Outbound Email Settings
Outbound email configuration defines the default outbound addresses used for each table and some characteristics of emails sent by the system or manually by users from within the system. You must have a valid outbound email address when sending mail, or emails won't be sent. This is important to remember if you use a field value as the outbound address, rather than an explicit email address. Do not use a field value unless you can be sure that the field always has a value.
Additionally, emails won't be sent if they contain attachments that are cumulatively larger than the size defined in the Max Email Attach Size global variable or if the body of the email is larger than the size defined in the Max Email Body Size (without attachments) global variable. If an email is not sent due to the attachment or body size, the sender receives an error message. Similarly, even if an email's body size and attachments size falls within their respective limits, your email won't be successfully sent if its overall size (body and attachements) exceeds the limits set by your SMTP.
Configuring Outbound Email
The Outbound Email wizard is used to set up outbound email options on a per-table basis. Those options can be inherited by subtables, so you may simply set up one set of options for each top-level table and it will apply to all subtables.
Follow these steps to configure an outbound email account:
- Go to Setup > Email and SMS > Configure Outbound Email.
- On the Table tab, select a table.
- Navigate through all the tabs listed below. Remember that your changes won't be saved until you click Finish on the final tab.
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. 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.
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.
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.
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.
Using Email Signatures
Setting up email signatures allows 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.
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
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.
Using Sender Policy Framework (SPF)
If you use the Agiloft email service, we recommend using Sender Policy Framework. SPF is an open standard that specifies a technical method to prevent sender address forgery, or spoofing. More specifically, the current version of SPF protects the envelope sender address, which is used for the delivery of messages. This allows the receiving mail servers to confirm and verify the authenticity of messages it receives to protect against malicious emails.
Agiloft hosted servers do not support IP whitelisting, since the IP address might change unexpectedly. Instead, add this line to your SPF record to whitelist
Agiloft mail servers:
To use SPF, you need to publish an SPF record into your domain's DNS. An SPF record is a type of DNS TXT record that contains host names and/or IP addresses authorized to send email via your domain. An example SPF record for the example.net domain may look like this:
example.net TXT "v=spf1 mx a:pluto.example.net include:aspmx.googlemail.com -all"
The parts of this SPF record mean the following:
v=spf1: The record uses SPF version 1.
mx: The incoming email servers (MXes) of the domain are authorized to also send email for example.net.
a:pluto.example.net: The machine pluto.example.net is authorized to send email.
include:aspmx.gmail.com: All email considered legitimate by gmail.com is also legitimate for example.net.
-all: All other machines are not authorized.
To whitelist all Agiloft mail servers, add the following line to your SPF record:
You can test SPF records using online tools, such as MX Toolbox. For an example SPF record, you can view Agiloft's current SPF record using MX Toolbox. For more information about creating an SPF record and publishing into a DNS, contact your DNS provider, or see this page from DMARC.