Sending emails from external mailboxes
Planfix can send email notifications from external email addresses. You can configure these emails at the user level (from an employee's external email address) or at the account level (from a company's external email address).
This feature is most commonly used to create the scenario where your customers, partners, and/or contractors get emails from company or personal email addresses, as they're used to, and you do all of your work in Planfix.
Configuring external email addresses
Configuration can be done in Account Management / Email / Outgoing messages. Detailed instructions on configuring emails for employees and companies can be found here:
- Employee external email address settings
- Company external email address settings
- Saving to Sent when sending emails from an external mailbox
- Activating an external email address when using two-factor authentication
Using several external email addresses
- When you add a project (or projects) in the settings of a company external email address, you guarantee automatic communication with external contacts from this email address, for any task in any of the projects listed:
- Let's say an employee has access to several email addresses (personal or work addresses) and these addresses are available in the project the employee is working in. When a comment is added in Planfix that an external contact should be notified about, the employee will be able to select the address the notification is sent from:
- To allow an employee with access to multiple email addresses to choose which address to use when sending a notification of a newly created task (or email) to an external contact, the template used to create this email must contain the External email address system field. If the field is missing, you will need to edit the template and add the field to one of the fields:
Important
- If an email account is configured both at the account level and at the user level, the user-level settings will be applied. This makes it possible to use a general mailbox for one group of employees in an account (by setting it at the account level) and personal email addresses for another group of employees (by setting them in the employees' personal cards).
- Only paid and premium accounts can send emails from external mailboxes. Users with free plans are unable to use this feature. Their emails will be sent from employee internal email addresses in Planfix.
- These features will be available for new Planfix accounts during trial period so new users can test them out. If an account switches to a free plan after their trial period, emails will switch to being sent from internal email addresses in Planfix.
- Settings only affect outgoing messages. Incoming messages should be redirected to an internal Planfix email address.
- We recommend adding at least one company address not tied to a specific project so that emails to external Planfix contacts are sent from this address if you are working on projects without a defined address for sending messages or on tasks without a project.
Emails being sent to a customer's spam
- If you send emails via your server, the server must meet the requirements set by popular mail servers to prevent the recipient from marking them as spam. Planfix has no influence on this aspect.
- Ensure that your server has: a SPF record and a DKIM signature.
You can check this using Google's tool (preferably if Google provides the mailbox): Google CheckMX Tool.
Or similar services, for example, ActiveCampaign DKIM SPF Check.
- If the server is already being used for mailing, register at postmaster.google.com. to check your domain's deliverability and reputation. If there are problems and many complaints, subscribe to FBL (Feedback Loop) to see the complaints.
Using transactional email services
- You can use transactional email services provided by SMTP API. Examples of services: