SMTP Service
Overview
The SMTP Service connects B2Win Suite to an SMTP mail server. It stores the host, port, TLS/SSL settings, authentication settings, and sender identity used by SMTP email nodes.
Purpose
Use this service when workflows need to send email through a standard SMTP server instead of a cloud API such as Gmail or Outlook.
Configure in B2Win Suite
Go to Configurations > Services and open SMTP Service. Create a new configuration or edit an existing one.
| Field | Required | Default | Description |
|---|---|---|---|
| Use the settings from Settings -> Global SMTP | No | false | Uses the global SMTP settings instead of the fields in this service configuration. When enabled, the service form hides and disables the server-specific fields. |
| Host | Yes | None | SMTP server hostname or IP address. |
| Port | Yes | 465 | SMTP server port. |
| SSL Connection | No | true | Enables SSL for the SMTP connection. |
| Start TLS | No | true | Enables StartTLS. |
| Authentication | No | true | Enables username and password authentication. |
| No | None | Login email or username. Hidden when Authentication is disabled or global settings are used. | |
| Password/App Password | No | None | Password or app password for the login account. Hidden when Authentication is disabled or global settings are used. |
| Sender FullName | No | None | Display name used as the sender name. |
| Sender Email | No | None | Email address used as the sender address. |
Click Test Connection to verify the SMTP settings, then Save the configuration.
For administrator override settings, see Services Configuration. For user-specific settings, see My Services.
Usage
Once configured, this service can be selected in:
- Send Email (SMTP) - send workflow emails with dynamic recipients, body content, priority, and attachments.
Example
Common SMTP settings for workflow notification accounts:
| Field | Gmail | Outlook / Microsoft 365 | Exchange Server |
|---|---|---|---|
| Host | smtp.gmail.com | smtp.office365.com | Exchange SMTP host, such as mail.company.com |
| Port | 465 | 587 | Usually 587, or the port configured by your Exchange administrator |
| SSL Connection | Enabled | Disabled | Usually disabled when using Start TLS |
| Start TLS | Enabled | Enabled | Usually enabled |
| Authentication | Enabled | Enabled | Enabled when the Exchange relay requires login |
workflow@gmail.com | workflow@company.com | workflow@company.com | |
| Password/App Password | Gmail app password for the account | Account password or app password, depending on tenant policy | Password for the configured account, if authentication is required |
| Sender FullName | B2Win Suite | B2Win Suite | B2Win Suite |
| Sender Email | workflow@gmail.com | workflow@company.com | workflow@company.com |
After saving the service, select it in Send Email (SMTP) to send workflow status emails through the configured SMTP provider.
Troubleshooting
- Confirm the B2Win Suite server can reach the SMTP host and port.
- Verify whether the mail server expects SSL, StartTLS, or plain SMTP.
- Use an app password when the provider requires one for SMTP authentication.
- Confirm the sender email is allowed by the SMTP account and server policy.
- If using global SMTP settings, verify those settings under the global SMTP configuration area.
Notes / Limitations
- The service default connection timeout is one minute and the default read timeout is three minutes.
- Email and Password/App Password are only relevant when Authentication is enabled.
- When Use the settings from Settings -> Global SMTP is enabled, the service loads the global SMTP settings at runtime.