Email Providers

Email providers control how DebtRecoup sends outgoing emails to debtors. Configure an SMTP server to send emails from your company's email address and domain. Some tenants also support the Causa Email System provider type.

Accessing Email Providers

1. Navigate to Administration in the main menu
2. Go to Communications → Providers
3. Open the Emails tab

Click to enlarge - email provider management

Email Provider List

The Emails tab displays all configured email providers with:

• Provider details - SMTP host and port, or endpoint details for non-SMTP providers
• Status indicators - SSL/TLS enabled status for SMTP providers
• Default badge - Shows which server is currently the default
• Action buttons - Test, edit, and delete options

Adding an Email Provider

1. Click the Add button
2. Choose the provider type when the Type field is shown
3. Fill in the provider details
4. Test the connection
5. Click Add to save

SMTP Configuration Fields

Field	Description	Example
From Email Address	The sender email address for outgoing emails	[email protected]
Host	SMTP server hostname	smtp.gmail.com, smtp.office365.com
Port	SMTP port number	25, 465, or 587
Username	SMTP authentication username	[email protected]
Password	SMTP authentication password	(hidden)
Enable SSL	Use SSL encryption	Toggle on/off
Enable StartTLS	Use StartTLS encryption	Toggle on/off

Causa Email System Fields

When the Causa Email System provider type is available, the dialog uses these fields instead of SMTP host and port settings:

Field	Description
From Email Address	The sender email address for outgoing emails
Endpoint	The email-system endpoint URL
Secret	The shared secret used to authenticate with the endpoint

Common Port Settings

Port	Protocol	Use Case
25	SMTP	Unencrypted (not recommended)
465	SMTPS	SSL encryption
587	SMTP + StartTLS	TLS encryption (recommended)

Security Settings

• Enable SSL - Uses SSL/TLS encryption from the start of the connection (typically port 465)
• Enable StartTLS - Upgrades a plain connection to encrypted (typically port 587)

Choose One

Most servers require either SSL or StartTLS, not both. Check your email provider's documentation for the correct settings.

Testing Email Providers

Before using an email provider in production, test the connection:

1. Click the Test button (send icon) on an existing server, or
2. Click Test in the Add/Edit dialog before saving

A test email will be sent to your user's email address. If successful, you'll see a success message. If it fails, an error message will describe the issue.

Setting the Default Provider

One email provider can be designated as the default. Outgoing emails use the default provider unless a workflow or automation action selects another provider.

To Set a Default

1. Find the provider you want to make default
2. Click Set as Default
3. Confirm the change

Existing Emails

When you change the default server, all future emails AND existing scheduled emails will use the new default server.

The default provider displays a green Default badge.

Editing an Email Provider

1. Click the Edit button (pencil icon) on the provider
2. Update the fields as needed
3. Optionally test the connection
4. Click Save

Password Updates

The password field appears empty when editing. Only enter a new password if you want to change it.

Deleting an Email Provider

1. Click the Delete button (trash icon) on the provider
2. Confirm the deletion

Cannot Delete Default

You cannot delete the default email provider. Set a different provider as default first, or add a new provider and make it the default.

Common Email Provider Settings

Gmail / Google Workspace

Setting	Value
Host	smtp.gmail.com
Port	587
SSL	Off
StartTLS	On
Username	Your Gmail address
Password	App-specific password

Gmail App Passwords

Gmail requires an "App Password" rather than your regular password. Enable 2-factor authentication and generate an app password in your Google Account settings.

Microsoft 365 / Outlook

Setting	Value
Host	smtp.office365.com
Port	587
SSL	Off
StartTLS	On
Username	Your Microsoft email
Password	Your password or app password

Amazon SES

Setting	Value
Host	email-smtp.{region}.amazonaws.com
Port	587
SSL	Off
StartTLS	On
Username	SES SMTP username
Password	SES SMTP password

Troubleshooting

Connection Failed

• Verify the host and port are correct
• Check that your firewall allows outbound connections on the SMTP port
• Ensure SSL/StartTLS settings match your provider's requirements

Authentication Failed

• Double-check username and password
• For Gmail/Microsoft, ensure you're using an app-specific password
• Verify the account is not locked or suspended

Emails Not Delivered

• Check spam/junk folders on the recipient side
• Verify your sending domain has proper SPF/DKIM/DMARC records
• Review any bounce messages in the system logs

Test Email Not Received

• Check your spam folder
• Verify your user profile has a valid email address
• Try sending to a different email provider

Best Practices

Use a Dedicated Sending Address

Use a dedicated email address like [email protected] rather than a personal mailbox.

Enable Encryption

Always use SSL or StartTLS for secure email transmission. Avoid port 25 without encryption.

Test Before Production

Always test new email provider configurations before using them for debtor communications.

Monitor Deliverability

Regularly check that emails are being delivered successfully. Set up SPF, DKIM, and DMARC records for your domain.

Related Topics

• Email Templates - Create email templates
• Communication Providers - Configure email, message, and notification providers
• Email Communication - Send emails to debtors
• Automation - Trigger automatic email sending