Add Optional Outbound Accounts for Tables
The system's outbound email account is defined during the initial setup. By default, all outbound emails are sent from the system account. If you want certain tables to appear to send email from a different address, you can configure additional outbound accounts on a per-table basis. The outbound email configuration defines the characteristics of emails sent automatically from a table or manually by users from within the system.
Though you may add any number of custom outbound accounts, Agiloft's default system outbound account is always used for authentication and outgoing messages. If you add custom addresses, you must grant those addresses Send As permissions to send as the default account. For Microsoft integrations, see Microsoft's documentation for instructions. For Gmail integrations, see Google's documentation.
The Outbound Email wizard is used to set up outbound email options. The options can be inherited by subtables, so you may simply set up one set of options for each top-level table and apply the settings to subtables.
Adding an Outbound Account
Follow these steps to configure an outbound email account:
- Go to Setup > Email and SMS > Configure Outbound Email.
- On the Table tab, select the table for which you want to add an outbound account.
- Click Next to configure From options. Remember that your changes won't be saved until you click Finish on the final tab.
From Options
On this tab, select options for the source side of communications.
- Select which groups have access to the email icon on the action bar. Groups without access can still automatically generate emails through rules and workflow.
- Configure the default From address for system-generated emails. The From address defines the account the email originates from in the email header. Note that this can be any address, and it only gives the appearance of being sent from that sender to the recipient, whose response will be sent to the Reply-to address.
- Configure the default Reply-to address for system-generated emails. If an inbound email account is configured for this table, and responses should be mapped back to the appropriate record, set the Reply-To address to the table's inbound email address. When email recipients reply to system-generated emails, their replies are sent to this address, regardless of what appears in the From address.
Next, configure default From and Reply-to addresses for emails manually created by users. Depending on their permissions, users can override these default addresses manually with an explicit email address or a selected field linked to an email address. User list and email list fields display all fields of type Email or Email Pager in the current table and also include fields that are linked to or copied from the Login or Full Name field of any sub-table of the Contacts table.
- Finally, configure the default From address for emails created in the EUI. Typically, users sending emails from the EUI should be using their own email addresses, so there is a separate default setting for them.
- Now that you have default From and Reply-to addresses for each scenario, set the address to send bounced emails to. If the system sends an email that bounces, the bounce notification can be forwarded to the address selected here. We recommend using a person related to the record, such as the Assigned Person, rather than sending it back to the table's incoming address because the bounce notification may strip out the encrypted ID in the subject line, which prevents it from being attached to the correct record.
- Configure which groups can see and change the From and Reply-to address for manual emails. In order to change the From or Reply-to field, users must also belong to a group that has view and edit permission to the corresponding field in the Communications table. This option is a way of turning off access to a particular table while leaving it enabled on others.
- Click Next to configure To options.
To Options
On this tab, select options for the target side of communications.
- Define the default To field for the power and end user interfaces.
- Choose whether to include the original text when replying to an email.
- Select the formatting for the original quoted text, if it is included.
- Choose the default format, HTML or plain text, for outgoing emails.
- If desired, you can automatically CC or BCC other specified users whenever someone sends an email from this address.
- Select any fields you want to include by default in emails going out from this address. If you select any fields, also select how to interpret permissions when sending field contents:
- All Fields includes all fields that the person sending the email has the right to view.
- Based on Recipient's Access Permissions sends all fields that both the person sending the email and the person receiving it have the right to view.
- Selected Fields sends the fields selected in the box, provided the sender has view permissions.
If new email templates are created for this table, the templates will automatically include the chosen fields. Any existing email templates are not affected.
The "Select Related Tables/Linked Sets to allow related record attachments" option lets you identify linked relationships with other tables, where it makes sense to offer files from those tables so they can be attached in the Send Email editor. For example, when emailing a Contract record to someone, you might want to attach a file from the Contract Attachments table.
When setting up outbound email in a table for the first time, this drop-down list appears to be empty. After you complete the rest of the settings and click Finish, click Configure Outbound Email again, select the table, and return to the To Options tab to set up this feature.
