Custom SMTP in Zoho Sign

Custom SMTP in Zoho Sign

Available in all Data Centres and only in the Enterprise Edition

Zoho Sign now allows users to send signature workflow emails using your own SMTP server instead of Zoho Sign’s default mail server.

What is Custom SMTP?

Custom SMTP (Simple Mail Transfer Protocol) refers to the setup where a business or user configures their own email server to send emails from an application (like Zoho Sign), instead of using the application's default email server. 

Some customers might need their email to be sent from their own server for compliance reasons. Imagine that you are an administrative officer working in a hospital and is responsible for handling patient consent forms, treatment authorizations, and insurance documents via Zoho Sign. Instead of your emails being sent from Zoho Sign's email server, they will be sent from your company's SMTP mail server, thus improving email deliverability and further decreasing the rare chances of your emails ending up in spam. In some cases, companies belonging to regulated industries might need their emails to be sent from their own server to ensure compliance and increase trust. 

How to enable Custom SMTP in Zoho Sign

This action can only be performed by administrators. If you are an administrator:
  1. From the Zoho Sign dashboard, hover over Settings and click Branding.



  2. Select Custom SMTP.


  3. Toggle the button to enable Custom SMTP.



  4. Enter your server address, port number, connection encryption type, and authentication details (Username and Password of your SMTP server).



  5. Click Save.
  6. Note that to enable Custom SMTP in Zoho Sign, all emails must be routed through your organization's email server instead of Zoho Sign’s default server. Because of this, Zoho Sign can no longer use its own default email address as the sender. Therefore, the user should choose to send the signature requests from the Organization's email address or the Sender's email address. Learn more.
  7. After the entered credentials are validated, the Custom SMTP will be enabled.
  8. Now, all the signature requests, reminders, OTPs and completion alerts will be sent via the configured mail server. 
Configuring a custom SMTP server is at the discretion of the user. Once set up, all emails sent through Zoho Sign will be stored in the mail box associated with the configured email address. Since emails are sent via the sender’s mail server, a copy may be stored in the Sent folder.