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Email / SMTP

Vesana sends email for:

  1. Alert notifications through email channels
  2. Scheduled PDF reports
  3. Status pages (access and subscription mails)

There are no sign-in codes by email; two-factor sign-in uses a TOTP app or a passkey.

Configuration

Admin → Notifications → E-mail & Messages (super admins only). The setup wizard does not ask for SMTP.

Field Meaning
Preset optional, pre-fills the fields: Microsoft 365 (OAuth2), Microsoft 365 (password), Gmail (app password), Implicit TLS (port 465), Anonymous relay (port 25, no auth)
SMTP server · Port address and port of the mail server (default port 587)
Encryption STARTTLS (587) · Implicit TLS (465) · None (plaintext) · Automatic (by port)
Verify TLS certificate on by default; only switch off for self-signed internal mail servers
Authentication Username + password · None (anonymous relay) · OAuth2 (Microsoft 365)
Username · Password with "Username + password"
From address sender address of the mails

Send test email checks the configuration right away. Saving and the test email require a fresh identity confirmation. If you change server or port, re-enter the password or client secret — stored credentials are never sent to a different server.

If no SMTP server is set, a mail does not count as sent: the test button, report delivery, status page mails and the email channel report the failure, and the channels page and the alerting overview show a warning with a link to the setup.

Microsoft 365 with OAuth2

With OAuth2 (Microsoft 365) Vesana signs in without a mailbox password:

Field Value
Mailbox / sender address the sending mailbox
Tenant ID (directory) from Azure AD / Entra ID
Client ID (app registration) of the registered app
Client secret of the app
Scope (optional) leave empty for the default outlook.office365.com/.default

Register an app in Azure AD, create a client secret and grant the app SMTP send rights (application permission) for the mailbox.

Language and timezone

The same page (Admin → Notifications → E-mail & Messages) carries three instance-wide settings:

Setting Effect
Notification language German or English for all channels. Status terms such as CRITICAL always stay English.
Notification time zone Applies to the times in notifications (always with the zone abbreviation, e.g. "10:53 CEST"), to the user interface, and as the default for new report schedules and status pages. When you first open it, your browser's timezone is suggested.
Start-up phase after an outage When a host or collector comes back from an outage, problems that only start with the restart (event log errors of the reboot, "Unexpected Shutdown", services still starting) are collected for this long. Whatever resolves by then is not reported; the rest arrives as one "Alert after restart" message for all returning hosts. Default 30 min, at most 2 h; "Off" reports after the rule time as before.

Without a timezone set, notifications stay on UTC (and say so); the interface then uses your browser's timezone. Up to v1.9.446 the interface was hard-wired to Europe/Rome.

One-time adoption on update: If your instance never had a timezone set, Vesana adopts it once from the browser of the first super admin who opens the interface after the update — so notifications and the interface name the same time. You can change it here at any time; if you deliberately reset it to UTC, UTC stays (the adoption runs exactly once).

Common SMTP providers

Gmail / Google Workspace

  • Preset "Gmail (app password)": smtp.gmail.com, port 587, STARTTLS
  • Create an app password (not the account password) — this needs 2FA on the Google account

Microsoft 365

  • Preset "Microsoft 365 (OAuth2)" (recommended, see above) or "Microsoft 365 (password)": smtp.office365.com, port 587, STARTTLS
  • For the password route the mailbox must allow "SMTP AUTH" (many tenants forbid it by default)

Postmark / Mailgun / SendGrid

  • Server and port from the provider
  • API key as password, username typically apikey or similar
  • The sender domain must be SPF/DKIM verified

Own mail server / relay

  • Server and port as configured; an internal relay without sign-in via the preset "Anonymous relay"
  • DNS records: SPF, DKIM and DMARC clean, otherwise mails land in spam

Email channel

An email channel (Alerting → Channels → New Channel → Email) has one recipient address and a subject prefix (default [Vesana]). The mails have a fixed layout; custom templates don't exist. Language and times follow the settings above.

Delivery

If sending fails (server doesn't answer, sign-in rejected), Vesana retries with growing intervals (10 s up to 10 min, up to 8 attempts in total). After that the message counts as failed and shows up as such in the channel's delivery journal (see Notification channels). Bounces the mail server sends back later are not evaluated.

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