Email: sending email from Pearl

Sending email

Wherever you see a red link, click it top open the email send window. This gives you the option to write an email from scratch, or drop in a "canned response".

If you're sending emails by clicking the red links within your Pearl CRM, then a copy of that email will automatically be added directly to the timeline (no need to go via the dropbox).

Pearl is set up by default so that it just sends from our servers "on behalf" of your own email address. This is not always reliable since without any configuration, there's a fair possibility that the email will get spammed.

You can set up outgoing email by SMTP, or else you can set up an SPF record.

Setting up outgoing email via SMTP

For more reliable mail delivery, it's a good idea to send email via your own SMTP servers, which means that Pearl makes a connection to your own email server and actually sends from there.

To set up your outgoing email by SMTP

  1. Click "Setup - Options..."
  2. Click "Email"
  3. Add your SMTP settings

Then, you'll need to choose which staff members use this SMTP account for outgoing mail.

Click Setup, Staff licences and permissions, edit the relevant staff member's permissions and change the settings in the "email" tab.

Watch a video :

 

SPF Records

SPF Records allow a domain / website owner to authorise certain mailservers or IP addresses to send email on your behalf. Astonishingly, any correctly configured mailserver can send email on anyone's behalf, which is why you may have experienced spammers hijacking your own email address to send spam from your own email.

Here's where SPF records come in. Increasingly, mailservers are checking that the mailserver sending the email is allowed to do so. If you dont have an SPF record you may find that your emails get put in the spam foulder or your emails are not received. They allow you to specify which servers can legitimately send email on your behalf. Your Pearl account sends email for password notifications, invoices, quotes, general emails, small mail-merges and much more, which means that you should create an spf record to authorise the pearl mailserver to send email on your behalf.

mydomain.com IN TXT 3600 "v=spf1 mx include:thisispearl.com ~all"