Configure e-mail settings

Owned by Oksana Vishchuk
Last updated: Feb 06, 2024 by MJ@XTRF
2 min read

Configure SMTP settings for outgoing e-mails

XTRF sends all e-mails from one e-mail address, regardless of the sender. This means that your partners will receive e-mails from the same address, whether they were sent by a PM, a salesperson, or triggered by a status change. However, each e-mail contains the reply-to field with the actual address of the user responsible for sending that message. If the recipient responds, the ‘reply-to’ address is used, not the main agency's one.

Go to the Configuration menu > General Configuration > Settings > E-mail tab.

For on-premise clients, two additional sections appear in the E-mail tab.

 

  1. In the Attachments section:

    1. Decide whether you want to allow attachments in CRM messages.

    2. Set the maximum attachment size.

  2. In the CRM Bulk Mailing section, you can change the queuing settings to make the Home Portal send fewer e-mails and ensure that the e-mails are not treated as junk mail.

    1. Check the Queuing Enabled box.

    2. Set the Bulk Sending Interval (in seconds).

    3. Set the Bulk Size (e-mail messages).

  3. Click the Save button.

Configure user mailboxes (optional)

Each user can have personal mailboxes linked (through IMAP protocol) to the XTRF Platform to send and receive XTRF-related messages. To set up a personal mailbox, perform the following steps:

  1. Go to the Configuration menu > User Management >Users and locate the user.

  2. Open the user profile in the edit mode and switch to the Mailboxes tab.

     

  3. Click the Add button on top of the Mailboxes table. The Add Mailbox pop-up window appears.

     

  4. Provide the Name for the mailbox.

  5. (Optional) Select a desired date in the Show E-mails Newer than field.

  6. Decide whether the mailbox should be an Active one.

  7. Decide whether the mailbox should be a Default one.

  8. Provide the Host and Port for the e-mail account (check the details with the e-mail provider).

  9. Check the SSL box to enable SSL encryption.

  10. In the Username field, provide the e-mail address.

  11. Provide the Password for this address.

  12. (Optional) Check the Save Sent E-mails in Folder box to collect all XTRF e-mails where this user was listed as the sender in a separate folder.

  13. (Optional) Provide the custom name for the folder mentioned in the previous step.

  14. (Optional) Click the Check Settings button to see if the mailbox is configured correctly.

  15. Click the Apply button to finish the configuration. The pop-up will change its name to the Mailbox, and the Fetch New Messages button will appear at the bottom.