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Email (SMTP)

Set up the email server Arketic uses to send notifications for your organization. Once it's configured, notification emails go out from your own address instead of a generic system sender.

:::info Who can use this By default this is open to Admins. Your organization can also give it to other people through a custom role — see Roles & Permissions. Viewing, saving, testing and removing the configuration are allowed separately: without the right to save, the fields are locked; without the right to test, Send Test is disabled and shows "You don't have permission to send a test email". :::

Where to Find It​

Email/SMTP is part of the Settings page. Click Settings at the bottom of the sidebar, and in the left-hand navigation look under the Administration group — select Email/SMTP.

What It Does​

Arketic sends email notifications for everyday activity in your organization — task assignments, approvals, reminders, and request updates. These messages are delivered through the email server you set up here.

When you configure your own server:

  • Emails come from your domain and sender address, so they look like they're from your company.
  • You control the mailbox that sends them.

If you leave the sender name blank, emails go out under the name Arketic.

Setting It Up​

Open Settings → Administration → Email/SMTP and fill in the SMTP Configuration card.

FieldRequiredNotes
SMTP ServerYesYour mail server address (for example, smtp.example.com).
PortNoThe connection port. Defaults to 587.
SSL/TLSNoTick Use SSL/TLS if your server requires a secure connection.
UsernameYesThe account used to sign in to your mail server (for example, user@example.com).
PasswordYesThe password for that account. For security it's never shown back to you — see the note below.
Sender EmailYesThe "from" address recipients see (for example, noreply@yourcompany.com).
Sender NameNoThe "from" name recipients see. Left blank, it defaults to Arketic.
info

For your security, the password is never displayed after you save it. You must re-enter it every time you save changes to this page.

Once a configuration is saved, a Send Test Email card appears and a Remove SMTP option becomes available.

Saving Your Changes​

When you edit any field, an Unsaved changes pill appears at the bottom of the page with two choices:

  • Save Changes — stores your settings. You'll see "SMTP settings saved".
  • Discard — undoes your edits and restores the last saved values.

Two things can stop a save:

MessageWhat to do
"Fill in required fields (Server, Username, Sender Email)"Complete the three required fields
"Re-enter password to save"Type the Password again — it has to be entered on every save

Send a Test Email​

After you've saved a configuration, a Send Test Email card appears so you can confirm everything works.

  1. Enter a recipient address.
  2. Select Send Test.

This verifies the saved connection and sends a test message. On success you'll see a Test email sent confirmation. Check that inbox to be sure the message arrives.

tip

Testing is limited to a few messages per minute. If a test doesn't go through, wait a moment before trying again, and double-check the recipient address.

Removing Your Configuration​

If you need to clear the server settings, select Remove SMTP (this link appears only when a configuration is saved). You'll be asked to confirm — Remove SMTP configuration? — then choose Yes, remove or Cancel. A "SMTP settings removed" message confirms it.

After removal, notification emails will no longer be sent from your server until you set one up again.

Troubleshooting​

tip

If notification emails aren't arriving:

  1. Confirm the SMTP Configuration is saved (the Send Test Email card appears once it is).
  2. Use Send Test Email to check delivery.
  3. Double-check the SMTP Server, Port, Username, and Password — and re-enter the password if you've made any edits.
  4. Check the recipient's spam or junk folder.