Email

How do I send a mass email to a contact group?

To send an email to a group of contacts, go to that group and click 'Mail to group' button.

If one user marks message as 'read', will other users see it as 'read' as well?

Read/unread status of the message is per user. If one user marks a message as read, it will appear as unread to another user.

Does Relenta provide spam filtering and anti-virus protection?

Relenta offers both spam-filtering and anti-virus protection for our paying customers only. Only email accounts (your-name@relenta.net) are checked for spam.

If you're using Relenta to read email from remote POP/IMAP servers, then spam-filtering and anti-virus protection are the responsibility of your email service provider or webhost.

If your POP or IMAP email provider doesn't offer spam filtering, you have two options:

1. Choose another provider. We recommend Google Apps.
2. Forward your email to your-name@relenta.net (paying Relenta customers only).

Some email providers tag email messages as spam by adding one of the following:

1. [SPAM] in the subject line, or
2. Email header to designate message as spam, i.e.
• X-Spam
• X-Spam-Score
• X-Spam-Level
• X-Spam-Status
• X-Spam-Flag
• X-YahooFilteredBulk

If your email provider tags email in one of the above ways, it will be placed in Spam folder in your Relenta account.

What happens to email messages once they were archived?

If an archived message is associated with a contact, it will remain in that contact’s email history and 'All mail' system folder, but will not appear in Inbox or other email folders.

If an archived message isn't associated with a contact, it will appear only in the system default 'All mail' folder.

How is incoming email associated with a contact?

When Relenta receives an email, it attempts to match sender’s email address with one of the email addresses in the contact database. If a match is found, Relenta automatically associates the incoming message with that contact.

If sender’s email address is not found in the contact database, you have two options:

1. Assign message to one of the existing contacts. In this case, sender’s email becomes one of the contact’s email addresses, and all future messages sent from that email address will be associated with that contact. Click on 'Assign this email to an existing contact' link > Search and choose a contact > Click 'Assign'
2. Create a new contact from email message. In the future, all messages sent from that email address will be associated with that contact. Click on 'Create new contact from this email' link > Enter contact information > Click 'Save'

How do I personalize email messages?

Relenta provides application-wide mail-merge by any of the following contact fields:

• [FIRST]
• [LAST]
• [TITLE]
• [COMPANY]
• [EMAIL]
• [COMMENTS]
• [CUSTOM FIELD NAME]
• [REMOVE] (unsubscribe link, available only in email campaign templates)

These mail-merge macros can be used when sending individual emails, email campaign templates, as well as canned responses.

Mail-merge macros can be used both in the body of the message and subject line.

NB! For the mail-merge macros to parse and merge, you need to click Compose from within a contact view, or reply to a message from contact in the Inbox. If you click Compose in the Inbox, the macros will not be recognized.

How do I create an autoresponder?

Setting up an autoresponder is a two-step process.

1. Create autoresponder. Go to 'Settings' > 'Autoresponders' > 'Add new autoresponder' and enter autoresponder information: From, Subject, and Message body.
2. Create a rule that triggers the autoresponder. Go to 'Settings' > 'Email filters' > 'Add new filter'. Enter email filter criteria and click 'Add an action'. Choose 'Add autoresponder' from the drop-down of available actions, then choose the autoresponder you would like to send.

How do I personalize canned responses?

Relenta provides application-wide mail-merge by any of the contact data fields (see How do I personalize email messages topic for additional details).

These mail-merge macros can be used in not only in canned responses, but also general compose window, mass-email to group of contacts, email campaign templates, and so on.

NB! When you use macros in canned responses, they will be displayed in the compose window unparsed, i.e. [FIRST], [COMPANY], etc. They will be replaced with the actual values only after you click Send.

What are canned responses?

Canned responses are templates that you can automatically insert in a body of email that you are composing. Canned response templates can contain mail-merge macros, such as contact’s name and email address, and so on.

How do I add a default email signature?

There are two ways to add a signature to outgoing email.

1. Specify a default signature for email identity. When that identity is selected from a drop-down menu in compose window, specified signature will be automatically inserted in the body of the message (provided that it hasn't been altered by typing).
2. Use canned responses to manually insert signature in the email.