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Email

Collate sends email for several purposes:

• Team invites
• Task and conversation notifications
• Alerts
• Scheduled reports

None of that mail goes out until an admin points Collate at a working SMTP server, so this is one of the first settings to configure on a new instance if you want invited teammates to actually receive their invite emails. The Email page under Preferences configures the SMTP server used to send all of these. Purpose and Benefits

• Purpose: Configure the SMTP server Collate uses to send invite, notification, and alert emails.
• Benefits: Ensures teammates and automated alerts are reliably delivered, and lets you verify delivery before relying on it.

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Configure Email

1. Navigate to Settings > Preferences > Email.
2. Click Edit and configure the following fields:

   Field	What It Does	What You Accomplish
   Username	SMTP account username	Authenticates Collate to your mail provider so it’s allowed to send on your behalf
   Password	SMTP account password	Completes that authentication. Without it, sending fails even with a correct username
   Sender Email	Required. The “from” address on outgoing mail. Can be the same as Username, though some providers, such as Amazon SES, use a different value for each	Determines what recipients see as the sender, and what they reply to
   Server Endpoint	Required. Hostname of the SMTP server, for example smtp.gmail.com	Points Collate at the mail server that actually delivers the message
   Server Port	Required. Port the SMTP server listens on. The port you use determines which Transportation Strategy to select below	Gets the connection to the right listener. The wrong port fails silently or times out
   Emailing Entity	Name shown as the sender in outgoing emails, for example your organization name. Default: OpenMetadata	Makes outgoing mail immediately recognizable as coming from your organization, not a generic default
   Enable SMTP Server	Turns SMTP sending on or off. When off, Collate doesn’t send any email	Lets you stage the rest of this configuration without emailing anyone until you’re ready
   Support URL	Link included in emails for users to reach your support team. Default: https://slack.open-metadata.org	Gives recipients a way to get help without it dead-ending at your defaults
   Transportation Strategy	Connection security mode, chosen to match Server Port	Matching it correctly to the port is what makes the connection actually negotiate. A mismatch here is the most common reason Test Email fails

   Match Server Port to the Transportation Strategy it corresponds to:

   Server Port	Transportation Strategy
   25	SMTP
   465	SMTPS
   587	SMTP_TLS

   
3. Click Save.

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Test Email

Use Test Email to verify the SMTP configuration works before relying on it for real notifications. This catches a wrong port, an expired password, or a blocked outbound connection immediately, instead of finding out later when an invite or an alert quietly fails to arrive:

1. From the Email settings page, click Test Email.
2. Enter a recipient address.
3. Click Test to send a one-off test message through the configured SMTP server.

A success or failure toast confirms whether the SMTP server accepted the test message.

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Collate URL

Collate URL is a separate, single-field setting stored alongside Email configuration. It’s used to build the links inside the emails Collate sends, for example, the “view this asset” link in a task notification. If this points at the wrong address, every link in every notification email points at the wrong place, even though the emails themselves send successfully.

1. Navigate to Settings > Preferences > Collate URL.
2. Click Edit.
3. Set Collate URL to the base URL your users actually use to reach this Collate instance. Default: http://localhost:8585, which only works for local development, so update it before you rely on email links in production.
4. Click Save.