> ## Documentation Index
> Fetch the complete documentation index at: https://docs.flowx.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Sender

> Configure SMTP email connections as data sources to send emails directly from your FlowX.AI processes, including replies to received emails and new outbound messages.

> [!TIP]
>
> For Microsoft Outlook mailboxes, you can also use the [Microsoft Outlook](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/microsoft-outlook-data-source.md) data source which connects via the MS Graph API and supports both reading and sending emails in a single data source.

## Overview

![Add Data Source - Email Sender](https://s3.eu-west-1.amazonaws.com/docx.flowx.ai/5.5/ds_email_sender_selected.png)

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](https://docs.flowx.ai/6.x/docs/building-blocks/actions/send-notification-action.md) action, it enables use cases such as:

* **Replying to incoming emails**: Continue email conversation threads started by an [Email Trigger](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/email-trigger.md)
* **Sending outbound notifications**: Send emails directly from business processes
* **Customer communication**: Automated responses, confirmations, and follow-ups

> [!NOTE]
>
> Email Sender handles **outbound** SMTP connections for sending emails. For **inbound** IMAP connections that trigger processes when emails arrive, see [Email Trigger](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/email-trigger.md).

***

## 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](https://docs.flowx.ai/6.x/docs/building-blocks/actions/send-notification-action.md) 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.

***

## Creating an Email Sender data source

### Prerequisites

Before configuring an Email Sender, ensure you have:

* Access to Integration Designer with appropriate permissions
* SMTP server credentials (host, port, username, password)

### 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.

### Configuration fields

Select **Email Sender** from the **Select Data Source** dropdown. The dialog displays all configuration fields in a single view:

**Protocol** `select` *required*

The email protocol to use. Only **SMTP** is available for Email Sender data sources.

**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`

> [!TIP]
>
> This field accepts configuration parameters. Use `${configParam}` syntax to reference environment-specific values.

**Port** `number` *required*

The port number for the SMTP connection. The default value updates automatically based on the SSL/TLS setting.

| SSL/TLS | Default Port |
| - | - |
| ON | `587` |
| OFF | `465` |

**User** `string` *required*

The email account username or full email address used for authentication.

**Placeholder:** "Enter Username or a Configuration Parameter"

> [!TIP]
>
> This field accepts configuration parameters for environment-specific credentials.

**Password** `string` *required*

The password or app-specific password for the email account.

**Placeholder:** "Enter Password or a Configuration Parameter"

> [!WARNING]
>
> For Gmail and other providers with two-factor authentication (2FA) enabled, you may need to generate an app-specific password.

> [!TIP]
>
> Store sensitive credentials in configuration parameters and reference them here using `${configParam}` syntax.

**SSL/TLS** `boolean`

Turn on secure connection using SSL/TLS encryption. **Recommended: on.**

> [!NOTE]
>
> Toggling SSL/TLS updates the default port value automatically.

### Test the connection

Click the **Test Connection** button to verify your settings before creating the data source:

| Result | Message | Action |
| - | - | - |
| ✅ Success | "Established connection" | Proceed to set name and create |
| ❌ Error | "Failed to establish connection" | Check credentials and server settings |

> [!NOTE]
>
> 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.

### Name and description

**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)

> [!WARNING]
>
> 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.*

**Description** `string`

Optional description explaining the purpose of this Email Sender.

**Placeholder:** "Add a description"

Click **Create** to save the Email Sender data source.

***

## 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](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/content-management/notifications-plugin/managing-notification-templates.md).

***

## Troubleshooting

> [accordion] Connection test fails
>
> 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

> [accordion] Emails not being sent
>
> 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](https://docs.flowx.ai/6.x/docs/building-blocks/actions/send-notification-action.md) action configured correctly on the process node?
> 4. Review process instance logs for error details

> [accordion] 'Default Server' name validation error
>
> The name "Default Server" is reserved for the environment-level default connection. Choose a different name for your Email Sender data source.

***

## Related resources

> [card] [Send Notification Action](https://docs.flowx.ai/6.x/docs/building-blocks/actions/send-notification-action.md)
>
> Configure the Send Notification action to send emails from process nodes

> [card] [Email Trigger](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/email-trigger.md)
>
> Configure IMAP connections to trigger processes from incoming emails

> [card] [Microsoft Outlook](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/microsoft-outlook-data-source.md)
>
> Connect to Outlook via MS Graph API for reading and sending emails

> [card] [Notification Templates](https://docs.flowx.ai/6.x/docs/platform-deep-dive/core-extensions/content-management/notifications-plugin/managing-notification-templates.md)
>
> Create and manage email and SMS notification templates

> [card] [Integration Designer](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/integration-designer.md)
>
> Learn about data source types and integration workflows


## Related topics

- [Email Trigger](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/email-trigger.md)
- [Send notification action](https://docs.flowx.ai/6.x/docs/building-blocks/actions/send-notification-action.md)
- [Email Gateway setup](https://docs.flowx.ai/6.x/setup-guides/email-gateway-setup.md)
- [FlowX.AI 5.9.0 Release Notes](https://docs.flowx.ai/release-notes/v5.x/v5.9.0-june-2026/v5.9.0-june-2026.md)
- [Microsoft Outlook](https://docs.flowx.ai/6.x/docs/platform-deep-dive/integrations/microsoft-outlook-data-source.md)


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