Setting up your Outbound Email

Setting up your Outbound Email

By default, Cloud Depot handles all your outgoing notifications (invoices, receipts, and reminders) automatically. However, for a more professional look and better deliverability, you can choose to connect your own mail server.

1. Default Setup (Out of the Box)

If you do not configure a custom mail server, Cloud Depot sends emails via our secure internal mail server using the following logic:

• From Address: notifications@clouddepot.com

• From Name: This defaults to your Global Reply Name (e.g., "ABC Corp Accounts").

• Reply-To: All customer replies are automatically routed to your Global Reply Email (e.g., accounts@abc.com).

Pro Tip: While this works immediately, some customer spam filters may flag emails where the "From" domain (@clouddepot.com) doesn't match the "Reply-To" domain (@yourcompany.com). To fix this, we recommend using one of the connection methods below.

2. Recommended: API Connections

We have recently added direct API integration for Microsoft and Google. This is a massive improvement over traditional SMTP, offering better security via OAuth and superior inbox placement.

A. Microsoft 365 (Microsoft Graph API)

This is the preferred method for Office 365 users. It supports both individual mailboxes and Shared Mailboxes.

• Standard Mailbox: Sends via your primary user account.

• Shared Mailboxes: This allows you to send from a shared address (like billing@yourcompany.com) without needing a dedicated paid license for that user.

Setup & Permissions:

To authorize, a Global Administrator must sign in. The API requires the following permissions to function:

• Mail.Send: To send mail as the authenticated user.

• Mail.Send.Shared: Specifically required to send on behalf of Shared Mailboxes.

• User.Read: To verify account details.

B. Google Workspace (Gmail API)

For Google Workspace users, the Gmail API bypasses traditional server handshakes, ensuring your emails are recognized as "Internal" and safe by other Google users.

Setup & Permissions:

• You will be prompted to sign in with your Google Workspace account.

• Required Scope: https://www.googleapis.com/auth/gmail.send

• Admin Access: Ensure your Workspace Admin has allowed "Third-party App Access" for Cloud Depot in the Google Admin Console.

3. Legacy Connection: SMTP

If you are using a different provider (like SMTP2GO or a private server), you can connect via SMTP.

• Hostname: Your mail server address (e.g., smtp.mailserver.com).

• Port: We recommend Port 587 with TLS encryption.

• Auth: Requires your full email address and password (or App Password).

   

4. How to Configure

1. Navigate to Recurring Payments -> Configuration -> Outbound Email Settings.

2. Choose your Connection Type (Microsoft API, Google API, or SMTP).

3. Follow the authorization prompts.

4. Verification: Cloud Depot will send a test email to your inbox containing a PIN. Enter this PIN into the setup screen to activate the connection.

Summary of Connection Benefits