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Question

Pipefy automation emails going to spam/junk (Outlook/Hotmail)

  • June 23, 2025
  • 2 replies
  • 62 views
maisa-folgueral

Hi everyone!

I'm experiencing an issue with emails sent via Pipefy automations.

Two people outside our organization (with @outlook.com and @hotmail.com addresses) are consistently receiving these emails in their spam/junk folders, while all other recipients (both internal and external) receive them normally in their inboxes.

We've already marked the domain @mail.pipefy.com as safe in their email settings to prevent sender blocking, but the problem still persists.

Has anyone faced a similar issue? Is there any other recommendation or configuration that could help?

Thanks in advance!

    2 replies

    Alan dOliveira
    Pipefy Staff
    Forum|alt.badge.img+1

    Hello ​@maisa-folgueral 

    Apologies for the late reply on this thread, but I wanted to share a solution in case you or other members are still facing this.

    Since @mail.pipefy.com is a shared domain used by many accounts, strict providers like Outlook/Hotmail may sometimes flag it based on general reputation filters, even if you whitelist it.

    The best solution to ensure deliverability is to set up Custom Email (SMTP). This allows Pipefy to send emails directly through your company's own email server (using your own domain) instead of Pipefy's generic address. This drastically improves trust with Outlook/Hotmail.

    Here is the article on how to set it up: https://help.pipefy.com/en/articles/2704736-how-to-set-up-a-custom-email-address-via-smtp
     

     

    If you have any questions, just tag me and I'll be here to help!

    Alan d'Oliveira - Support Team
    mundodos
    • mundodos
    • New Member
    • February 17, 2026

    Hi! 👋

    Yes, this can happen occasionally with automated emails, especially when they are sent from shared sending domains like @mail.pipefy.com.

    Even if the domain has been marked as safe, Outlook/Hotmail (Microsoft) spam filters can still classify messages as junk based on factors such as:

    • Sender reputation of the shared domain

    • Email content (links, buttons, repetitive automated text)

    • Lack of domain authentication (SPF, DKIM, DMARC alignment)

    • Recipient engagement history (if they haven’t replied or interacted before)

    A few things you could try:

    1. Ask the recipients to add the specific sender address (not just the domain) to their Safe Senders list.

    2. Make sure they mark the email as “Not Junk” multiple times — Microsoft’s filtering can learn from this.

    3. If possible, consider configuring a custom sending domain in Pipefy with proper SPF, DKIM, and DMARC records. This usually improves deliverability significantly.

    4. Review the email content to ensure it doesn’t contain spam-trigger words or too many external links of. site

    Since it’s only affecting Outlook/Hotmail addresses, it’s very likely related to Microsoft’s filtering policies rather than a Pipefy automation issue itself.

    Hope this helps!

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