OptimiDoc Server Help Center
OptimiDoc Server Help Center
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Email Destination

The Email destination sends scanned documents to one or more recipients as e-mail attachments through an SMTP server. It supports SMTP authentication with a login and password or modern OAuth 2.0 (Google or Microsoft 365), a rich-text message body, and an attachment-size limit with an automatic download-link fallback for oversized scans.

How It Works

When a scan template delivers to an Email destination, OptimiDoc composes a message, attaches the scanned document(s), and sends it through the configured SMTP server. If you leave Recipient empty, OptimiDoc addresses the message to the signed-in scanning user's e-mail address.

If the attachments would exceed the Attachment Limit (MB), OptimiDoc does not send an oversized message. Instead it stores the scan in OptimiDoc's internal storage and sends the recipient a message with a secure download link to retrieve the documents. This guarantees delivery even when the mail server or recipient enforces small attachment limits.

The message body is edited with a rich-text editor, so you can format the notification (headings, bold, links) instead of sending plain text.

Configuration

Setting

Description

SMTP Server

Hostname or IP of the outgoing mail server (e.g. smtp.example.com).

SMTP Port

SMTP port (typically 25, 465, or 587).

Use SSL/TLS

Enable encryption for the SMTP connection.

Authentication

Login & password, Google OAuth 2.0, or Microsoft 365 OAuth 2.0.

Username / Password

SMTP credentials (Login & password mode).

Client ID / Client Secret

OAuth application credentials (Google / Microsoft 365 modes).

Sender Email

The "From" address (e.g. noreply@example.com).

Recipient

The "To" address. Leave empty to use the scanning user's e-mail.

CC

Optional carbon-copy address.

Subject

Message subject.

Message Body

Rich-text body of the e-mail.

Attachment Limit (MB)

Maximum attachment size; larger scans are delivered via a download link instead.

Authentication Options

  • Login & password -- classic SMTP authentication with a user name and password.

  • Google OAuth 2.0 / Microsoft 365 OAuth 2.0 -- modern OAuth for providers that have disabled basic authentication (Microsoft 365, Gmail). Enter the OAuth application's Client ID and Client Secret, then complete the provider authorisation for the sender mailbox.

The same authentication choices are available for the server-wide outgoing mail settings; see Mail Configuration (SMTP / OAuth).

Best Practices

  • Use a dedicated SMTP account for OptimiDoc rather than a personal mailbox.

  • Enable SSL/TLS so credentials and content are protected in transit.

  • Set a sensible Attachment Limit -- oversized scans still reach the recipient as a download link.

  • For Microsoft 365 or Gmail, prefer the OAuth authentication modes, since basic authentication is being retired by those providers.