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User Guide - Email Configuration
Introduction
Email configuration in Vtiger CRM allows you to send, receive, and manage emails directly from the CRM, eliminating the need to switch between multiple tools. When configured correctly, it ensures seamless communication, improves email deliverability, and enables secure integration with your email service providers.
This guide outlines the various email configuration options available in Vtiger CRM. It covers key settings, including email automation, authentication, synchronization, and general configuration, to help ensure reliable, secure, and effective email communication.
This guide is suitable for:
- IT and security teams setting up and maintaining email configurations
- Sales users who communicate with customers via email
- Support users who manage customer interactions through email
Benefits
The following are the benefits of using email configurations in Vtiger:
- Ensures secure, compliant email communication by applying appropriate authentication and security settings.
- Improves email deliverability and reduces the chances of emails being marked as spam.
- Enables automation of email activities, saving time and improving productivity.
- Maintains consistent email synchronization, ensuring emails are properly logged and accessible across teams.
In this article, you will learn about:
- Email automation configurations
- Email authentication configurations
- Email sync configurations
Key Terminology
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Email Automation Configurations
The following are the email configurations in Vtiger CRM to automate your email process:
Vtiger Mailroom
Mailroom automates actions on your incoming emails. Whether you want to create a Case, Lead, or a Deal from an email, or simply attach the email to a Contact record, the Mailroom does it all.
Just set up the Mailroom, forward your emails, and take action from the Mailroom. To learn more about Vtiger Mailroom, click here.
Auto-forwarding your emails to Vtiger
Forward your emails from multiple email services to Vtiger CRM. Avoid logging in to multiple email clients and eliminate the need to switch between multiple email IDs to keep track of emails.
To learn more about Autoforwarding, click here.
Automate outgoing emails
Vtiger allows emails to be sent from user-defined addresses via its server. Admins can switch to their email server for outgoing emails. Outgoing Server settings manage this, including authentication options.
To learn more about automating outgoing emails, click here.
Setting up a workflow action to send emails
Workflows allow you to automate the email-sending process. The Send Mail action lets you specify the sender and receiver and write the email body. The CRM emails the recipient every time the workflow is triggered.
To learn more about the workflow action to send mail, click here.
Email Sequences
Email Sequences automate outbound sales campaigns by sending predefined email sequences to prospects. Follow-up emails are automatically triggered based on previous interactions, allowing for easy contact nurturing.
To learn more about email sequences in Vtiger, click here.
Setting email autoresponder to webform submission
Autorespond with a thank you note to Leads that are generated through Webform (websites). To learn more about this, click here.
Email Authentication Configurations
The following are the email configurations in Vtiger CRM to authenticate emails:
Authenticate emails with SPF, DKIM, and SenderID
SPF authorizes email servers to send emails on behalf of a domain. DKIM ensures email integrity during transit. Sender ID, developed by Microsoft, verifies sender domains to prevent spoofing and phishing by validating sender IP addresses.
To learn more about SPF, DKIM, and SenderID, click here
Improving Email Deliverability
Vtiger offers a few key guidelines to help your email content reach the inbox and avoid being marked as spam. To learn more about improving email deliverability, click here.
Creating an App-Specific Password for Gmail Outgoing Server and Yahoo Mail
When configuring Gmail or Yahoo Mail as the outgoing email server in Vtiger CRM, you may encounter an SMTP connection failure in the Email Settings page; to avoid this, you must create and use an app-specific password for the respective email account.
To learn more about app-specific passwords, click here.
Whitelist Vtiger in Email Service Providers
Whitelisting in Vtiger CRM adds specific email addresses or domains to approved senders. Whitelisting ensures that essential emails from clients, customers, partners, or other trusted sources are not mistakenly flagged as spam or blocked by email filters. This is especially crucial for maintaining effective communication and preventing the loss of important messages.
To learn more about whitelisting Vtiger in email service providers, click here.
Email Sending Guidelines
To protect users inboxes, both Gmail and Yahoo have introduced new guidelines. Email senders must meet these guidelines by February 2024 for mail to be delivered (as expected) to their subscribers.
To learn more about email sending guidelines, click here.
Email Sync Configurations
The following are the email configurations in Vtiger CRM to sync emails:
Vtiger Inbox
The Inbox allows you to manage all your emails from the CRM. You can easily establish a two-way sync with multiple email accounts and receive emails (from them) in the Inbox. You can also create individual or group inboxes.
To learn more about the Vtiger inbox, click here.
Configure 2-way sync between Vtiger and IMAP providers
Sync emails between Vtiger and IMAP providers. You can exchange emails with your customers using Vtiger or other email clients without losing continuity. To learn more about two-way sync between Vtiger and IMAP provider, click here.
Configure 2-way Sync with Yahoo
Vtiger CRM’s 2-way sync functionality allows you to have all your emails in Vtiger, so you don’t have to switch tabs to check emails and use the CRM. To learn more about two-way sync with Yahoo, click here.
Microsoft Outlook Add-on
Vtiger Outlook add-on offers you easy access to CRM data within your Outlook inbox. Through this Add-on, you can get a 360-degree view of your contacts right in the Outlook inbox.
To learn more about the Microsoft Outlook Add-on, click here.