Errors: Emails, Project Conversations, Notifications
Not Receiving Emails From Workamajig | Force Email Option | Clients Are Not Receiving Emails For Calendar Invites Or Deliverables To Review | Emails I Reply To Are Not Showing In The Project Conversation | Google App Administrators | Error when reading Workamajig incoming emails
SERVER MIGRATION NOTE:
mail2.workamajig.com [204.232.188.168] : The mail server originally identified as mailw.workamajig.com has been fully migrated to mail2.workamajig.com
We are currently migrating some of our servers. If you are whitelisting maile.workamajig.com (8.43.188.28) , please also whitelist mail1.workamajig.com (50.57.208.192), in order to continue to get emails from your Workamajig instance.
The name Server and IP address for maile.workamajig.com (8.43.188.28) , will be/has been moved to mail1.workamajig.com (50.57.208.192). Once the migration is complete, no more emails will come from the maile.workamajig.com server.
Considerations
Other than system level messages and notifications sent via email, all outbound email is "spoofed". This is because our email servers are a part of the Workamajig.com domain. The system will use the sender's email which setup on the contact or employee record. This domain mismatch is considered "spoofing". Due to this, emails are flagged as suspicious and thus quarantined or blocked, depending on your mail server settings.
Emails will attempt to be sent as soon as they enter the SMTP queue. If the first attempt fails it will stay in the queue and try again in 15 minutes, then again in 30, then 60, and finally every 240 minutes until the system will eventually fail the email over to the badmail queue after 2 days of trying to deliver.
Workamajig uses two mail servers:
- mail1.workamajig.com (50.57.208.192) NOTE the maile.workamajig.com (8.43.188.28) will be deprecated May 2026
- mail2.workamajig.com (204.232.188.168)
Below you will find troubleshooting steps for each method that will allow your emails to be delivered
Summary of Setup Order
- Whitelist and Update Your SPF record with our mail server information>>If this does not resolve, go to 2
- Add DKIM Record>>If this does not resolve, go to 3
- Setup SMTP connection: OAuth Authentication is available for M365 and GMail
If you are on M365: along with 1 & 2, setup a Connector. This has resolved the issue most often for users. The connector uses the IP address of the mail server. For those on mail1.workamajig.com, the old maile.workamajig.com. Please make sure to update or add a new connector for mail1.workamajig.com (50.57.208.192)
On the Workamajig side, we have our SPF, DKIM, and PTR records setup for the workamajig.com domain, which you should be able to verify with some online checkers. Beyond these settings, we do not have any restrictions on sending emails. You should also verify your SPAM/junk mail settings to ensure emails are not being blocked.
This migration is to a new server address and IP address. Some mail servers will see this "newness" and lack of history as a red flag. We continue to monitor black lists, etc. to make sure the Workamajig servers have not been added.
Not Receiving Emails From Workamajig
Please verify if you are not receiving ANY emails from Workamajig, or if you receive some but not all.
A good way to test things and also see the header details of the emails sent form Workamajig, so your IT/Administrators can troubleshoot further. Is to send an email from Workamajig, using any report, then print to PDF. And from the PDF view, there is a an email option at the top. Use this to send to an email account that is not part of your email domain. Like a personal gmail or similar account. Then you can open the email and show original or view headers to see the path the email takes.
NOTE: Mail servers like Google and MS365 have been known to make stealth updates and changes to your configuration. And in some cases leave settings working one way for an old connection but are different for new connections.
IF HOSTED ON A WORKAMAJIG SERVER
Workamajig Servers are designated by a workamajig.com URL. The beginning of the URL may begin with au, app or app(plus number).
Ex. app2.workamajig.com, app10.workamajig.com, au.workamajig.com, etc.
The most common issue here is that your Email Administrators have a firewall or spam filters/policies that prevent emails from Workamajig from reaching your inbox.
1. Whitelist App Server.
Make sure your Email or IT Administrators whitelist the server you are on. They can get the IP address of your server by doing a Ping of the URL:
2. Whitelist Mail Servers.
Additionally, you may need to whitelist the Workamajig outgoing mail servers. All outbound emails from Workamajig will use these servers unless an SMTP connection has been set up.
Current Workamajig Mail Name Servers and IP Addresses:
mail1.workamajig.com (50.57.208.192) NOTE: The old maile.workamajig.com (8.43.188.28) will be deprecated May 2026
- This is where support@workamajig.com emails are sent from and some appXX servers.
mail2.workamajig.com (204.232.188.168):
- This IP is used for au.workamajig.com and some appXX. servers.
NOTE: We are currently migrating some of our servers. If you are whitelisting maile.workamajig.com (8.43.188.28) , please also whitelist mail1.workamajig.com (50.57.208.192), in order to continue to get emails from your Workamajig instance.
The name Server and IP address for maile.workamajig.com (8.43.188.28) , will be/has been moved to mail1.workamajig.com (50.57.208.192). Once the migration is complete, no more emails will come from the maile.workamajig.com server.
3. Whitelist Conversation/System Email Address.
If you have the Outbound Emails / System Email established, then also whitelist this Email address as well. This can be found in Mail Settings.
4. Setup DKIM for secure emails.
If you prefer to set up DKIM as a secure email method, then see the following example of what can be done. This will require an Email/DNS Administrator on your end to set this up. They must contact support@workamajig.com for further assistance.
We will provide your team with a DKIM record that will need to be added to your DNS server. We will also make the necessary changes that are needed on our side. Without these changes, the DKIM setup will not work.
5. Disable or Lower Email Server Policies.
In some rare cases, you may need to disable TLS as a requirement for incoming emails to your mail server.
