through the default global SMTP configuration.

This approach ensures compatibility with existing workflows while enabling organizations to use their own email infrastructure when required.

Email Address Configuration

Tenant administrators may configure the following email parameters:

Setting

Description

From Address

Email address used as the sender of notifications

Display Name

Optional sender display name

Reply-To Address

Address where recipients should send replies

These values determine how recipients see the email in their inbox.

 

Email Authentication and Signing

Email authentication may be handled in two ways:

Platform DKIM Signing

The platform can sign outgoing messages using DKIM if required.

Tenant DKIM Signing

If tenant SMTP routing is enabled, DKIM signing can be handled by the tenant’s mail infrastructure.

In this scenario, the tenant manages:

  • DKIM signing
  • SPF validation
  • DMARC compliance

 

Testing and Validation

After configuring tenant SMTP routing, administrators should validate email delivery using test workflows.

Recommended validation steps include:

  1. Trigger a workflow notification.
  2. Verify that the email is delivered successfully.
  3. Confirm that the From and Reply-To addresses are correct.
  4. Validate email headers to ensure messages are routed through the configured SMTP server.

Additional testing should include:

  • Password reset notifications
  • Scheduled reminder emails
  • Form submission notifications

Operational Considerations

When using tenant-level SMTP routing, the following considerations apply:

  • Email delivery depends on the availability of the tenant’s SMTP server.
  • If the tenant SMTP server is unavailable, email delivery may fail.
  • The tenant’s email infrastructure is responsible for email authentication and external delivery policies.

 

Summary

Tenant-level SMTP routing allows organizations to control how workflow-generated emails are delivered by enabling the use of their own SMTP servers.

This capability provides:

  • Greater control over email delivery
  • Emails are sent from your own domain rather than the platform's.
  • Compatibility with organizational email policies

If tenant SMTP routing is not configured, the platform continues using the default global SMTP configuration to ensure uninterrupted email delivery.