Table of Contents

How does ReSales-Online send my emails?

How can I configure my email settings?

Special note for ReSales-Online accounts using Zoho or Gmail

Special notes for Outlook.com accounts

Will my server details be secure?

How does ReSales-Online send my emails?

Methods

Brief Description

Send from your email address via our Mail Server

  • Sends your emails via the RO mail servers

  • Bad delivery rate, high chance of your email being flagged as Spam

  • Not available after 1st June, except for new members. why? click here

  • It will be available for new members only during the first 14 days of their subscription, afterwards they will have to adjust their Email Settings and select one of the "relay" options.

Send from crm@resales-online.com on behalf of your email account

  • Sends your emails via the RO mail servers

  • Bad delivery rate, high chance of your email being flagged as Spam

  • Not available after 1st June.

Relay emails through your own email server using a single email account

  • Good delivery rate

  • This method is a little easier as you can create one specific email address for this purpose, eg: sales@

  • When a client replies, the reply will go to the generic email address, not to a specific person

  • Requires adding only the email server username and password for one specific email address

Relay emails through your own email server using individual email accounts per user

  • Best delivery rate

  • When a client replies, the reply will go back to the email address of the specific person that originally sent the email

  • Requires adding the email server usernames and passwords for each user's individual email address

It is not obligatory to use these methods to send property details to your clients, if you prefer not to add your email server details to your account, you can still send properties to your clients by:

Note that if you rely on the AUTO NOTIFY function in Profiles, you will have to store your email server details in the system for it to work. If you don't store your email details profile matching will of course still work, however you will have to manually send profile matches to your clients.

How can I configure my email settings?

To decide what will work best for your business, you might need help from the technical person that usually deals with your email setup, here are the instructions for each option:

  • Relay emails through your own email server using a single email account

Here is how you can change your settings:

  1. Click the blue icon [My Account] at the top Right of the screen

  2. Click the [Email Settings] tab

  3. Select [Relay emails through your own email server using a single email account]

  4. Fill in the [SMTP Username] and [SMTP password] fields.

    • Note that the Username is usually the email address but it could be different depending on your mail provider.

  5. Click [Next]

    • The system will check for and then display the rest of the settings

  6. Click [Test Settings] to confirm that the prefilled data is correct

    1. If all correct, click [Save]

    2. If not correct, you can edit the information by clicking on the [Show Advanced Options] button. You might need help from your technical person to get this information.

  • Relay emails through your own email server using individual email accounts per user

This option requires the mail server login credentials for each user in the company. The emails sent from the system will be relayed through your mail server and will contain the actual users email address, eg: (JohnSmith@). This delivery technique has the best success rate.

  1. Click the blue icon [My Account] at the top Right of the screen

  2. Click the [Email Settings] tab

  3. Select [Relay emails through your own email server using individual email accounts per user]

  4. Click the Edit icon next to the user name for whom you want to add email details

  5. Fill in the [SMTP Username] and [SMTP password] fields.

    • Note that the Username is usually the email address but it could be different depending on your mail provider.

  6. Click [Next]

    • The system will check for and then display the rest of the settings

  7. Click [Test Settings] to confirm that the prefilled data is correct

    1. If all correct, click [Save]

    2. If not correct, you can edit the information by clicking on the [Show Advanced Options] button. You might need help from your technical person to get this information.

  8. Repeat for all users that will want to send emails from the system.

Special note for ReSales-Online accounts using Zoho or Gmail

Zoho and Gmail upgraded their security and changed the way they allow SMTP usage. This will apply to you if you have selected the email setting "send from a single email account" or "individual email accounts per user".

Problem?

The changes that Zoho and Gmail made means that you might not be able to send automatic emails (profile matches) or manual emails to clients from the system. If this is the case, you will be receiving an error message like: error Verify SMTP Username / SMTP Password.

Solution

See below separate steps to solve this for Zoho or Gmail, note that this is the only way these processes will work. If you need help, speak to your technical person that usually helps you with your email setup.

  • Zoho

This solution requires enabling multi-factor authentication (MFA), then, follow these steps:

  1. Sign in to your Zoho account

  2. Click Application Specific Passwords under Security

  3. Click Generate New Password

  4. Enter a name for the application you want to create a password for, then click Generate

  5. Make a note of the generated password, as for security purposes it will not be displayed again.

  • Gmail

Do the following to solve this issue:

  1. The very first thing you will need to do is ensure that you have 2-step verification enabled on your primary Gmail account. Important: If you don’t do this you will get an invalid password error further below when trying to authenticate your email address. So first enable 2-step verification https://www.google.com/landing/2step/

  2. Next, generate an App Password at https://security.google.com/settings/security/apppasswords
    You then use the app password in place of your personal Gmail password in ReSales-Online email settings (username, which is your gmail address, remains the same).

Special note for Outlook.com accounts

If you send a lot of emails from your Outlook.com account it may at times get blocked. If so, you will receive an email from Outlook.com with instructions on how to unblock your account.

Will my server details be secure?

We do take data security very seriously and your server name and password(s) will be encrypted in our system.

You might also like to read the following:
How secure is my data?

Data Processing Agreement

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