Configure Email (SMTP) in Softbase Evolution

Softbase Evolution uses your company's email configuration to send system-generated emails such as invoices, statements, notifications, and other documents.

Before You Begin

Evolution sends email using SMTP. Traditionally, many companies configured Evolution to connect directly to their email provider, such as Microsoft 365 or Google Workspace, using an email address and password.

Email providers are increasingly restricting or eliminating this type of SMTP authentication in favor of newer authentication methods. Because of these changes, Softbase recommends using a dedicated SMTP relay service for Evolution rather than a personal or employee email account.

Using an SMTP relay service also keeps Evolution's automated email separate from individual employee accounts and can provide better delivery reporting and troubleshooting.

Recommended SMTP Relay Services

Evolution can work with standard authenticated SMTP relay services. Two commonly used options are:

SMTP2GO

A straightforward SMTP relay service that works well with Evolution. SMTP2GO currently offers a free plan for companies with lower email volumes, making it a good option for smaller dealerships.

SendGrid

A widely used transactional email delivery service that can also provide SMTP credentials for applications such as Evolution.

Softbase does not require either of these providers. You may use another SMTP service as long as it supports standard SMTP authentication.

Information You Will Need

Before configuring Evolution, obtain the following information from your SMTP provider:

• SMTP server/address
• SMTP port
• From email address
• SMTP username
• SMTP password
• Encryption/TLS requirements

We recommend using an email address that clearly identifies messages coming from your dealership, such as:

• noreply@yourcompany.com
• invoices@yourcompany.com
• notifications@yourcompany.com

Your SMTP provider may also require you to verify your company's domain and add DNS records such as SPF or DKIM. These changes are normally made by your company's IT administrator or domain administrator.

Configure SMTP in Evolution

1. Click Settings.
2. Click Administration.
3. Click Company.
4. Click SMTP.
5. Enter the SMTP information supplied by your email or SMTP relay provider:
   • SMTP Address
   • From Email Address
   • Port
   • Username
   • Password
6. Do not use Port 25 as STMP is blocked by Microsoft Azure on that port. Ports 587 and 2525 are commonly used by SMTP relay providers.
7. Save your SMTP settings.
8. Send a test email from Evolution to confirm that messages are being delivered successfully.

Example: SMTP2GO

If your company does not already have an SMTP relay service, SMTP2GO is one option that is relatively simple to configure.

Create an SMTP2GO account and verify your sending domain. SMTP2GO will then provide SMTP credentials that can be entered into Evolution.

A typical SMTP2GO configuration is:

SMTP2GO currently provides a free plan for lower-volume senders. Companies with higher email volume can select one of its paid plans.

Domain Verification and Email Deliverability

For the best email delivery results, we strongly recommend verifying your company's domain with your SMTP provider.

Your provider may ask you to add SPF and DKIM records to your domain's DNS configuration. These records help receiving email systems verify that Evolution is authorized to send email on behalf of your company.

Need Help?

Your company's IT administrator or SMTP provider should be able to provide the SMTP server, port, username, password, and domain verification information required by Evolution.

If you have the correct SMTP credentials but Evolution is unable to send email, contact Softbase Support for assistance.