Revision: 213c78189b

Edited Company Email Account

Restore Revision

[email protected] edited on Jul 4, 2023, 3:30:12 PM

@@ -1,63 +1,46 @@

**You can sync your email account with ERPNext to send and receive emails from ERPNext.**

> _Navigation: Home > MY Settings > Email / Notifications > Email Account_

1. Click on ‘Email Account’ and you will arrive at Email Account Listing

2. Click ‘+ Email Account’ to insert an email account into system.

3. Enter your desired email address (\[[[email protected]](mailto:[email protected])\] etc.) and give this email account a name.

4. Select the service provider (Gmail etc.) **OR** select the Email Domain you have setup [previously](https://help.byondhr.com/companyemaildomain).

-6. Enter the email account password.

-8. Once setup completed, then click Save. If the email credentials you enter are correct, the email account will be synced.

+5. Enter the email account password.

+6. Once setup completed, then click Save. If the email credentials you enter are correct, the email account will be synced.

> Note: If you're using Gmail refer to this [article](https://help.byondhr.com/email-account-setup-using-gmail) for additional requirements.

### Configuration of the Email Account

### Additional Options for Email Account

-<table class="table table-bordered"><tbody><tr><td data-row="1" style="text-align: center;">Functions </td><td data-row="1" style="text-align: center;">Descriptions </td></tr><tr><td data-row="2">Use Different Email Login ID </td><td data-row="2">To use an alternative email login and password to access this account. For example, if you have <a href="mailto:[email protected]" rel="noopener noreferrer" style="font-size: 14px; background-color: rgb(255, 255, 255); color: rgb(25, 39, 52);">[email protected]</a> and you want users to access this email with an alternate email ID, they should tick this checkbox. The recipients will see <a href="mailto:[email protected]" rel="noopener noreferrer" style="font-size: 14px; background-color: rgb(255, 255, 255); color: rgb(25, 39, 52);">[email protected]</a> as the sender. </td></tr><tr><td data-row="3">Awaiting password </td><td data-row="3">If you're creating this account on behalf of someone and the password is unknown, tick this checkbox. When the other user logs in, they'll be prompted to enter the password </td></tr><tr><td data-row="4">Use ASCII encoding for password </td><td data-row="4">Ticking this will use ASCII encoding for the password. </td></tr><tr><td data-row="5">Enable Incoming </td><td data-row="5">To set up an incoming Email Account, tick Enable Incoming and set your POP3 settings, if you are using one of the email service providers mentioned above, these will be preset for you. </td></tr><tr><td data-row="7">Enable Outgoing </td><td data-row="7">To set up an outgoing Email Account, tick Enable Outgoing and set your SMTP server settings, if you are using a popular email service, these will be preset for you. </td></tr></tbody></table>

+<table class="table table-bordered"><tbody><tr><td data-row="1" style="text-align: center;">Functions </td><td data-row="1" style="text-align: center;">Descriptions </td></tr><tr><td data-row="2">Use Different Email Login ID </td><td data-row="2">To use an alternative email login and password to access this account. For example, if you have <a href="mailto:[email protected]" rel="noopener noreferrer" style="color: rgb(25, 39, 52); background-color: rgb(255, 255, 255); font-size: 14px;">[email protected]</a> and you want users to access this email with an alternate email ID, they should tick this checkbox. The recipients will see <a href="mailto:[email protected]" rel="noopener noreferrer" style="color: rgb(25, 39, 52); background-color: rgb(255, 255, 255); font-size: 14px;">[email protected]</a> as the sender. </td></tr><tr><td data-row="3">Awaiting password </td><td data-row="3">If you're creating this account on behalf of someone and the password is unknown, tick this checkbox. When the other user logs in, they'll be prompted to enter the password </td></tr><tr><td data-row="4">Use ASCII encoding for password </td><td data-row="4">Ticking this will use ASCII encoding for the password. </td></tr><tr><td data-row="5">Enable Incoming </td><td data-row="5">To set up an incoming Email Account, tick Enable Incoming and set your POP3 settings, if you are using one of the email service providers mentioned above, these will be preset for you. </td></tr><tr><td data-row="7">Enable Outgoing </td><td data-row="7">To set up an outgoing Email Account, tick Enable Outgoing and set your SMTP server settings, if you are using a popular email service, these will be preset for you. </td></tr></tbody></table>

### Default Email Accounts

- ByondHR 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.

-### Incoming Email Accounts

+ByondHR 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.

+### Incoming Email Accounts

To set up an incoming Email Account, check on Enable Incoming and set your POP3 settings, if you are using a popular email service, these will be preset for you.

