Skip to main content
Admin notifications inform responsible contacts by email about important events in your VARIOS AI instance. You configure email delivery, language, and recipients centrally.
Open Home > Admin Menu > Settings > Notifications.

​
Prerequisites

  • Access to VARIOS AI with administrator permission for Settings.
  • Connection details and credentials for an SMTP server.
  • Outbound network or firewall access from the VARIOS AI instance to the SMTP server on the configured port.
  • At least one recipient email address for each event you want to use.

​
Configure SMTP

Basic (Username/Password) displays the additional Username and Password fields; both are required. For OAuth (Access Token), enter the Username, Token Endpoint, Client ID, Client Secret, and Scope; all five fields are required.
Common port assignments for orientation: 587 for STARTTLS, 465 for SMTPS, and 25 for unencrypted delivery. Your email provider’s requirements are authoritative.
If neither Use TLS (STARTTLS) nor Use SSL (SMTPS) is enabled, credentials and email content are transmitted without encryption. Outside isolated internal networks, always enable one of the two options and follow your organization’s or email provider’s SMTP and security requirements.

​
Test the SMTP connection and email delivery

The tests use the values currently entered in the form. You can therefore test before saving. However, notifications are only sent after you save the configuration.
1

Test the SMTP connection

Click Test Connection. Review the displayed feedback and correct the configuration if necessary.
2

Send a test email

Click Send Test Mail, enter a recipient email address, and click Send. Then check the mailbox to confirm whether the message was delivered.
The connection test only checks the SMTP connection. The test email additionally verifies whether a message can actually be delivered using the entered configuration.

​
Set the notification language

Under Notification Language, select the language used for notification emails. German, English, and French are available. This setting applies instance-wide to all events and all recipients; it is not possible to configure a separate language for each recipient.

​
Configure notification events

Under Notification Events, enter the recipients for each event you want to use. Separate multiple email addresses with commas; spaces around commas are accepted. An event is active as soon as at least one recipient is configured. No notification is sent for an event without recipients.
Service state notifications must also be enabled for each relevant model on its model page. Under Check service state, enable Notify administrator when unreachable.
For Budget limit and License limit, use Warn from to set a threshold between 50% and 100%. The budget limit threshold applies equally to the instance budget and to all group budgets; it cannot be configured individually per group. The other events do not have a configurable threshold.

​
Check interval and repeats

VARIOS AI checks every minute whether events are present.
  • An event that has not yet been reported is sent immediately when it is first detected.
  • An already known event that still exists is reported again at most once per day.
This gives you a timely first notification without an ongoing problem generating emails every minute.

​
Save changes

After completing the configuration, click Save. This applies the SMTP configuration, notification language, and event settings and activates delivery.

​
Recommendations

  • Use a dedicated functional mailbox as the sender.
  • Add only the contacts or distribution groups responsible for each event.
  • Test the connection and email delivery again after changes to the mail server, credentials, or certificates.

​
Troubleshooting

Check the SMTP Host, SMTP Port, and selected encryption. Make sure the VARIOS AI instance can reach the SMTP server on this port for outbound connections. Compare the values with your email provider’s requirements, then repeat Test Connection.
For Basic (Username/Password), check whether your provider requires an app password instead of the account password. For OAuth (Access Token), check the Token Endpoint, Client ID, Client Secret, and Scope: an expired client secret or a missing scope for SMTP delivery causes the server to reject the request.
The connection test fails with TLS/SSL if the server certificate is self-signed, issued by an untrusted authority, or not issued for the name entered under SMTP Host. Enter the host name exactly as it appears in the certificate and have a valid certificate configured.
Check the recipient’s spam folder. Also check whether the domain of the From Email authorizes the SMTP server through SPF and DKIM; otherwise many recipient systems reject the message or classify it as spam. Some providers also reject sender addresses that do not belong to the authenticated account (relay denied).
Make sure that the relevant event has at least one valid recipient email address and that you have saved the settings. Test delivery with Send Test Mail. Also note that an already reported event that still exists is sent again only once per day.