your business data, anywhere, on any device
Validating Email Options
N.B. Left click any image to expand:YapCRM can use 5 methods to send emails – listed in order of best method first:
- Through your mail server relay – access given by your IT department
- Pretending to look like your email address (spoofing), and validated by SPF record of your mail server – access given by your IT department
- Through your individual email account – login and password provided by you
- Sending from @yapcrm.com – nothing required from you
- Pretending to look like your email address and not validated by your server (spoofing) – nothing required from you
Once you’ve setup the email method, send a test email to yourself (add your email onto a test business and select that business.
Fig.1
Option 1 - Relay
Your IT department opens a relay to the below IPs. The relay information is then put into each users account and all emails are sent through your server.31.3.227.115
31.3.227.123
Sample Email to IT
Hi xxxx
To enable our emails from YapCRM to reach our customers and not be marked as spam, it has been recommended that the best option would be to open a relay to the below IPs from YapCRM.
31.3.227.115
31.3.227.123
Is this something you would be able to set up?
If this is possible please could you send me the relay server address? i.e. smtp.xxxx.com
Kind Regards
XXXX
You should be sent the name of their server once they have given you access. E.g. mail.xxxx.com
Where you have been provided with an IP address you can find the server using: http://mxtoolbox.com/
Entering the server name
Once you have the server name, this needs to be entered onto each user that you will send an email from:
- Click Settings
- Click Manage CRM
- Click Manage Users
- Click required database (if applicable)
- Click required user
- On the Optional tab, input server name under Email Account Server
- Click Save
Fig.2
Fig.3
Option 2 – SPF record
If IT is unable to do Option 1, ask your IT team to add the below IPs to the SPF record. YapCRM will then be authorised to send emails on your behalf.With this method, when choosing to send an email, the email address will appear as follows in the dropdown with “via Spoofing” displayed:
Fig.4
Option 3 – Account Login
Entering the Email Account Login detailsThe email account login, email account password and email account server need to be added to the individual user email account:
- Click Settings
- Click Manage CRM
- Click Manage Users
- Click required database
- Click required user
- On the Optional tab, input Email Account Login, Email Account Password & Email Account Server
- Click Save
Fig.5
With this method, when choosing to send an email, the email address will appear as follows in the dropdown with the mail server name displayed:
Fig.3
Option 4 – Yapcrm.com
Nothing required as this option sends from the @yapcrm.com server. The email address therefore does not look like your email address but does display the User name of the account it is sent from in Yap. e.g. Alice Baccelliere (yap-5577@yapcrm.com). The “Reply-To” address will be to the user’s email address (alice.baccelliere@yapcrm.com)Yapcrm.com addresses have better return receipts, as it uses plus addressing so every reply, no matter what (out of office, bounced, etc.), will be logged and we can process it.
With this method, when choosing to send an email, the email address will appear as follows in the dropdown with Yapcrm.com displayed:
Fig.6
Option 5 – Spoofed emails without Relay or SPF
Nothing required as this option just pretends to look like it is from your email address. Without the Relay or SPF set up, this option gives the worst open rates – this is because when you spoof with another domain and they have their SPF set up to reject unknown servers there is a higher chance of spam. (Using the Yapcrm.com (Option 4) comes from yapcrm.com which has no SPF issues and therefore less likely to spam.With this method, when choosing to send an email, the email address will appear as follows in the dropdown with “via Spoofing” displayed:
Fig.3