Other cases have shown how some Anti-spam policies can prevent emails from reaching your mail server, even if you have DKIM setup.
6. O365 Admins: Setup Connector
Setting up a connector to the mail server. Here is a link to the Microsoft guide regarding this:
https://learn.microsoft.com/en-us/exchange/mail-flow-best-practices/use-connectors-to-configure-mail-flow/set-up-connectors-to-route-mail
NOTE: There will be a delay as this new setting for Microsoft is propagated through the MS system. From 1-6 hours with the average, we have heard, being around 2 hrs. You will then see a blast of emails arriving. These will be the emails that were being held up in "quarantine". Once this initial blast, regular email will arrive normally, shortly after send.
7. Setup an SMTP Connection.
To setup an SMTP Connection, please refer to this section of the Connections: Inbound/Outbound Mail Setup guide. Here you have more options of connecting to other systems such as Google and MS365 through Oauth security.
NOTE: When SMTP is turned on emails will be written to an SMTP queue for transfer to your mail server. The transfer service is set to run once per minute. So you may see a delay in emails being sent out. If the first attempt to transfer fails, the system will try up to 10 times (roughly once every couple minutes) before moving the email to the badmail queue. At this time the Workamajig Email Send Log will show a Error Sending and provide any details in the Error Message. While the email is being processed, and running the Email Log, the Error Message column will state "Email ready to send", even though the Status Message might state "Error Sending".
IF YOU HOST THE WORKAMAJIG SERVER
Most commonly the internal SMTP server has been changed, including its IP address. This then needs to be manually updated in the Windows Task Manager.
If Diary email notices had been arriving in the past and have recently stopped arriving, please have your IT person open up the Workamajig Task Manager and hit the stop button on it. Then open up server services to make sure they are stopped. If any are stuck they will need to be manually stopped with the windows task manager. Start services back up and check to see that they have all started.
If you have never received email notices: Please check your SPAM folder and whitelist your server. Your IT people may need to adjust the whitelist to reflect that an email is coming from an internal server but may be addressed by a different server.
Resend Email From Log
From the Email Sending Log, you will be able to select any email and resend, regardless of the above settings. We would assume email is being sent without any issue prior to resending any past undelivered email.
Force Email Option
In Mail Settings, there is an option to Force Email. This ensures the sender and reply-to address are the same. This can also help to get around certain email filters that weed out emails where the sender is not the one you reply to. Typically you would use the Diary Email Address as the System Email to enforce.
Clients Are Not Receiving Emails For Calendar Invites Or Deliverables To Review
If internal users are receiving emails but clients are not, then ensure their contact record has an email address entered.
Check with your client's email administrators to see if they are blocking emails from Workamajig (see above).
It is possible that duplicate contact records have been made, and the contact you linked doesn't have an email address. In this case, you can either delete the duplicates or merge them using administrator features.
Emails I Reply To Are Not Showing In The Project Conversation
First, check the Verify button works in Mail Settings. If this comes back with any kind of error, then Workamajig is not able to connect to your diary email account for this purpose. And no new emails will be going into Workamajig.
If it is verifying without error, then log into that email inbox and see if there are any old emails sitting in there. If so, then it's possible an email is unreadable by Workamajig and stops the processing of new emails as it can't move onto the next email until it deals with the first one. If there is an email that is "stuck", please send the .eml file to support@workamajig.com so we can take a look at its encoding and see if we can make an exception for it. After which, you can delete the email (or copy and paste it manually where it should be in Workamajig). Then once deleted or removed from the inbox, Workamajig can continue processing the remaining email.
We also give you the option of connecting to a POP or IMAP email account. So if you have issues with one method, then try the other.
If you are having issues with gaining POP or IMAP access on an email account that your IT manages, then please contact them to see if they allow for this type of access. If not, then you can always try creating a standalone Gmail or Hotmail, etc. type of account to facilitate this feature.
Google App Administrators
If you use Google to host your corporate email accounts, then please contact your IT folks or Google for assistance with their whitelist feature.
Here is one of their guides that should get you started in the right direction: https://support.google.com/a/answer/60751?hl=en
Error when reading Workamajig incoming emails
If you are receiving emails that have the subject of "Error when reading Workamajig incoming emails", then this is due to your Incoming Email settings being incorrect. Typically the password for your Incoming Email inbox has changed. But it could also mean a variety of other issues.
You can go to System Setup > Connections > Emails > Incoming Emails and click on Test Connection to check if you are currently getting an error.
Please refer to the Setup Incoming and Outbound System Emails guide on where and how to update this information.
Additional Notes
By default, emails for customers on our servers will go through either maile.workamajig.com (8.43.188.28) or mailw.workamajig.com (104.143.112.219), pending which data center they are in. It is recommended that customers whitelist our mail servers, along with adding SPF records using our email server information. If they need an additional security layer, we can create a DKIM key for their domain(s) that they can add on their end.
If neither of those options work, the customer can go through their own email/SMTP server. The details are entered on the Connections page in the SMTP Settings section. Emails are written to a queue to be processed where we will try up to 10 times (roughly once every couple minutes) before moving to a badmail queue. While the email is being processed, and running the Email Log, the Error Message column will state "Email ready to send", even though the Status Message might state "Error Sending". If customers want they can go into the email send log to resend emails, regardless of if they go through our mail servers or their own.
If they are going through their own SMTP server they do not need to whitelist our email servers and DKIM does not apply. They may need to whitelist their APP server since that is where the emails will be originating from. If the customer is on their own email server and emails are failing, they can look in the email send log for the error message being returned from their email server. Their IT would need to resolve the issue since the error is coming back from their email server.