Email sending

Workflow emails go out through the built-in sender unless you connect your own. With your own connection, emails come from your address, and you can send to anyone: the built-in sender only emails your team, verified addresses and the respondent (see the Email step).

Add a connection under Integrations, or from the Connection field of an Email, Approval or Send back step.

Gmail or Google Workspace

Gmail connects with an app password, not your normal password:

1. At myaccount.google.com, turn on 2-Step Verification (app passwords need it).
2. Go to myaccount.google.com/apppasswords and create an app password.
3. In Nextforms, choose Gmail, enter your Gmail address as the Username and paste the 16-character password. Your normal Gmail password won’t work.

Emails come from that Gmail address. On Google Workspace, your admin may have to allow app passwords.

Outlook or Microsoft 365

Choose Outlook / Microsoft 365 and sign in with Microsoft. Emails are sent from your own mailbox, so they also appear in your Sent folder. Personal Outlook.com accounts and work or school accounts both work. Microsoft is switching off password sign-in for SMTP, so use this rather than an app password for Microsoft 365.

Your own SMTP server

Other SMTP server takes the SMTP Host, Port, Username, password, whether to use TLS, and the From name and From email. Most mail services and hosting providers give you these in their settings.

Mailgun and Amazon SES

• Mailgun: your API key, the sending domain, and the name and address to send from.
• Amazon SES: an access key ID and secret, the AWS region, the name and address to send from, and optionally a configuration set.

Once connected, open the connection again and choose Set up webhook: Nextforms then hears about bounces and spam complaints, and stops emailing addresses that bounce. The dialog shows the URL to add:

• Mailgun: under Webhooks, add the URL for Permanent Failure, Complained and Delivered, then paste Mailgun’s HTTP webhook signing key into Nextforms.
• Amazon SES: create an SNS topic with the URL as an HTTPS subscription (Nextforms confirms it), then send your SES identity’s Bounce and Complaint notifications to that topic. Add Delivery too if you want delivery receipts.

When a connection stops working

A changed password or a revoked sign-in pauses the connection: you get an email, and the runs that would use it wait on that step. Reconnect it under Integrations, then release the waiting runs; see Runs and fixing failures.