Integration of external providers (Office 365 / Gmail)

📌 Objective

By default, all notifications sent by Dastra come from the address [email protected]. Thanks to integration with your external email providers (Office 365 or Gmail), you can configure sending via your own email addresses, allowing you to:

  • Build trust with your recipients (emails sent with your domain).

  • Centralize your sending and deliverability logs directly in your email infrastructure.

  • Manage your own security, compliance, and archiving rules.

📩 Scope of emails concerned

This configuration applies to all notification emails sent by Dastra within your organization, for example:

  • Notifications of new tasks or requests.

  • Invitations and reminders.

  • Compliance alerts.

  • Tracking requests to exercise rights, incidents, workflows, etc.

👉 In other words, all outgoing emails will replace [email protected] with the configured address.

⚠️ Please note: this applies to all emails sent from the organization. All workspaces will be affected.

⚙️ Integration configuration

Step 1: Access the supplier integration and authorize the connection

  • Go to Workspace Settings > Integrations.

  • Click Add a configuration for Office 365 or Gmail.

You can also access the configuration from this URL: https://app.dastra.eu/general-settings/smtp

  • Select the provider you want to use :

    • Microsoft 365 (Office 365)

    • Google (Gmail / Google Workspace)

  • When adding for the first time, Dastra will ask you to authorize the connection :

    • A window will open for you to authenticate via OAuth with Microsoft or Google.

    • You must use an account with sufficient rights (e.g., an account with administrator privileges or permission to send on behalf of the domain).

  • Once authentication is successful, Dastra will confirm the connection and display the sender configuration screen.

⚠️ Please note: this step is essential for Dastra to be authorized to send emails via your provider. Without it, the sender configuration will not be effective.

Step 2: Fill in the requested information

Two mandatory fields must be filled in:

  1. Sender email

    • The email address that will be used as the sender of notifications (example: [email protected]).

  2. Sender alias

    • The name displayed as the sender (example:Compliance team - Your company).

Once completed, click Save and Test to validate the configuration.

Step 3: Verification and testing

  • Dastra will perform a test send to confirm the validity of the configured address.

  • Check your inbox and your Office 365/Gmail logs to ensure that the test message has been delivered.

The message will look like this :

✅ Important points to remember

  1. Responsibility for logs

    • By using your own provider (Office 365 or Gmail), you are in control of your sending logs.

    • Information related to email delivery, rejection, or blocking is no longer visible to Dastra teams.

  2. IP/domain reputation management

    • Your infrastructure (Office 365 or Gmail) is responsible for ensuring good deliverability.

    • Make sure that :

      • Your SPF/DKIM/DMARC records are configured correctly.

      • Your sender reputation is good.

      • Your domain and IP are not listed as spam.

  3. Impact on your recipients

    • Notifications will appear as if they were sent directly by your organization.

    • This facilitates recognition and reduces the risk of confusion with generic addresses.

🔒 Security best practices

  • Limit the addresses used for sending (example : [email protected] or [email protected]).

  • Enable multi-factor authentication on accounts used for integration.

  • Regularly monitor your sending logs in Office 365/Gmail to identify any anomalies.

👉 Once integration is enabled, Dastra will no longer use [email protected]: all your notification emails will be sent via your configured provider.

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