Configuring Email Management for Emailrobot for SMTP

For each corporate e-mail address that you wish Emailrobot to manage, you must now create a 'Profile': This Profile will contain a number of e-mail management options that you can set for each e-mail address.

Step 1: Create two mailboxes for each e-mail address that you wish Emailrobot to manage, for example sales@yourcompany.com and sales-out@yourcompany.com. The first mailbox will be used by Emailrobot to pick up inbound corporate e-mail, and the second mailbox will be used by Emailrobot to pick up the replies of the Mail agents and send them out on the Internet. All replies from the Mail agents will automatically be forwarded to this Outgoing mailbox before being sent out to the actual recipient. Emailrobot will then store the reply messages and update the tracking numbers. This process is completely transparent to the user/mail agent.

Step 2: Start-up the Emailrobot Task Manager from the program group. From the 'Configure' menu, select 'Email Management'.

Step 3: Enter the corporate e-mail address in the box (as it will be found in the To: field of the incoming e-mail, for example support), and click on 'Add'.

Step 4: You may now configure the management options for this corporate e-mail address in the other Tabs. The following Tabs are available:

Database - In this tab you must specify where you want Emailrobot to store all incoming e-mail.

Database source: You can store it in any database as long as you have configured it as an ODBC source first ( how to do this, see above). We recommend using the included Access database emanage.mdb, if you are not comfortable creating databases. If you do wish to use a different database, you will need to create a specified set of fields in the database. Please check the website for latest details on the format of the database.

Table: For each profile you must select a separate table to store the e-mails.

Agents - In this tab you must list the names and the e-mail addresses of the persons who will be dealing with the e-mail directed to this address. Type in the name and e-mail address and click on 'Add' for each person.

Mailbox In this tab you must enter the POP3 mailbox(es) which Emailrobot should use.

Incoming: Here you must fill in the mailbox in which you receive the corporate e-mail. Emailrobot will pick up the e-mail from here every minute. In our example this is sales@company.com.

Outgoing: This mailbox will be used by Emailrobot to pick up the replies of the Mail agents and send them out on the Internet. In our example this mailbox is sales-out@company.com.

How the Email management system works

Options In this Tab you can set a number of different options:

Text file for auto reply: Upon receiving an e-mail, Emailrobot can send a personalized custom reply. To personalize the auto reply, you can insert fields in your e-mail message, for example: [*Email.from*]. Emailrobot will then automatically replace the [*Email from*] field with the Email Alias.

For example:

Dear [*Email.from*],

Thank you for your interest in our products! Please rest assured that we are dealing with your request and that we will get back to you shortly.

Kind regards,

Undeliverable mail: This option allows you to specify what to do with e-mail that is returned. You can either delete the e-mail, save them to a text file, or forward the email to a mail address.

Enable this profile: This option switches the e-mail management system for this profile on or off. In this way you can periodically de-activate management of certain e-mail addresses.


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