One of the countless options available to you in SeaTable is sending emails from your bases. This feature of SeaTable will save you a considerable amount of time if you always want to send certain emails at a certain point in a process - for example, a payment reminder once the deadline for paying an invoice has passed.
What steps are necessary to add your email account to any Base and how you can send emails from your Base afterwards is the subject of this article.
Set up an email account in your Base
- Open the advanced base options by clicking on the three dots .
- Select the Third Party Integration option.
- Add a new email account.
- Enter the following information:
- Account name: short description of the account
- Sender: your e-mail address
- SMTP server: depending on the provider, e.g. smtp.gmail.com, smtp.gmx.net or smtp.web.de
- SMTP port: 587 (may differ for some providers)
- Username: Username of your email account, usually your email address.
- Password: Your email or app password.
You can also find detailed instructions for setting up an e-mail account for the Gmail, GMX and Web.de services in separate articles:
Sending e-mail from a base
After adding your email account in a Base, you will have two different options for sending emails:
In both ways, you define a standardized e-mail whose text remains the same for all recipients and records. Therefore, this function is not suitable for e-mails whose content varies greatly from case to case. However, you can quote entries from different columns, for example insert the respective name in the salutation or the order number in the subject, in order to personalize the respective e-mail to some extent and enrich it with the data from the row concerned.
Testing the email configuration
After you have successfully added an email account to your Base, the created account will be displayed in the advanced Base options under third-party integration. Here you can send a test email to selected recipients with just a few clicks.
To do this, click the envelope icon to the right of your set up email account.
Then define the subject, recipient, and content of the test email. For example, you can send yourself an email to your own email address.
After the test e-mail has been sent successfully, the following message appears:
Then check the outbox of your email account connected to SeaTable to see if the email was sent, and the inbox of the recipient's account to see if it arrived as requested.
Frequently asked questions
Why is it useful to set up an email account?
Setting up an email account in your Base is a prerequisite for sending automated emails via SMTP (Simple Mail Transfer Protocol). So, if you want to send emails from your Bases, you must first add an email account.
Where exactly do you enter your e-mail data?
When setting up your email account, you will be asked to enter the required email data in the text fields provided. You can find detailed instructions on how to set up your account in the first section of this help article.
Are my email credentials (especially password) visible to others, e.g. when I share a base?
Are my email accounts exported with the export of a Base?
No, your set up email accounts will be lost when you export your Base and consequently will not be stored in Base when you import it again. You will need to set up your email account again in the imported Base afterwards.