Setting Up and Using SMTP Accounts

Introduction

The importance of sending email is a critical aspect of any organization. You need to have a reliable mechanism to communicate with your customers and leads. You need control, analytics, and the ability to send as many emails as your business needs without being limited.

What is an SMTP server?

An SMTP server (Simple Mail Transfer Protocol server) is a service that facilitates the sending of emails from one email server to another. It acts as the backbone of email delivery, ensuring that your messages reach the intended recipients. SMTP servers authenticate email senders, handle outgoing email requests, and manage secure data transmission.

Capabilities

Within Brilliance CRM you can setup an unlimited number of email servers for sending email. If you're sending 1,000 or less emails per day a single SMTP server is more than enough for most people. If you send more you may need multiple SMTP servers. We've set Brilliance CRM up that you can have as many SMTP servers that are available to you with full industry compliance.

Configuring your SMTP Server

• SMTP Tab
  • SMTP Server: The address of your email service provider's SMTP server (e.g., smtp.example.com).
  • SMTP Port: The port number used to communicate with the SMTP server. Common ports include 25, 465 (SSL), or 587 (TLS). Most SMTP servers will use 587 as the default.
  • SMTP Timeout: The time (in seconds) the system waits for a response from the SMTP server before timing out (e.g., 30 seconds).
  • SMTP Username: The username used to authenticate with the SMTP server (usually your email address).
  • SMTP Password: The password associated with the SMTP username for authentication.
  • SMTP Mail From: The default sender email address that will appear in the "From" field of emails.
  • SMTP Mail To: A default recipient email address, typically used for testing or notifications.
  • SMTP Mail To Unknown: A fallback email address for handling unknown recipients or delivery failures.
  • SMTP Mail CC: A default email address to be included in the CC (carbon copy) field of outgoing emails.
  • SMTP Mail BCC: A default email address to be included in the BCC (blind carbon copy) field of outgoing emails.
  • Active: Indicates whether the SMTP server is currently active and available for use.
  • Use SSL/TLS Connection: Specifies whether the SMTP server requires a secure SSL or TLS connection for email transmission.
  • Handles Email Validation: Determines whether the SMTP server is responsible for validating email addresses before sending.
• Notes Tab
  • Notes: text field for documenting any additional information or comments about this SMTP configuration. Use it for tracking setup details or changes.
• Miscellaneous Tab
  • Domain Name: he domain associated with the SMTP server (e.g., example.com).
  • API Key: An optional key for API integrations if your email provider requires it for authentication.
  • Language: The default language for system-generated emails (e.g., English).
  • Max (per Month): The maximum number of emails this SMTP server can send per month.
  • Month Start Day: The day of the month when the email usage count resets (e.g., 1).
  • Email Unsubscribe URL: The URL used for recipients to unsubscribe from email communications.
  • Email Precedence: A header used to specify the priority or nature of the email (e.g., bulk for mass emails).
  • Email Return Path: The email address used for handling bounce notifications.
  • Email Spam: A default email address to handle spam complaints.
  • Email Abuse: A default email address to report abuse or misuse.
  • Display Order: The order in which this SMTP configuration appears in the system.
  • Use Email Unsubscribe Link: Enables or disables the inclusion of an unsubscribe link in emails.
  • Use Email Precedence: Enables or disables the precedence header in email headers.
  • Use Email Return Path: Enables or disables the return path header for bounce handling.
  • Use Email Spam: Specifies whether to use the designated spam handling address.
  • Use Email Abuse: Specifies whether to use the designated abuse handling address.
• UTM Tab: UTM codes can be added to all links within an email so that you can gain tracking using analytical programs like Google Analytics.
  • Unknown First Name: A placeholder for recipients without a recorded first name.
  • Unknown Last Name: A placeholder for recipients without a recorded last name.
  • UTM Source: The source of the traffic (e.g., newsletter, google).
  • UTM Medium: The medium used (e.g., email, newsletter, cpc).
  • UTM Campaign: The campaign name for tracking purposes (e.g., holiday_sale).
  • UTM Term: Optional term for paid search campaigns to identify keywords.
  • UTM Content: Optional parameter to differentiate content variations (e.g., header_link, footer_link).
  • Always Use UTM Term: Ensures the UTM Term is always appended to URLs.
  • Always Use UTM Content: Ensures the UTM Content is always appended to URLs.