How to set the SMTP settings

Purpose

Configure SMTP so Rofiles can send emails (notifications, reports, processed files, etc.). The SMTP dialog lets you enter server details, select authentication, test the connection and use built‑in templates for common providers, like O365, Gmail,....

Step-by-step

1. SMTP server address

- Enter the SMTP host for your provider (examples: outlook.office365.com / smtp.gmail.com).  

- If your provider requires a specific port or TLS/SSL option, configure that if exposed in the dialog (common defaults below).

- Click Templates to prefill common settings (Gmail, Office365, etc.). Using a template sets recommended host, port and security defaults so you only need to supply credentials and any OAuth consent.

2. Authentication

- Choose the authentication method (e.g., Modern OAUTH, Basic/Username+Password).  

- If your organization uses OAuth (recommended for Office365/Gmail), select Modern OAUTH and follow the provider consent flow when prompted.  

- For basic auth, provide the username and password. Note that many providers block basic auth; you may need an app password or to enable SMTP access in the provider’s admin console.

3. Username to login

- Enter the account email/username used to authenticate to the SMTP server.

4. Test the connection (Send message), in the test area, enter:

- Email From: this must match the account used to authenticate to the SMTP server (many providers require the FROM address to be the authenticated user).  

- Email To: a recipient address where Rofiles will send the test mail.

- Click Send message to validate the configuration. If the test succeeds, SMTP is correctly configured.

Important requirements and tips

• FROM must match the authenticated SMTP account: Use the same email in the "Email From" field that you used to log in to the SMTP service to avoid rejections or provider policies.  
• OAuth vs Basic Auth:
  - OAuth is more secure and often required by Office365/Gmail. It will open a browser to complete consent.
  - Basic auth may require app passwords or special settings (and may be blocked by the provider).
• App passwords: for accounts with 2‑factor authentication, generate an app password (if supported like Yahoo) and use it instead of your normal password for basic auth.
• Firewalls and network: ensure the server can reach the SMTP host and port; open outbound SMTP ports if blocked by firewall or network policy.
• Provider policies: some providers restrict sending from addresses other than the authenticated account or require specific mailbox/tenant settings — verify with your IT or email admin if messages are rejected.

Troubleshooting

• Authentication failed: verify username/password, try an app password, or use OAuth if basic auth is blocked.  
• Connection timed out: check network/firewall, DNS and port settings.  
• “From” rejected: ensure the FROM address matches the authenticated account or check provider sending policies.  
• OAuth errors: sign in interactively and allow consent for the app, or ask your admin to permit OAuth for the application.

After successful test

• Click OK to persist the SMTP settings. Rofiles will now be able to send notifications and reports using the configured SMTP server.