Configuring Custom SMTP Email Accounts

You can configure your email server settings to send email notifications from OneTrust using the Custom SMTP Relay methodology. This methodology is recommended for companies wanting full control over emails coming from the OneTrust Platform. Emails are sent from the platform via SMTP configuration directly to the customer's email server. This works for any email server supporting SMTP.

Note:

Some email servers impose daily limits to the volume of email traffic sent. Ensure your server supports the expected capacity relative to how you're planning to use OneTrust.

To add a SMTP account

You can add multiple SMTP servers in the platform and configure through which SMTP server emails are sent based on specific rules and conditions that you can define. Emails can be sent through specific SMTP servers based on the organization to which the user belongs as well as have emails come from SMTP servers for multiple different brands and countries.

Note:

Once SMTP servers are added, you will need to configure rules to control from which server certain emails are sent. For more information on configuring SMTP rules, see Configuring SMTP Email Rules.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.


  3. On the Accounts tab, click the Add button. The New email account screen appears.


  4. Select SMTP and click the Next button. The New email account screen appears.

  5. Complete the fields in the SMTP Details section. For more information, see SMTP Details Screen Reference.
  6. Click the Test button to test the configuration.
  7. Click the Create button.

SMTP Details Screen Reference



Note:

The OneTrust Platform will call the configured SMTP mail server from an IP address within a designated range of the data center your account is hosted. For more information, see About OneTrust Hosting Options, Locations, and Backup.

Section

Field

Description

SMTP Details

SMTP Name

Enter a name to identify the SMTP configuration.

Sender Name

Enter the name that you want to appear as the sender.

Sender Email

Enter the email address that you want to appear as the sender.

Failure Alert Recipients

Select the users who should be notified if the email server fails. If no users are selected, Site Admins within the root organization will receive the email notification. If users are selected in this field, only those users will receive the email notification.

SMTP Server Settings

SMTP Server

Enter the hostname or IP address of your SMTP server.

E.g., smtp.yourcompany.com

SMTP Port

Enter the SMTP port number you want to use.

For cloud-hosted email servers, use ports 587 or 465.

Security Protocol

Select whether to enable relay through your encrypted email via SSL or TLS.

Port 587 does not require SSL or TLS.

SMTP Timeout

Enter the maximum amount of time that the platform can use to establish a connection with the SMTP server before timing out.

Note:

The minimum value that can be entered is 1000 ms and the maximum is 10000 ms.

Authentication

User Name

Enter the username for the authentication credentials for your SMTP server.

Password

Enter the password that corresponds with the username for your SMTP server.

Test Connection

Click the Test button to verify the SMTP connection before saving your settings.

To change the default email account

When no defined rules are met, notifications will be sent from the default email account. You can set a new default email account using the following procedure.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Hover over the email account you want to set as the default, and click the Context Menu icon that appears.
  4. On the Context menu, select Set as default. The Change default modal appears.

  5. In the Current default field, select the email account you want to set as the default.
  6. Click the Save button.

To edit an email account

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Click the link in the Email account column for the email account you want to edit. The Email account details screen appears.

  4. Modify the email settings, as needed.
  5. Click the Test button to test the configuration.
  6. Click the Save button.

To delete an email account

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Hover over the email account you want to delete, and click the Context Menu icon that appears.
  4. On the Context menu, select Delete. The Delete email account modal appears.
    Note:

    You can also click the Delete button on the respective Email account details screen. In addition, if you are attempting to delete the default email account, you must select a new default on the Delete email account modal.

  5. Click the Save button.