System Email Settings

Set up your system email settings to ensure automated emails (such as job alerts, application confirmations, and engagement communications) are sent reliably from Firefish. Only Super Users can manage these settings.

Use the options below to connect Firefish to your Microsoft 365, Gmail, or a custom SMTP account.

• Microsoft 365
  • Before you Begin
  • Enabling in Firefish
• Gmail
• Custom SMTP
• Test and Save Settings

Microsoft 365

Before You Begin

Before enabling Mailbox Automation:

• You must have a Microsoft 365 business mailbox

• A Firefish Super User and your Microsoft 365 administrator should coordinate so that the required Firefish integration app (“Firefish-365Integration”) is approved in your Microsoft tenant.

Pre-authorising the Firefish 365 Integration App

It is essential that the app is excluded from any conditional access policies such as Location, Hardware, IP Address or required 2FA/MFA restrictions. If your Microsoft 365 account has any set up, your M365 Administrator must preauthorise the app and exclude it from them.

Before users begin connecting in Firefish, a Microsoft 365 administrator should use the following URL to pre-authorise the app and add it to your enterprise applications list in Microsoft Entra:

Replace {YOUR-M365-DOMAIN-URL} with the domain associated with your Microsoft 365 tenant. This is typically the domain you use for your emails, however if you are in doubt, please ask your M365 Administrator.

This will take you directly to the Microsoft Approval workflow to grant the necessary permissions we need to enable the integration.

Once you click accept, you will be redirected to a holding page that you can safely close.

Once this is done, you can view the app registration by navigating to https://entra.microsoft.com -> Enterprise Apps -> All Applications, where you can configure any conditional access policies so that they exclude the Firefish-365Integration App.

• Ensure users are prepared to re-authenticate if migrating from a legacy sync method.

Enabling in Firefish

Use this method to send emails via your Microsoft 365 account.

1. Go to Settings > System Configuration > Email Settings.
2. Select Microsoft 365 as the provider.
   
3. Click Log in  and follow the authentication steps on the Microsoft 365 site.
4. Once authenticated, you can set up your signature, then send a Test & Save email.
   

Gmail

Use this method to send emails via your Gmail or Google Workspace account.

1. Navigate to Settings > System Configuration > Email Settings.
2. Choose Gmail as your provider.
   
3. Click Sign in with Google and complete the sign-in process, ensuring you give all the requested permissions when prompted.
   
4. Once authenticated, you can set up your signature, then send a Test & Save email.

Custom SMTP

Use this if you’re using a different email provider or have your own mail server.

1. Go to Settings > System Configuration > Email Settings.
2. Select Custom SMTP from the list.
   
3. Enter your full SMTP details:
   • Email address: The sending address (e.g. mail@youragency.com)
   • SMTP server: Provided by your email host (e.g. smtp.yourprovider.com)
   • Port: Usually 587 for secure connection or 25 for non-secure
   • Username and Password: As provided by your host
   • Use secure connection: Tick this if your provider requires TLS/SSL
4. You can set up your signature, then send a Test & Save email.

Test and Save Settings

After setting up any provider:

1. Click Send Test Email to check the configuration.
2. A confirmation message will appear if successful.
3. Click Save to apply the settings.

If the test fails, check credentials and configuration, or refer to our Email Troubleshooting Guide.