The following options are available for incoming emails:

-Default Incoming: If ticked, all replies to your company (eg: [email protected]) will come to this account.

-Use IMAP

-Use SSL

-Attachment Limit

-Email Sync Option: Whether to sync all or only unseen emails.

-Initial Sync Count: Number of emails to sync the first time.

-Default Incoming: If ticked, all replies to your company (eg: [[email protected]](mailto:[email protected])[m](mailto:[email protected])) will come to this account.

+<table class="table table-bordered"><tbody><tr><td data-row="row-j9pe">Options</td><td data-row="row-j9pe">Description</td></tr><tr><td data-row="row-a2n5">Default Incoming</td><td data-row="row-a2n5">If ticked, all replies to your company (eg: <a href="mailto:[email protected]" rel="noopener noreferrer">[email protected]</a>) will come to this account.</td></tr><tr><td data-row="insert-row-below">Use IMAP</td><td data-row="insert-row-below">IMAP and POP are two services used by most mail servers for incoming emails. If your Email server allows IMAP service for the incoming emails keep this checked. Otherwise, leave this unchecked.</td></tr><tr><td data-row="row-jsly">Use SSL</td><td data-row="row-jsly">If your mail server uses SSL (Secure Socket Layer) communication keep this checked.</td></tr><tr><td data-row="row-zpwu">Attachment Limit</td><td data-row="row-zpwu">You can limit the size of file attachments in emails sent from ByondHR.</td></tr><tr><td data-row="row-vgki">Email Sync Option</td><td data-row="row-vgki">Whether to sync all or only unseen emails.</td></tr><tr><td data-row="row-kdbk">Initial Sync Count</td><td data-row="row-kdbk">Number of emails to sync the first time.</td></tr><tr><td data-row="insert-table"> </td><td data-row="insert-table"> </td></tr></tbody></table>

### 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.**

The following options are available for outgoing emails:

-Default Outgoing: Notifications and bulk emails will be sent from this outgoing server.

-Use TLS

-Port

-Disable SMTP server authentication

-Add Signature: The default signature is appended to the end of each email.

-Always use Account's Email Address as Sender: The email address of this account will be mentioned as the sender for outgoing emails.

-Send unsubscribe message in an email: Send a link to unsubscribe from emails sent from this account.

-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".

-Enable Auto Reply: If enabled, enter an autoreply message.

-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.

-Use SSL for Outgoing Emails: Use SSL as a standard for outgoing emails. Defaults to port 465.

-Default Outgoing: Notifications and bulk emails will be sent from this outgoing server.

+<table class="table table-bordered"><tbody><tr><td data-row="insert-row-below">Default Outgoing</td><td data-row="insert-row-below">Notifications and bulk emails will be sent from this outgoing server.</td></tr><tr><td data-row="row-kfz1">Use TLS</td><td data-row="row-kfz1"> </td></tr><tr><td data-row="row-8v9v">Port</td><td data-row="row-8v9v"> </td></tr><tr><td data-row="row-ygns">Disable SMTP server authentication</td><td data-row="row-ygns"> </td></tr><tr><td data-row="row-v5er">Add Signature</td><td data-row="row-v5er">The default signature is appended to the end of each email.</td></tr><tr><td data-row="insert-row-below">Always use Account's Email Address as Sender:</td><td data-row="insert-row-below">The email address of this account will be mentioned as the sender for outgoing emails.</td></tr><tr><td data-row="row-fzok">Send unsubscribe message in an email:</td><td data-row="row-fzok">Send a link to unsubscribe from emails sent from this account.</td></tr><tr><td data-row="row-hmog">Track Email Status:</td><td data-row="row-hmog">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".</td></tr><tr><td data-row="row-ui6o">Enable Auto Reply</td><td data-row="row-ui6o">If enabled, enter an auto-reply message.</td></tr><tr><td data-row="row-esgb">Append Outgoing Email to Sent Folder</td><td data-row="row-esgb">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.</td></tr><tr><td data-row="insert-table">Use SSL for Outgoing Emails</td><td data-row="insert-table">Use SSL as a standard for outgoing emails. Defaults to port 465.</td></tr></tbody></table>

### How ByondHR handles replies

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

- > For outgoing emails, you should set up your own SMTP server or sign up with an SMTP relay service like mandrill.com or sendgrid.com that allows a larger number of transactional emails to be sent. Regular email services like Gmail will restrict you to a limited number of emails per day.

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

+> For outgoing emails, you should set up your own SMTP server or sign up with an SMTP relay service like mandrill.com or sendgrid.com that allows a larger number of transactional emails to be sent. Regular email services like Gmail will restrict you to a limited number of emails per day.