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For Microsoft Outlook mailboxes, you can also use the Microsoft Outlook data source which connects via the MS Graph API and supports both reading and sending emails in a single data source.

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Overview

Add Data Source - Email Sender
Email Sender is a data source type in Integration Designer that provides SMTP connectivity for sending emails from FlowX.AI processes. Combined with the Send Notification action, it enables use cases such as:
  • Replying to incoming emails: Continue email conversation threads started by an Email Trigger
  • Sending outbound notifications: Send emails directly from business processes
  • Customer communication: Automated responses, confirmations, and follow-ups
Email Sender handles outbound SMTP connections for sending emails. For inbound IMAP connections that trigger processes when emails arrive, see Email Trigger.

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How it works

1

Create an Email Sender data source

Configure an SMTP connection in Integration Designer with your mail server credentials.
2

Link to a notification template

Select the Email Sender in a notification template’s Email Sender field.
3

Add a Send Notification action

Add a Send Notification action to a process node and select the notification template.
4

Send emails from your process

When the action executes, the email is sent directly through the configured SMTP server.

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Creating an Email Sender data source

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Prerequisites

Before configuring an Email Sender, ensure you have:
  • Access to Integration Designer with appropriate permissions
  • SMTP server credentials (host, port, username, password)

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Access Integration Designer

Navigate to FlowX Designer → Your workspace → Projects → Your project → Integrations → Data Sources and click the + button to open the Add Data Source dialog.

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Configuration fields

Select Email Sender from the Select Data Source dropdown. The dialog displays all configuration fields in a single view:
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Protocol
select
required
The email protocol to use. Only SMTP is available for Email Sender data sources.
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Server Host
string
required
The hostname or IP address of your SMTP server.Placeholder: “Enter Server Host or a Configuration Parameter”Examples:
  • smtp.gmail.com
  • smtp.office365.com
  • mail.yourcompany.com
This field accepts configuration parameters. Use ${configParam} syntax to reference environment-specific values.
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Port
number
required
The port number for the SMTP connection. The default value updates automatically based on the SSL/TLS setting.
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User
string
required
The email account username or full email address used for authentication.Placeholder: “Enter Username or a Configuration Parameter”
This field accepts configuration parameters for environment-specific credentials.
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Password
string
required
The password or app-specific password for the email account.Placeholder: “Enter Password or a Configuration Parameter”
For Gmail and other providers with two-factor authentication (2FA) enabled, you may need to generate an app-specific password.
Store sensitive credentials in configuration parameters and reference them here using ${configParam} syntax.
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SSL/TLS
boolean
Turn on secure connection using SSL/TLS encryption. Recommended: on.
Toggling SSL/TLS updates the default port value automatically.

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Test the connection

Click the Test Connection button to verify your settings before creating the data source:
When you click Create, another authentication test is performed. If the test fails, you’ll be redirected to the Authorization tab with an error message, but the Email Sender will still be created.

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Name and description

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Name
string
required
A unique, descriptive name for the Email Sender.Placeholder: “Add a name”Validation rules:
  • Required field
  • Must be unique within the project
  • Only letters, numbers, and these characters allowed: [], (), ., _, -
  • Minimum 3 characters, maximum 50 characters
  • Cannot be “Default Server” (this is a reserved name)
The name “Default Server” is reserved for the environment-level default SMTP connection and cannot be used. If entered, you will see the error: “Default Server” is a reserved name and cannot be used.
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Description
string
Optional description explaining the purpose of this Email Sender.Placeholder: “Add a description”
Click Create to save the Email Sender data source.

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Using with notification templates

After creating an Email Sender data source, you can link it to notification templates:
  1. Open a notification template in Notification Templates
  2. Set Email Server to Predefined Email Connection
  3. In the Email Sender field, select your Email Sender data source (or leave as Default Server to use the environment-level default)
For more details, see Managing notification templates.

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Troubleshooting

Common causes:
  • Incorrect credentials: Verify username and password
  • Wrong port: Use 587 for SMTP with SSL/TLS, 465 without
  • Firewall: Ensure outbound connections to the SMTP server are allowed
  • 2FA enabled: Generate an app-specific password for the email account
Check:
  1. Is the Email Sender linked to a notification template?
  2. Is the notification template’s Email Server set to Predefined Email Connection?
  3. Is the Send Notification action configured correctly on the process node?
  4. Review process instance logs for error details
The name “Default Server” is reserved for the environment-level default connection. Choose a different name for your Email Sender data source.

Send Notification Action

Configure the Send Notification action to send emails from process nodes

Email Trigger

Configure IMAP connections to trigger processes from incoming emails

Microsoft Outlook

Connect to Outlook via MS Graph API for reading and sending emails

Notification Templates

Create and manage email and SMS notification templates

Integration Designer

Learn about data source types and integration workflows
Last modified on May 12, 2026

Related topics

Send notification actionFlowX.AI 5.9.0 Release NotesMicrosoft OutlookEmail TriggerFlowX.AI 5.5.0 Release Notes