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Orchestrator User Guide
Last updated Dec 6, 2023

Setting up Alert Emails

Enabling Alert Emails

You can subscribe to ten-minute and daily alert reports, to receive emails every time a change occurs to the component you chose to be notified about.

To receive and manage email alerts, make sure that:

  • you use a valid email address,
  • you have View permissions on Alerts,
  • the email settings are correct.

    Important: Users do not inherit Alert permissions from the parent group. To allow users to view alerts, grant them the corresponding permissions explicitly.

    Known issue: Alert emails sent to groups may be written in English, regardless of the language preference of individual group members.

To subscribe, navigate to your tenant context > Settings page > General tab > Email setup section, and activate the Enable alerts email toggle.

Modifying the options present on this page as an organization administrator overwrites the individual choices the users in your organization made.

Setting up the Email

To set up the email for receiving alerts, navigate to the Mail tab of your tenant settings.

Use custom settings if you want to set up your own SMTP server.


The default mail settings use the SendGrid SMTP server.

Switching the settings from custom to default, then back to custom erases all the values that were inputted for your SMTP configuration.

Considering you want to receive email alerts via Gmail, the following procedure walks you through the Gmail SMTP server configuration:

Example of Setting Up Email Alerts With Google SMTP Server

  1. Navigate to https://security.google.com/settings/security/apppasswords.
  2. Sign in using the email address which is to send mail messages from Orchestrator.
  3. From the Select App drop-down list, select Mail.
  4. From the Select Device drop-down list, select Windows Computer.
  5. Click Generate. The Generated App Password window containing an app password is displayed.
  6. Copy the generated app password to clipboard.

  7. In Orchestrator, navigate to your tenant Settings > Mail tab.
  8. Enable alerts email.
  9. Select Use custom settings. This displays the list of the required SMTP fields.
  10. Select the Enable SSL check box. This secures your connection to the SMTP server.
  11. In the SMTP Host field, enter the address of the Gmail SMTP server smtp.gmail.com.
  12. In the SMTP Domain field, enter the domain value, which will be concatenated with the SMTP Username value, if the SMTP Server requires authentication. This is not the case for Gmail SMTP server, so leave the field clear.
  13. In the SMTP Port field, enter 465. Use this value when you enable SSL. If you do not enable SSL, use 587.
Note: These values are for the Gmail SMTP server, and may differ for other SMTP servers. Check the available ports with your administrator.
  1. In the SMTP Username field, enter the Gmail address you want to send email alerts from (the same used in step 2).
  2. In the SMTP Password field, enter the password associated to the Gmail address.
  3. In the Default From Address field, enter the Gmail address that will be used to send alerts from. It has to be the same one used in step 5.
  4. In the Default From Display Name field, enter a name for your email settings. This name is displayed in your inbox when you receive the alert emails, to help you easily identify the alerts you need.
  5. Click Save. You will be asked if you want to proceed without testing the email settings.

Once saved, all accounts that have an email address configured in the Manage Access page and and View permissions on Alerts receive email alerts every time a Fatal or Error alert is encountered, and a daily detailed report of all alerts.

Testing Mail Settings

After entering your settings in the Mail tab, you can ensure alert emails are functioning properly using the Test Mail Settings feature:

  1. Click Test Mail Settings. The Test Mail Settings window appears:
  2. In the Send To field, enter the address where the test email should be sent. This field is automatically populated with the email address of the current account.
  3. Click Send. A window will appear indicating if the email was sent successfully or if an error occurred.
  4. Check the test email inbox to verify the message was received as expected.
    Note: Testing does not save your settings, you must click Save to apply these settings to your setup.

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