Configuring Outgoing (SMTP) Email

Configure the connection to an outgoing email server so the instance can send email messages to users.

Jive uses an SMTP email server for sending messages such as content update notifications, task reminders, registration confirmations, and so on. You configure a connection to an outgoing email server in the Admin Console.

Fastpath: Admin Console: System > Settings > Email Server
The main part of configuring outgoing email settings involves the settings for the Simple Mail Transfer Protocol (SMTP) server that outgoing email will use.

Set the server admin email and name to use a default email address and name for outgoing email. In practice, outgoing emails can appear to have been sent by any one of many people, depending on the reason for the message. For example, when someone posts a message to a discussion thread, the email can appear to have come from them and will be received by anyone receiving notifications for the message.

Jive Software strongly recommends using a bounce email address. This will prevent users' automated email replies, such as Out of the Office emails, from posting in your community. In other words, if an outgoing Jive email bounces because its recipient is no longer available, the returning email will be sent to this bounce email address. This is the best way to keep this kind of email from cluttering the inbox of an address that you use for other purposes.
Note: Avoid setting the bounce email address to a domain that is the same as the domain for registering users. The bounce email address will be placed as the return-sender address in the email header for a message sent out from the system for validation. If the email address of the user attempting validation and the bounce email address have the same domain, spam filters may see this as a spoofing attempt and drop the message.

Select the Set Username in Notification Email From Address, when you want a person's username to show in the FROM line of a notification email instead of their full name. In other words, if someone posts a discussion reply message, notification messages sent to other people will show the FROM line as, for example, "gladysk" rather than "Gladys Kravitz".

Best Practices for Outgoing Email Setup

Field Example Value Description
Server Admin Name Community System Admin Typically this is overwritten with the name of the person performing the action. This name is used only when it's a system function sending the email.
Server Admin Email Use an account that doesn't exist so that if a user replies to something from email, they'll get a bounce-reply letting them know that their content did not post in the community.
Bounce Email Address Use an account that does exist. Check the emails that come into this box and remove or disable bouncing accounts. Note that out-of-office emails would also be sent to this address.