Select the related table or linked field that connects the current table to the table where the attached files are stored.
- Click Add Table.
- Then, next to the relationship you added, use the drop-down list to select the field that contains the file that should be attached to the email.
- If you add the wrong relationship by mistake, select the checkbox next to it and click Remove Table.
- Choose whether the encrypted record ID is included in the subject line by default. This option can be overridden in a particular email template or by the user when sending manually. The ID is also encrypted in the email header, but adding it in the subject line can be useful as a backup in case a program removes the header information.
- Choose whether to include a hidden code in the email to allow truncating replies. Including this code won't automatically truncate replies, which is determined in the inbound email settings, but if you don't include this code, truncation won't be possible.
- If this outbound address often sends the same message to multiple people separately, with slight variations, you might want to enable the option to include a list of recipients in the email. If this is not a common practice, it's usually best to leave this disabled and use the standard CC line.
- If necessary, select "Send same email to all recipients" to enforce uniform messages. Note that with this checkbox selected, all email text is generated based on the first recipient in the To line, and that text is sent to all other recipients, including any $name variables and SSO hotlinks.
- Click Next to set up email marketing and tracking if desired.
Marketing
On this tab, set up marketing for emails if needed, with tracking of email bounces, click rates, and subscribe requests. For more information, see Email Marketing. If this outbound account won't be used for marketing communications, simply set the first option to No and click Finish.
If you plan to use an outbound email address for marketing, you'll need a field in the table to store recipient email addresses, and a second field to store the email's status. Make sure to create those before you configure the outbound address so you can map to those fields.
If you plan to use this account for marketing, here are all the options:
- Set Enable Email Marketing on this table? to Yes or No. If you set this to Yes, additional options are enabled.
- Choose whether to track sent emails. If you select Yes,
Agiloft automatically does the following:
- Adds a unique one-pixel image to emails. This allows the system to determine if the image was opened.
- Tracks if a user clicks on a hotlink to a record.
- Tracks bounced emails.
- Select the recipient email field and the email status field from the drop-down menus.
- Configure the Unsubscribe link that's added to each email. It's possible to disable this feature, but it is recommended for compliance with the CAN-SPAM law. If clicked, this updates the mapped email status field in both the user record and the communication record.
- If desired, specify an additional field to update when someone clicks the Unsubscribe link.
- Select the table that stores your marketing campaigns. When users send marketing emails, they must first select a particular campaign. These are stored in the Campaign table by default, and we recommend using that table because it already has reporting configured. If necessary, you can map to a different table and field here. The results are tracked in the Campaign table where each record corresponds to a campaign. The Email Results tab of the campaign shows the number of emails sent and the percent read, clicked on, and unsubscribed.
- If desired, select a filter to limit the campaigns available for selection. For example, you might use a filter so that users can only select active campaigns for outgoing emails.
- Click Finish.
If you want to configure accounts for additional tables, repeat the steps above.
Using Email Signatures
You can set up email signatures and allow users to add preconfigured signature blocks into their emails and email templates. Once signatures have been configured, they can be inserted from Insert > Insert signature > Search... in the email editor, or by inserting $formula($global.my_signature_content) into an email template. Follow the steps below to configure signatures.
If your KB doesn't already have a Signature table:
- Create a Signature table.
- In the Signature table, create these fields:
- Signature Name: a plain text field with the name of the signature record
- Signature Content: an HTML field that contains the signature content that is inserted in the email
- Signature Visibility: a Choice field between Private or Public
- People ID: a link to the People record for the user, allowing a single user to be linked to multiple signatures
- In the People table, create a link to selected fields in the Signature table with multiple values enabled, and include Signature Name and Signature Content in the linked set.
When you have a Signature table created, enable email signatures:
- Go to Setup > Email and SMS.
- Click Communications Table Outbound Behavior.
- At the bottom, select Email Signatures.
- Under Name Field, select the Signature Name field.
- Under Content Field, select the Signature Content field.