Email account – server configuration

Sending emails from SALESmanago servers

In SALESmanago you have two options of creating email accounts:

[A] Add an email marketing account 

or

[B] Add your own account

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[A] CONFIGURE AN EMAIL MARKETING ACCOUNT 

To set up a new account go to Settings -> Email accounts and click the ‘Add email marketing account’ button at the bottom. Then you can configure it:

email marketing account

[1] Name – the internal account name in the system, used mainly for identification.

[2] Email – type in an email address you will use to send messages.

[3] Displayed name – sender name displayed before the subject line in the recipient inbox.

[4] Overwrite FROM field – optional function – it allows you to extract any contact information from a contact card and set it as a sender name. This function allows you to send a message to many contacts, displaying different sender names for each recipient. Check the checkbox to see more options.

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[4a] Overwrite email address with detail name – enter detail name, sender email address information will be used instead.

[4b] Overwrite displayed name with detail name – enter detail name, sender name information will be used instead.

Example: If a contact card includes details about name, eg. Sender_1 and sender_2, the sender field will be filled with information about this detail, whereas if a contact card does not include such information, the gap will be filled with information from fields 2 and 3.

[5] Reply-to email an email address for replies to messages sent from this account. If the created address does not exist, you must type an existing email address here, in order to receive replies.

[6] Reply-to displayed name – the name that will appear on replies.

Steps 5 and 6 may be skipped if the data is the same as in fields 2 and 3.

Click ‘Save’ and the account is ready for sending.

If the number of contacts in your database does not exceed 1000, the account is ready to send emails. If the number of contacts is higher, you will need to wait until the account is activated by SALESmanago.

[B] CONFIGURE A SENDING ACCOUNT ON YOUR OWN SERVER 

You can add any sending account supporting SMTP protocol, which means any standard email account.

In order to add a new account go to Settings -> Email accounts and click ‘Add your own account’.

A screen for adding new accounts will appear:

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To configure the account you will have to provide the following information:

[1] Name – the account name that will be displayed in the system on relevant selection lists.

[2] Email – the account email address from which mailings will be sent.

[3] Displayed name – shown as ‘Sender’.

[4] Reply to email (empty by default) – an optional address to which replies will be sent. This is an important field as all automated bounces (and there could be many of them) that result in delivery failures will be delivered to this address, while the ‘Reply-to’ field will receive emails where the recipient has clicked ‘Reply’ to your message. If you leave this field blank, replies will be sent to the address from which you send your messages.

[5] Reply-to display name shown in the ‘Reply-to’ field.

[6] SMTP host – the address of your SMTP server.

[7] SMTP port  the email port.

[8] SMTP user – the name of the SMTP account user.

[9] SMTP account password.

[10] SALESmanago supports TLS and SSL coding, if you are using either, check the relevant option.

[11] Authenticate – if one of the coding systems is used by the inbox you need to check this option.

[12] Use SSL – if one of the coding systems is used by the inbox you need to check this option.

[13] Shared – you can decide whether the account is to be shared by several users within your organisation. Shared accounts can be used by other users. If you do not check this option, the sending account will be available only for the user to whom it has been added.

[14] Proxy – when adding a mailing account you can activate the proxy mode. Learn more>>

[15] Incoming email – SALESmanago reads incoming emails. This option allows to automatically check contacts with wrong email addresses (soft and hard bounces).

If no problems have occurred, and you have received a message that SALESmanago has confirmed successful configuration, you can save the account by clicking the ‘Save’ button.

NOTE: If after clicking ‘Check settings’ you are notified that the account has been configured correctly, yet you have not received the confirmation message from SALESmanago or test messages sent from your account do not reach their recipients, click on ‘Debug settings[16]. If no notification on account configuration is returned, then the configuration process has been incorrect due to an invalid host, port, user, password or checked/unchecked SSL/TLS.

Account configuration can be verified using the ‘Check settings’ [17] button. This button will send a test message to the account address you used for logging into SALESmanago.

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Once you have made sure that the entered data is correct, try checking or unchecking SSL or TLS by clicking on ‘Debug settings’ until you get information on account configuration and the relevant message is successfully delivered to your account.

[18] Save – click here to save settings.

When selecting the proxy mode remember to type in the correct login and password in the client mail. The login to be typed in your mail client is the email address [2] of the account to be added, same with the password [9].

Configuration of an incoming mail account

SALESmanago can read incoming mail. This option allows you to automatically mark contacts, whose emails are returned due to the so-called hard and soft bounces – that is: situations when after accepting the message the contact’s server returns a delivery problem notification – e.g. due to the recipient account being closed or full. Information on incoming mail can also be used with automation rules for the purpose of e.g. assigning additional scoring to a contact or alerting your sales team about a given contact becoming interested in a product.

Whenever an email address generates hard bounces, SALESmanago will automatically mark such contacts as faulty.

The incoming mail account can be configured on the screen for adding email account:

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To add an account specify the following:

[1] Check incoming mail

[2] mail access protocol (IMAP or POP3),

[3] incoming mail host,

[4] port supporting the incoming mail,

[5] maximum number of messages that can be read at once,

[6] whether SALESmanago should delete message delivery failure emails.

 

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