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Email

Everything the platform sends by email — password resets, welcome emails, 2FA codes, job notifications, report deliveries, shared conversations — goes through one system-wide SMTP integration, configured at Administration › System › Email Integration. The same page hosts the catalog of editable email templates.

The Email integration page

The Email integration page: SMTP connection and sender at the top, sending restrictions in the middle, and the email template catalog below — every message the platform sends has a template row here with View and Edit actions.

SMTP configuration

Click Edit Configuration to set:

  • Enable Email integration — the master switch; with it off, nothing is sent.
  • SMTP host and SMTP port — usually 25 for non-encrypted connections, 465 for SSL, 587 for TLS/STARTTLS.
  • Encryption Method and optional authentication (SMTP user and password).
  • Sender's Name and Sender's Email — the From identity on all platform email.

The edit form includes a Test Email Recipient field and a Test SMTP settings button, so you can verify delivery before saving.

Restrictions

  • Max send rate (emails/minute, system-wide) and Max send rate per user (emails/hour).
  • Max size of attachments (MB) and an Attachments switch — whether users may attach recording and metadata files to an email at all.

Email template catalog

Each template defines the subject and body (plain text and HTML) of one message type, with ${parameter} placeholders substituted at send time. View shows the template with its parameter reference (name, description, example value); Edit lets you customize the wording, and a test send is available so you can check the result. The catalog:

Template Sent when
Password reset initiated by user A user requests a password reset
Password reset initiated by admin An administrator triggers a reset for a user
Welcome email A new user is created with a known password
Welcome email with a Create Password link A new user must set their own password
Notification about job completion / about job failure A job finishes, per the job's notification policy — see Jobs console
Notification about login from a new device A user signs in from an unrecognized device
2-step verification sign in / setup An email 2FA code is needed at sign-in or during enrollment
Password reset by email A user confirms their address to reset a password
Verification of email address change / Notification of email address change A user changes their email address
Sending a report by email A scheduled or manual report delivery — see the User Guide Reports chapter
Alianza onboarding event notification An Alianza integration onboarding event occurs
Sending a recording via email / Send recording with a transcription via email The Send recordings via email job or a manual send delivers a conversation
Call is shared with you A user shares a conversation with someone

The conversation-delivery templates expose conversation parameters (calling/called party name and number, begin and end date/time, duration, a link to the recording); the account templates expose user and link parameters. Placeholders must be kept as ${name} — the parameter table on each template's page is the authoritative list for that template.