Emails from Files.com
The Files.com application sends emails for a variety of reasons, including but not limited to file notifications, E-Mailed share links, share link notifications, share link uploader receipts, and password reset instructions.
New users are sent a welcome E-Mail when they are added to your Files.com site. You may customize these welcome/signup emails via the setting at Settings > Site Identity > Welcome emails. There you can enter Welcome email text to be included in the welcome emails sent to new users.
E-Mails have both a From and a Reply-To address. In order to be SPF and DMARC compliant, the From address needs to be an address actually related to the sending E-Mail server.
Files.com will set the From address to firstname.lastname@example.org because the mail is being sent from a Files.com mail server.
You can customize the Reply-To address via the setting that can be found at Settings > Site Identity > Email notifications reply to address. If this address has not been set, Files.com will use the main site contact email address as the reply-to address.
In order to customize the From field, as opposed to just Reply-To, you need to have us send mail using your own mail server using SMTP. We call this "Custom SMTP" support.
You will need to provide a username and password that corresponds with the account on your mail server that you want to use, and it must accept SMTP connections (mail server outbound) connections from our public IPs.
This feature is not available on our Starter plan; you must be on the Power plan and above.
To configure your SMTP server, go to Settings > Site Identity > Custom SMTP in the app.
As part of enabling Custom SMTP, you will be able to specify the email address and name used for the From field in outbound emails.
Please check the documentation of your Mailbox Provider (email service provider) for the exact configuration settings required. For example, Microsoft 365 Outlook has a default server address of smtp.office365.com and uses port 587, while Google Mail has a default server address of smtp.gmail.com and uses either port 587 (TLS) or port 465 (SSL). If you have any problems connecting, please contact your Mailbox Provider (email service provider) to check if additional security settings at your Mailbox Provider have to be configured in order to allow the connection.
Custom SMTP, if configured, will be used for all mail that comes from your site.
Application mails from Files.com are SPF, DMARC, and DKIM compliant. If you have email filters in place, you should be able to rely on these technologies. If you need to specifically whitelist Files.com's mail sender IPs (and you are not using Custom SMTP), be aware that Files.com sends mail via Amazon SES, which has a very large IP range, and we would not recommend whitelisting that entire range anywhere.
You may be able to use the From or Reply-To address for whitelisting, as explained above.
By default, site administrators will receive alert emails from Files.com when there is trouble with their site.
These include alerts about LDAP, SMTP, Webhook or single sign-on integration failures, alerts about going over their storage quota, alerts about SSL certificates about to expire, and similar messages.
Administrators can opt in or out of receiving these site alert emails via the setting at My account > Site alert emails (The My account page is accessible from the top right menu in the web interface).
If no site administrator has Site alert emails turned on, then all administrators will receive email alert messages when issues occur.
In addition to automated emails sent by the Files.com application, you may also receive email communication from individuals at the Files.com company, such as support, billing, and sales emails. These are not necessarily sent via the same mechanisms as app emails, and will never be sent through your Custom SMTP server.
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