SMTP Service

Send an output document by SMTP delivery

Deliver an output document by email using an email service (like Gmail or Yahoo) that allows you to configure an SMTP service, as you would for sending email from your phone or computer. You configure the standard options for the delivery, then configure the password for the SMTP service from the related list. You can select an (optional) Salesforce template or an HTML template or specify an organization-wide email address to display in messages other than the address used to authenticate the account. When users generate documents, the emails sent by SMTP do not count against your Salesforce email limits.

Tip: Why use SMTP? Your emails 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.

This feature is supported in the DocGen Lightning Component.

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, but you must finish configuration from the related list. Additional options are available by editing the delivery from the related list, such as adding additional email addresses to the To, CC or BCC lines, limiting availability for Mass DocGen Package, and turning on Tracking in Microsoft Word documents.

To add an SMTP Delivery from the DocGen Package Wizard

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

  2. Select New. 

  3. From Basics, enter required information in these fields: 

    • DocGen Package Name

    • Type

    • DocGen Package Starting Object.

    For more information, see Create new DocGen Packages with the DocGen Package Wizard.

  4. From Delivery Options, in Type, select Your Email (SMTP).

  5. In Name, type 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. On DocGen Package Templates, select or upload a template and click Save.

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

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

  2. Select a DocGen Package 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, from Type of new record, select SMTP Service and then click Continue.

    • From an existing SMTP Delivery, click Edit .

  3. In Name, type 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. In Domain, type a domain.

    Enter the domain of your SMTP service here.

  5. In User Name, type a user name.

    Enter the login for your personal email address here.

  6. (Optional) Select or clear Allow Subject and Email Changes.

    Allow Subject and Email Changes - Selecting this checkbox will 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 or clear HTML Email.

    Checking this box allows you to use HTML code in the body of your email message.

  8. (Optional) In Subject. type text.

    This will be the subject of your email message. You can use fields from Field Tagger in this field.

  9. (Optional) In Email Text. type text.

    Text in Email Text appears in the body of your email. If you selected HTML Email checkbox, you can use HTML code here. You can also use tags from Field Tagger.

  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: You can type tags to dynamically add addresses during document generation.

  12. (Optional) In CC type any additional email addresses for the CC line.

    Tip: You can type tags to dynamically add addresses during document generation.

  13. (Optional) In BCC type any additional email addresses for BCC line.

    Tip: You can type tags to dynamically add addresses during document generation.

  14. (Optional) Select Use Box Links. Enable this option and add a Box link tag from the field tagger to your template.

  15. Click Save.

    Tip: The Delivery Option Detail page opens where you can set the SMTP password and (optionally) select an email template. For more information, see Add or Edit an SMTP password and (Optional) Add or edit a 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.

Tip: The app saves SMTP credentials on the DocGen Admin object in Third Party Integrations. For more information, see SMTP password storage and management.

To select stored SMTP credentials

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

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

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

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

To add an SMTP password

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

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

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

  4. Click Add New SMTP Credentials.

  5. In Name, type a name.

  6. In Domain, type 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 Drawloop DocGen® for Salesforce supports SSL over port 587, which is more secure.

  7. In Username, type a username.

  8. In Password, type the password.

  9. Click Save.

(Optional) Add an email address to display in messages other than the email address used to authenticate

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

To display an organization-wide email address to email recipients

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

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

  3. On Delivery Option Detail,  in Org-Wide Email, click Change.

  4. In the Org-Wide Email drop down list, select Custom (Or chose an organization-wide email address already set up, skip the remaining steps, and click Save)

    Tip: For more information, see this topic in Salesforce help: Set Up Organization-Wide Email Addresses in Salesforce Classic.

  5. In Name, type the name you want to display or add a field tag.

  6. In Email, type 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:

To assign or edit a Salesforce template

  1. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

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

  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 then choose the Salesforce Template by clicking Select.

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. From the Force.com app menu, select Nintex DocGen, and then click DocGen Packages.

    Tip: You can also select this from Lightning with the App Launcher.

  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 DocGen Package object testing

  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.

    Tip:  You can click the document to download it.

  5. Click Send Email.

Related information

Salesforce email

Email templates