> For the complete documentation index, see [llms.txt](https://docs.primeur.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.primeur.com/data-mover-smart/settings/mail.md).

# Mail

This section explains how to configure email settings and manage email templates in **Data Mover Smart**. 

The email functionality is used within the **Rules** → [Send Mail](/data-mover-smart/rules/actions/send-mail.md) action to send notifications either by using manually entered content or predefined templates.

To access the email settings:

1. Open **Settings** from the main menu.
2. Select **Mail** from the navigation panel.

The **Mail** section contains these tabs:

* **SMTP Servers**
* **Template**
* **Favorite emails** 

## SMTP **Servers** 

The **SMTP Servers** tab allows you to configure and manage the SMTP servers used by Data Mover Smart to send outgoing emails.

### Creating an SMTP Server

To create a new SMTP server:

1. Click **New**.
2. Complete the fields in the **New SMTP Server** dialog.
3. Click **Save**.

The following fields are available:

1. **Name (\*)**: Unique name used to identify the SMTP server configuration.
2. **Description**: Optional description of the server and its intended usage.
3. **Host (\*)**: SMTP server hostname or IP address (for example, smtp.corp.com).
4. **Port (\*)**: Communication port used by the SMTP server.
5. **StartTLS**: Enables encryption using the STARTTLS protocol. The connection starts unencrypted and is then upgraded to a secure encrypted channel. Values:
   * ✅ Enabled → secure connection
   * ❌ Disabled → unencrypted connection
6. **Authenticated**: Enables authentication using a username and password. Values:
   * ✅ Enabled → authentication active
   * ❌ Disabled → no authentication
7. **Credential (\*)**: Credential used to authenticate with the SMTP server. Available only when **Authenticated** is enabled.
8. **Sender Mail (\*)**: Default sender email address used for outgoing messages. Example: `janet.doe@corp.com`.

Configured SMTP servers are displayed in a table containing the following information:

* **Name**: unique server identifier.
* **Description**: optional description.
* **Created**: creation date and time.
* **Last update**: date and time of the latest modification.

Each row provides a context menu (︙) on the right side with the **Edit** and **Delete** options. 

## Template

The **Template** tab allows you to create and manage reusable email templates.

Templates can be selected in the **Rules** → **Send mail** action when **Mail Type** → **Template** is chosen.

### Creating a Template

To create a template:

1. Click **New**.
2. Complete the fields in the **New mail template** dialog.
3. Click **Save**.

The following fields are available:

1. **Name (\*)**: Unique template identifier. This value cannot be modified after creation. 
2. **Description**: Optional description of the template (maximum 255 characters).
3. **Mail subject (\*)**: Subject of the email message. Variables can be used in this field. 
4. **Mail message (\*)**: Body of the email message. Variables can be used in this field. 

Variables can be used in both the **Mail subject** and **Mail message** fields. For more information, see [Using variables in Templates](#using-variables-in-templates) below.

Created templates are displayed in a table containing the following columns:

* **Name**: template identifier. The current template version is displayed below the name. 
* **Description**: optional explanation of the template purpose.
* **Variables**: number of variables used in the template. Clicking the information icon displays the complete list of variables referenced in the template.
* **Created**: creation date and time.
* **Last update**: date and time of the latest modification.

Each row provides a context menu (︙) on the right side with the **Edit** and **Delete** options. 

#### Template versioning

Templates containing variables support automatic versioning.

The template version is incremented only when variables used in the **Mail subject** and **Mail message** fields are added, removed, or modified.

{% hint style="warning" %}
Template versioning is based on the total number of distinct variables used in the template.

If the same variable is used multiple times within the template, removing one occurrence may not generate a new version.

For example, if the variable `${VFSpath}` is used in both the **Mail subject** and the **Mail message**, and it is removed only from the message, the total number of variables used by the template remains unchanged. In this case, a new template version is **not created**.
{% endhint %}

Changes to the template description and the email subject and message text that does not affect variables do not generate a new version.

#### Using variables in Templates

The **Mail subject** and **Mail message** fields support variables.

Variables are resolved at runtime and replaced with values available in the rule execution context. This makes it possible to generate dynamic notifications containing information such as file names, dates, execution details, or error messages.

Variables must use the following syntax:

```
${variableName}
```

**Example**:

Subject

```
New file received in ${VFSpath}
```

Message

```
Dear Administration Team, 
A new file has been successfully received and stored in the monitored VFS path. 

File details:
File name: ${Filename}
VFS path: ${VFSpath} 
Received date: ${Date} 
Received time: ${Time} 
File size: ${Size}

Please verify that the file has been processed correctly. 
This is an automatically generated notification from Data Mover Smart.
```

{% hint style="info" %}
Only variables available in the execution context can be resolved. Undefined variables may remain unresolved in the generated email.
{% endhint %}

Once saved, the new template will be available in **Rule** → **Action** → [Send mail](/data-mover-smart/rules/actions/send-mail.md#mail-type-template) when **Mail Type** → **Template** is selected. 

## Favorite emails

The **Favorite emails** tab allows administrators to maintain a list of frequently used recipient addresses.

These addresses can later be selected from the **Mail recipients** field of the **Rules → Send mail** action.

### Adding a Favorite Email

To add a favorite email:

1. Click **New**.
2. Enter the email address in the **Mail (\*)** field and optionally a **Description**.
3. Click **Save**.

The email address must be in a valid format.

Example:

```
janet.doe@corp.com
```

Configured favorite email addresses are displayed in a table containing the following information:

Saved entries appear in the **Favorite emails** section, where you can manage the list of frequently used recipient addresses.

The table displays all configured favorite emails with the **Mail** and **Description** columns.

Each row includes a context menu (︙) on the right side with the **Edit** and **Delete** options. 

The list of favorite email addressed will be available in the **Mail recipients** field of the **Rules** → [Send Mail](/data-mover-smart/rules/actions/send-mail.md) action.


---

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