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Edited Company Email Domain

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[email protected] edited on Jul 4, 2023, 2:09:17 PM

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

+**The Email Domain is the display name of an email network/service account you're setting up for your email services in ByondHR.**

-### Email Domain

+> _Navigation : Home > MY Settings > Email & Notifications > Email Domain_

-> _Navigation : Home > MY Settings > Email & Notifications > Email Domain_

+You can skip to [Email Account](https://help.byondhr.com/company-email-account) creation if you are using one of the services listed here:

-You can skip to [Email Account](https://help.byondhr.com/company-email-domain-account#email-account) creation if you are using one of the services listed here:

+            • Gmail

+            • Yahoo

+            • Sparkpost

+            • SendGrid

+            • Outlook.com

+            • Yandex.mail

- • Gmail

+### What is my Email Domain?

+You might have purchased an Email service from your internet service provider or your IT services provider. For example, if you access your business mailbox with URL like http://mail.yourcompany.com, then yourcompany.com is expected to be used as your email domain. ByondHR tries to guess the Email Domain from your initially entered example Email Address if you started from there.

- • Yahoo

+If you want to send and receive emails on your ByondHR account, you need to correctly setup an Email Domain. You may be using free mail services like GMail or Yahoo. In this case, you don't need to create a domain, instead select a service provider from the list. However, you might have to allow access to ByondHR for your GMail account.

- • Sparkpost

+ByondHR creates a template Email Domain using example.com for your reference. You should add your new domain if you want to use it in your ByondHR account.

- • SendGrid

- • Outlook.com

- • Yandex.mail

+> IMPORTANT: If your actual mail account id differs from the work email address you use in the Email Accountsetup later, you need to use the option Use different Email ID when creating the different work mail accounts to communicate with your service and use the related password!

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

2. Click ‘+ Email Domain’ to create a new email domain into system, the system will send all email notification via this domain.

-3. Insert the email domain name, Incoming and Outgoing Server.

-4. Settings such as IMAP/POP3, SSL, TLS, Port No etc. can be setup accordingly. Please refer to your email domain service provider for proper setup.

-5. Once setup completed, click save to create Email Domain.

-### Email Account

-> _Navigation : MY Settings > 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/company-email-domain-account#email-domain).

-5. Enter the password of your email address. It should be the same as the password you entered

-6. Enable Incoming (POP/IMAP) or Outgoing (SMTP) settings if you are allowed to send out or receive emails within the system, additional settings will appear and preset automatically based on the service provider selection. You are allowed to change the preset setting if required.

-7. 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 for additional requirements.

-> Note: If you're using Gmail refer to this article for additional requirements.

-### 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>

-### Configuration of the Email Account

-### 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

-The following options are available for incoming emails:

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

-### 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 auto-reply 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.

-### 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 Reply-To 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.

-If you encounter errors when configuring an email account, refer to this page.

+3. Enter the Domain Name. This is where you enter your business email address. For example, if your email ID is [email protected] you should enter this.

+4. Email Server. This is the URL of your mail server or the email service that you have purchased. For example, it may be mail.yourcompany.com or imap.yourcompany.com.

+5. Use IMAP. 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.

+6. Use SSL. If your mail server uses SSL (Secure Socket Layer) communication keep this checked. **Do I have SSL?**: You may have purchased SSL certificate from your IT service provider for SSL and they may have set up SSL for your mail server. If you're using 'https' while accessing mail server over browser then you might have SSL setup.

+7. Use SSL for Outgoing. If your mailserver uses SSL for outgoing, enable this to explicitly use SSL for outgoing emails. Defaults to port 465.

+8. Append Outgoing Email to Sent Folder. If you are not using standard mailservers provided by GMail and similar services, you might need to enable this option to append all outgoing emails to the email account's inbox. (Recommended for email servers like Zimbra and CPanel).

+9. Attachment Limit (MB). You can limit the size of file attachments in emails sent from ByondHR.

+10. SMTP Server is the outgoing email service address of your email server.

+11. Tick Use TLS if your SMTP service supports TLS for security.

+12. Default port. SMTP service is usually set on port 25. If your email server is set up on a separate port number you can set that up here.

+13. Once you click on save, these settings are validated by ByondHR and the Email Domain gets saved. Sometimes this could take a few seconds and you might have to wait. This email domain is then available in a dropdown called Domain in the [Email Accounts](https://help.byondhr.com/company-email-account/) screen.