SMTP Delivery Method

This feature is not yet supported in the Lightning Experience DocGen Designer.

Deliver an output document by email using an email service (like Gmail or Yahoo) that allows you to configure the SMTP The Simple Mail Transfer Protocol (SMTP) is a communication protocol for electronic mail transmission. service, as you would for sending email from your phone or computer. Configure the standard options for the delivery and then configure the password for the SMTP service from the related list. You can select a Salesforce template or an HTML template. Instead of the address used to authenticate the account, you can specify an organization-wide email address to display in messages. When users generate documents, the emails sent by SMTP are not subject to Salesforce email limits, including the number of emails you can send and the size of files you can attach to emails.

To watch video tutorials on how to use this Nintex capability, take the CERT: Nintex Document Generation Expert - Nintex DocGen for Salesforce in Nintex University.

Add or edit an SMTP delivery

You can add an SMTP delivery from the DocGen Package wizard or the Delivery Options related list on a DocGen Package. The wizard offers access to the most common options for SMTP Delivery and you can complete configuration from the related list. These additional options to edit the delivery are available from the related list:

  • Add additional email addresses to the To, CC or BCC fields

  • Limit availability for a Mass DocGen Package

  • Turn on tracking in Microsoft Word documents

Add an SMTP delivery from the DocGen Package wizard

To add an SMTP delivery from the DocGen Package wizard:

  1. Open Nintex DocGen and then click DocGen Packages.

  2. Select New.

  3. Under Basics, enter the required information in these fields:

    • DocGen Package Name

    • Type

    • DocGen Package Starting Object.

    For more information, see DocGen Packages.

  4. Under Delivery Options, for Type, select Your Email (SMTP).

  5. Enter a Name (that the user running the DocGen Package will see) and then configure any remaining fields for standard options.

    For more information on the standard options, see Delivery Options.

  6. Under DocGen Package Templates, select or upload a template and click Save.

Add or edit an SMTP delivery from the Delivery Option related list

To add or edit an SMTP delivery from the Delivery Option related list:

  1. Open Nintex DocGen and click DocGen Packages.

  2. Select a DocGen Package for which you want to add or edit an SMTP Delivery option, and take one of the following actions on the Delivery Option related list:

    • Click New Delivery Option, and under Type of new record, select SMTP Service and click Continue.

    • For an existing SMTP Delivery, click Edit .

  3. Enter a Name (that the user running the DocGen Package will see) and then configure any remaining fields for standard options.

    For more information on the standard options, see Delivery Options.

  4. Enter the Domain of your SMTP service.

  5. For SMTP Username, enter the login for your personal email address.

  6. (Optional) Select Allow Subject and Email Changes to allow the user who runs the DocGen Package to make changes to the subject and body of the email message at run time.

  7. (Optional) Select HTML Email to use HTML code in the body of your email message.

  8. (Optional) In Subject, enter the subject of your email message.

    Note: You can use fields from the Field Tagger here.

  9. (Optional) In Email Text, enter text that should be displayed in the body of your email.

    Note: You can use HTML code and tags from Field Tagger here.

  10. (Optional) Select Internal Email to allow for internal routing of email by removing the associated contact or lead email reference.

  11. (Optional) In Additional To, type any additional email addresses for the To line.

    Tip: Use tags to dynamically add addresses during document generation.

  12. (Optional) For CC, enter any additional email addresses for the CC line.

    Tip: Use tags to dynamically add addresses during document generation.

  13. (Optional) For BCC, enter any additional email addresses for the BCC line.

    Tip: Use tags to dynamically add addresses during document generation.

  14. (Optional) Select Use Box Links to add a Box link tag from the Field Tagger to your template.

  15. Click Save.
    The Delivery Option Detail page opens where you can set the SMTP password and (optionally) select an email template.

Add or edit an SMTP password

After you add the SMTP delivery, you must enter the password for your SMTP service. You can select stored SMTP credentials or enter the credentials on the Detail page.

Note: Nintex DocGen saves SMTP credentials on the DocGen Admin object in Third Party Integrations. For more information, see SMTP.

Select stored SMTP credentials

To select stored SMTP credentials:

  1. Open Nintex DocGen and click DocGen Packages.

  2. From a DocGen Package that has an SMTP delivery, on the Delivery Options related list, click the delivery option Name.

  3. In SMTP crdentials, click Change or Select SMTP Credentials to change or enter your password.

  4. In SMTP Credentials, select your credentials and click Save.

Add an SMTP password:

To add an SMTP password:

  1. Open Nintex DocGen and click DocGen Packages.

  2. From a DocGen Package that has an SMTP delivery, on the Delivery Options related list, click the delivery option Name.

  3. In SMTP crdentials, click Change to change or enter your password.

  4. Click Add New SMTP Credentials.

  5. Enter a Name.

  6. Enter a Domain.

    (Optional) You can type a colon and port number (smtp.example.com:587) if your SMTP service requires a port.

    Caution: Do not use port 465 in Domain. Nintex DocGen supports SSL over port 587, which is more secure.

  7. Enter a Username.

  8. Enter a Password.

  9. Click Save.

(Optional) Display an organization-wide email address to email recipients

By default, email recipients view the email address used to authenticate the SMTP service. If you want a different email to display to recipients, associate an organization-wide email address with the Delivery Option.

To display an organization-wide email address to email recipients:

  1. Open Nintex DocGen and click DocGen Packages.

  2. From a DocGen Package that has an SMTP delivery, on the Delivery Options related list, click the delivery option Name.

  3. Under Delivery Option Detail, for Org-Wide Email, click Change.

  4. Under Org-Wide Email, select Custom (or choose an organization-wide email address already set up, skip the remaining steps, and click Save)

    Note: For more information, see Set Up Organization-Wide Email Addresses in Salesforce Classic.

  5. Enter the Name you want to display or add a field tag.

  6. Enter the Email address to display.

  7. Click Save.

(Optional) Add or edit a template

You can assign a Salesforce template to the email you send with SMTP delivery. When you generate documents, data from your organization replaces the merge fields in the template.

You have two options:

  • Select from Salesforce text only templates

  • Create a custom template with Microsoft Word and the app will convert it into HTML during document generation. For more information, see Word to email template.

To assign or edit a Salesforce template:

  1. Open Nintex DocGen and click DocGen Packages.

  2. From a DocGen Package that has an SMTP delivery, on the Delivery Options related list, click the delivery option Name.

  3. On Delivery Option Detail, click the Select Email Template link to choose an existing Salesforce template.

  4. Choose the folder where the templates are stored, and click Select to choose the Salesforce template.

Use SMTP delivery

Once you add the SMTP Delivery to your DocGen Package, you can deliver documents by email.

To test the Salesforce Email delivery:

  1. Open Nintex DocGen and click DocGen Packages.

  2. Select a DocGen Package with an SMTP delivery.

  3. Click Select Record and select the record, contact, and then select the SMTP Delivery.
    For more information, see Test DocGen Packages.

  4. Click Run DocGen Package.

    The app generates the document, applies any options you've specified in the DocGen Package, and gives you an opportunity to inspect the generated files before you send.

    You can click the document to download it.

  5. Click Send Email.