Shared Email Send Accounts

Setting up a reliable shared email account for sending emails within Automations and Process Events is essential for maintaining professional and consistent communication with external contacts. This article explains the importance of selecting an appropriate SMTP account and provides guidance on setting up authentication to ensure seamless and secure email operations.

Why Use a Shared Email Account?

When using the “Send External Email” action within Automations or Process Events, a reliable email sending account is crucial. Personal email accounts are often unreliable for automated processes due to potential limitations or service disruptions. Instead, we recommend using a dedicated shared account—such as an Amazon SES (Simple Email Service) account or other comparable SMTP providers—to ensure higher reliability and deliverability.

Authentication Requirements

When setting up a shared SMTP email account for Automations and Process Events, authentication is essential to secure access and ensure reliable functionality. In most cases, SMTP authentication is handled using username and password (U/P), or ideally, App Passwords for added security and stability.

Key Considerations:

• Compatibility with Google and Outlook: Both Google and Outlook support App Passwords, though this may require additional steps and may not be allowed on all accounts. App Passwords can occasionally be reset when the primary password changes, especially in Google accounts. In such cases, re-authorization will be necessary to restore functionality.
• Amazon SES and Other SMTP Providers: Many SMTP providers, such as Amazon SES, support U/P authentication without needing App Passwords. This can be more straightforward to set up and maintain while still offering a stable, high-availability option for automated processes.

Best Practices for Shared Email Accounts in Automations

• Maintain Account Security: Use complex passwords and regularly update them to maintain security. If using App Passwords, follow provider-specific instructions to keep the account secure.
• Monitor Account Activity: Regularly check the account’s activity to ensure there are no unauthorized accesses or sending restrictions.
• Avoid Personal Accounts: Since personal accounts often have more restrictive sending limits and potential authentication issues, a shared SMTP account is generally the preferred choice for automated communications.

By configuring a reliable shared email account, you enhance the performance and consistency of your Automations and Process Events, ensuring that emails are sent securely and reliably to your external contacts.