To access Email Accounts, go to:

> Home > Settings > Email Account

1. Prerequisites

Before creating an Email Account, you need an Email Domain. However, you can skip creating an Email Domain if you’re using one of the services listed here.

2. How to create an Email Account

1. Navigate to the Email Account list and select “New.”
2. Input the email address along with the domain. It’s important to note that domains must be established prior to creating an email account. However, creating a domain is not necessary if you’re syncing an email from certain providers, as listed here.
3. Provide the email account password.
4. Save the settings. If the credentials are accurate, the email account will be successfully.

For some services like Gmail, you may need to enable 2FA and use App Passwords.

2.1 Additional options when creating an Email Account

1. Alternative Email Login ID: Select this option to utilize a different email login and password for accessing this account. For instance, if you possess “[email protected]” and wish for users to access this email with an alternative email ID, check this box. Recipients will perceive “[email protected]” as the sender.
2. Awaiting Password: Check this box if you’re establishing this account on behalf of someone else and the password is undisclosed. When the designated user logs in, they’ll be prompted to input the password.
3. Use ASCII Encoding for Password: Enable this option to utilize ASCII encoding for the password.

3. Configuration of the Email Account

3.1 Default Email Accounts

BizCentric will create templates for a bunch of email accounts by default. Not all of them are enabled. To enable them, you must set valid email account details.

There are two types of email accounts, outgoing and incoming. Outgoing email accounts use an SMTP service to send emails and emails are retrieved from your inbox using an IMAP or POP. Most email providers such as Gmail, Outlook, or Yahoo provide these services.

3.2 Incoming Email Accounts

To set up an incoming Email Account, check on Enable Incoming and set your POP3 settings.

The following options are available for incoming emails:

1. Use IMAP
2. Use SSL
3. Attachment Limit
4. Default Incoming: If ticked, all replies to your company (eg: [email protected]) will come to this account.
5. Email Sync Option: Whether to sync all or only unseen emails.
6. Initial Sync Count: Number of emails to sync the first time.

Appending Emails To Documents

This feature creates documents when an email is sent to a particular email account. For example, you can append [email protected] to the Issue DocType. On doing this, whenever an email is sent to [email protected], the system will create an Issue for it. Similarly, if you link [email protected], when emails are sent to [email protected], a Job Applicant document is created.

Enable Automatic Linking in Documents will link emails to documents, to know more click here.

3.4 Outgoing Email Accounts

All emails sent from the system, either by the user to contact or via notifications or via transaction emails, will be sent from an Outgoing Email Account.

To set up an outgoing Email Account, check on Enable Outgoing and set your SMTP server settings.

The following options are available for outgoing emails:

1. Use TLS
2. Port
3. Disable SMTP server authentication
4. Add Signature: The default signature is appended to the end of each email.
5. Default Outgoing: Notifications and bulk emails will be sent from this outgoing server.
6. Always use Account’s Email Address as Sender: The email address of this account will be mentioned as the sender for outgoing emails.
7. Send unsubscribe message in an email: Send a link to unsubscribe from emails sent from this account.
8. Track Email Status: Track if your email has been opened by the recipient. Note that, if you’re sending to multiple recipients, even if one recipient reads the email, it’ll be considered “Opened”.
9. Enable Auto Reply: If enabled, enter an auto-reply message.
10. Append Outgoing Email to Sent Folder: If using custom email servers like Zimbra or CPanel, SMTP will not automatically append emails to the Sent folder. Enabling this option will ensure all emails are explicitly appended to the email account’s Sent folder.
11. Use SSL for Outgoing Emails: Use SSL as a standard for outgoing emails. Defaults to port 465.

4. How BizCentric handles replies

In BizCentric when you send an email to contact like a customer, the sender will be the user who sent the email. In the Reply-To property, the Email Address will be of the default incoming account (like [[email protected]] (mailto:[email protected]))BizCentric will automatically extract these emails from the incoming account and tag them to the relevant communication.

> Note for self-implementers: When configuring outgoing emails, it’s recommended to either establish your own SMTP server or register with an SMTP relay service such as mandrill.com or sendgrid.com. These services enable the sending of a larger volume of transactional emails. Conventional email providers like Gmail impose restrictions on the number of emails that can be sent per day.

5. Related Topics

1. Email Inbox
2. Email Digest
3. Auto Email Reports
4. Sending Email
5. Email Domain