App-Level SMTP Settings

Emails generated using Clappia workflows are, by default, sent from noreply@clappia.com using Clappia’s SMTP server. With App-Level SMTP, you can configure an individual app to use your company’s own SMTP server instead. This allows workflow emails from that specific app to be sent from your chosen email account.

If both Workplace SMTP and App-Level SMTP are configured, the App-Level SMTP takes precedence. That means emails triggered from the app will use the app-level configuration, not the workplace-level one. Different apps can each have their own SMTP email address configured.

Accessing App-Level SMTP Settings

Go to your Clappia Dashboard and open the app where you want to configure SMTP. Navigate to Design App > Configuration > SMTP. On the right panel, enable Configure SMTP server.

Authentication Types for SMTP Configuration

You can set up SMTP in multiple ways depending on your email provider:

Password

• Specify the SMTP hostname (e.g., smtp.gmail.com), port (e.g., 465), SMTP username (e.g., name@companyname.com), and password.
  
  
• Note: If you are configuring SMTP for a Google account using the Password option, the connection may not work reliably since Google is discouraging password-based authentication. In such cases, use Google OAuth2 for better integration. For non-Google accounts, the Password option should work without issues.

Google OAuth2

Select Google OAuth2 under Authentication Type.

Click Connect with Google and choose the desired Google account.

Once connected, all workflow emails from this app will be sent using the connected Google account’s email address (instead of noreply@clappia.com).

If needed, you can click Reconnect with Google at any time to refresh the connection.

Important: When connecting your Google account, the permissions pop-up will request access. Make sure to grant “Send email on your behalf”. Without this, the SMTP setup will not work correctly, and workflow emails from the app will fail to send.

Additional Notes for Google Accounts:
If you see errors like Invalid login: 535-5.7.8 Username and Password not accepted, your Google Account may not allow raw passwords for sending emails. In this case, generate a Custom App Password:

1. Go to your Google Account > Security > 2-Step Verification.
2. Turn on 2-Step Verification if it’s not already enabled.
3. At the bottom of the page, click App Passwords.
4. Choose Other (Custom Name) as the App Name.
5. Generate the password, then copy it and paste it into the SMTP configuration.

‍

From Email Option

If your Google account has multiple email addresses associated with it (such as alias addresses), a From Email dropdown will appear in the right panel. You can select which email address should be used as the sender for workflow emails.

The email ID you select here will be displayed as the sender when workflow emails (configured using the Send Email node) are delivered to recipients. This ensures that recipients see the correct email identity you want them to reply to.

If needed, you can Reconnect with Google at any time by clicking the button shown.

‍

Note: When emails are sent using Google SMTP, the sender name shown to recipients is taken from the Google account that is connected to SMTP. This is the display name configured in the Google account profile, not a name set within Clappia.

If the connected Google account does not have a display name configured, or if the SMTP provider does not pass the display name, recipients may see only the sender’s email address without a name in the “From” field.

To control how the sender name appears in recipient inboxes, ensure that the Google account used for SMTP has the correct display name set. This name will be used consistently for all emails sent through that SMTP configuration.

‍

Microsoft OAuth2

Select Microsoft OAuth2 under Authentication Type.

Click Connect with Microsoft and sign in with your Microsoft account.

A permissions screen will appear. Allow and click Accept to confirm.

Once connected, all workflow emails from this app will be sent using the connected Microsoft account’s email address (instead of noreply@clappia.com).

If SMTP is disabled and later re-enabled, or if you switch from Google OAuth2 to Microsoft OAuth2, you will need to click Reconnect with Microsoft.

Microsoft SMTP Attachment Limit

When your workplace is configured to use Microsoft SMTP, there is an important size limit to keep in mind. Microsoft does not allow emails to be sent if the total email size exceeds 50 MB.

This total size is calculated by adding up everything included in the email such as the Subject, Email body, Attachments uploaded through the form, and PDFs.

If all of this together crosses the 50 MB limit, the email will not be sent by Microsoft.
In such cases:

• The email will fail silently from Microsoft’s side, and
• You will see an error message in the workflow logs

This limit is enforced by Microsoft and applies to all emails that Clappia sends through your Microsoft SMTP connection.

‍

Key Notes

• By default, emails come from noreply@clappia.com.
• App-Level SMTP overrides Workplace SMTP if both are set.
• Different apps in the same workplace can each use different SMTP configurations.
• If the Enable sync with Office 365 toggle is turned off, submissions made during this period are held in Clappia. When you turn the option back on, these pending submissions will also be pushed to the connected Office 365 sheet, and future submissions will continue to sync as normal.

‍

Troubleshooting

1. The Microsoft/Google sign-in window does not appear when connecting SMTP
Possibility: Browser Pop-ups are Blocked
When you click Connect with Google or Connect with Microsoft, a new tab should open with the sign-in pop-up window. If this window does not appear, your browser may be blocking pop-ups for Clappia.

What you can do:

• In Chrome, go to chrome://settings/content/popups (or open Browser Settings > Privacy and Security > Site Settings > Pop-ups and redirects).
• Find Clappia in the list (or add it manually) and allow pop-ups for the site.
• Retry connecting your account. The sign-in window should now appear.

‍

2. Even after allowing pop-ups, SMTP fails to connect with Google
Possibility: Third-Party Cookies Disabled
Google account authentication requires cookies to be enabled. If third-party cookies are blocked, the connection may fail.

What you can do:

• In Chrome, go to chrome://settings/cookies (or Browser Settings > Privacy and Security > Site Settings > Third-party cookies).
• Ensure that Allow third-party cookies is enabled.
• Retry connecting your Google account.

‍

3. SMTP with Google using Password authentication shows an “Invalid login: 535-5.7.8 Username and Password not accepted” error
Possibility: Google does not allow raw passwords for SMTP
Google accounts with 2-Step Verification enabled do not allow direct password usage for SMTP.

What you can do:

• Generate a Custom App Password in your Google Account.
• Use this App Password in the SMTP configuration instead of your regular password.

‍