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By default, Pipefy uses the address @mail.pipefy.com to send all emails in the platform.

But, if you have a Enterprise subscription, you can send emails through a customized email address, what we call an SMTP configuration.

With this feature, it is possible to add multiple email addresses to your company’s account and choose which address you want to send emails from.

📌 Attention: Pipefy is not able to receive emails through your custom email address. Any emails sent through our email messaging features will be sent via a Pipefy email address in the "Reply to," so we can collect the response and add it to the card.

After customizing an email address and SMTP servers, you'll be able to change the email to your custom email address.

Any replies will still be sent to the Pipefy card address, ensuring the recipient recognizes your email while enabling Pipefy to collect the responses and add them to the card.

Only company admins can access custom email settings for active devices.

Access your Account Preferences by clicking on your profile picture. Once inside, (1) click on Email Settings and (2) select Custom Email.

Select Add new email to set up a custom address.

Then, add the information related to the email address and where you want this address to be applied:

Click on next. Provide your SMTP server details. If this is the first email that you are adding, it becomes the default SMTP server for the company. If needed, later on you can specify a new SMTP server for each email address.

To enable using your own SMTP server, input the following SMTP server details:

Here are the most common SMTP configurations for major email providers:

Common SMTP Ports

Google Account → Security → 2-Step Verification → App passwords

Microsoft Account → Security → Advanced security options → App passwords

Account Settings → Account Security → Generate app password

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❗Authentication Error: Verify that you are using an application password instead of your regular account password. Gmail, Outlook, and Yahoo require specific passwords for external applications.

❗Connection Refused: Ensure you are using the correct port (587 for TLS is most common) and that your provider allows external SMTP connections.

❗Emails Going to Spam: Configure SPF, DKIM, and DMARC records for your domain to improve email reputation and deliverability.

✅ Always use TLS (port 587) when available

✅ Use application passwords instead of main passwords

✅ Keep your credentials secure and private

✅ Monitor usage to detect suspicious activities

Important

To ensure that emails are successfully sent from Pipefy to your SMTP server, you must open the necessary ports to allow connections from our IP addresses.

Please request our IP addresses from our support team via chat to enable the connection to your server. Your SMTP server must meet the following requirements:

🔔 Please Note: The account used for this configuration cannot have any form of Multi-Factor Authentication (MFA/2FA) enabled.

Once you have configured your email address and SMTP server, you can use a custom email address in card emails, email templates, and the shared inbox—allowing you to change the sender identity across the platform.

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