Email Configuration

Email configuration manages email servers, templates, and notification settings for system communications. This guide covers email setup and management.

Overview

Email configuration enables you to:

Configure email servers
Manage email templates
Set notification preferences
Track email delivery
Handle email queues
Troubleshoot delivery

Accessing Email Settings

Navigate to Settings → Email to configure email options.

Understanding Email

Email Components

Component	Description
Server	SMTP configuration
Templates	Email formats
Notifications	Alert settings
Queue	Pending emails
Logs	Delivery history

Email Types

Type	Purpose
Transactional	System notifications
Notification	User alerts
Marketing	Campaigns
Document	Invoices, reports

Delivery Status

Status	Description
Sent	Successfully delivered
Queued	Awaiting send
Failed	Delivery failed
Bounced	Rejected by recipient

How-To Guides

How to Configure Email Server

SMTP Setup

Go to Settings → Email → Server
Enter SMTP details:

Field	Description
Host	SMTP server address
Port	Server port (587, 465)
Username	SMTP username
Password	SMTP password
Encryption	TLS/SSL

Test connection
Save settings

Server Configuration

Email Server Configuration

SMTP Host: smtp.sendgrid.com
Port: 587
Encryption: TLS
Username: apikey
Password: ••••••••

From Address: [email protected]
From Name: Company Name
Reply-To: [email protected]

Status: ✓ Connected
Test: Successful

Email Providers

Provider	Host	Port
SendGrid	smtp.sendgrid.com	587
Mailgun	smtp.mailgun.org	587
Amazon SES	email-smtp.region.amazonaws.com	587
Gmail	smtp.gmail.com	587
Microsoft 365	smtp.office365.com	587

How to Create Email Templates

Template Editor

Go to Settings → Email → Templates
Click New Template
Configure:
- Template name
- Subject line
- Email body
- Variables
Preview and test
Save template

Template Variables

Use placeholders:

Subject: Order Confirmation - {{order_number}}

Body:
Hi {{customer_name}},

Thank you for your order #{{order_number}}.

Order Details:
{{#each order_items}}
- {{item_name}} x {{quantity}} - {{price}}
{{/each}}

Total: {{order_total}}

Track your order: {{tracking_url}}

Thank you,
{{company_name}}

Available Variables

Category	Variables
Customer	name, email, phone
Order	number, total, items
Company	name, address, logo
User	name, email, role
System	date, time, url

How to Manage Notifications

Notification Settings

Configure which emails send:

Notification	Recipients	Enabled
New Order	Customer, Sales	✓
Shipment	Customer	✓
Invoice	Customer	✓
Password Reset	User	✓
Low Stock	Admin	✓

User Preferences

Let users control:

Email frequency
Notification types
Digest vs instant
Opt-out options

How to Set Up Email Signatures

Signature Configuration

Go to Settings → Email → Signatures
Create signature:

html

<p>Best regards,</p>
<p><strong>{{user_name}}</strong><br>
{{user_title}}<br>
{{company_name}}</p>

<p>Phone: {{user_phone}}<br>
Email: {{user_email}}</p>

<img src="{{company_logo}}" alt="Logo" width="150">

Apply to templates
Set as default

How to Configure Email Queues

Queue Settings

Go to Settings → Email → Queue
Configure:

Setting	Value
Batch Size	50 emails
Send Interval	Every 1 minute
Retry Attempts	3
Retry Delay	5 minutes

Save settings

Queue Management

View and manage:

Pending emails
Failed emails
Retry queue
Clear queue

How to Track Email Delivery

Delivery Logs

View email history:

Email Log - Last 24 Hours

Sent: 156
Failed: 3
Bounced: 2
Open Rate: 42%

Recent Emails:
├─ Invoice INV-001 → [email protected] ✓ Sent
├─ Order Confirm → [email protected] ✓ Opened
├─ Password Reset → [email protected] ✓ Sent
└─ Shipment Notice → [email protected] ✗ Bounced

Tracking Metrics

Metric	Description
Sent	Successfully sent
Delivered	Reached inbox
Opened	Email opened
Clicked	Links clicked
Bounced	Delivery failed

How to Handle Bounces

Bounce Types

Type	Description	Action
Hard	Invalid address	Remove from list
Soft	Temporary issue	Retry later
Block	Blocked by server	Check reputation

Bounce Management

Go to Settings → Email → Bounces
View bounced emails
Take action:
- Update email address
- Remove invalid
- Retry soft bounces

How to Set Up Email Domain

Domain Authentication

Improve deliverability:

SPF Record
```
v=spf1 include:sendgrid.net ~all
```

DKIM Record

s1._domainkey.company.com CNAME s1.domainkey.sendgrid.net

DMARC Record

v=DMARC1; p=none; rua=mailto:[email protected]

Verification

Add DNS records
Verify in settings
Check status
Monitor deliverability

Advanced Features

Email Analytics

Track performance:

Open rates
Click rates
Bounce rates
Engagement trends

A/B Testing

Test variations:

Subject lines
Content
Send times
Templates

Email Scheduling

Schedule sends:

Optimal times
Time zones
Recurring emails
Campaign scheduling

Email API

Programmatic access:

Send via API
Template rendering
Delivery status
Webhook events

Best Practices

📧 Deliverability

Authenticate domain
Clean list regularly
Monitor reputation
Handle bounces

📝 Templates

Mobile responsive
Clear subject lines
Personalization
Unsubscribe link

🔒 Security

Secure SMTP
Validate addresses
Prevent abuse
Monitor sends

📊 Monitoring

Track delivery
Analyze engagement
Fix issues promptly
Regular testing

Configuration

Server Settings

Navigate to Settings → Email → Server:

SMTP - Server configuration
Authentication - Credentials
Encryption - Security settings
Testing - Connection test

Template Settings

Templates - Email templates
Variables - Available placeholders
Signatures - Email signatures
Branding - Logo and styles

Notification Settings

Events - What triggers emails
Recipients - Who receives
Preferences - User controls
Schedule - Send timing

Troubleshooting

Common Issues

Emails not sending

Check SMTP settings
Verify credentials
Review queue
Test connection

Emails going to spam

Set up authentication
Check content
Review reputation
Verify sender

Template not rendering

Check variable names
Verify data available
Review syntax
Test preview

High bounce rate

Clean email list
Verify addresses
Check content
Review sending practices

Next Steps

Learn about Customization to customize fields, layouts, and branding.

Email Configuration ​

Overview ​

Accessing Email Settings ​

Understanding Email ​

Email Components ​

Email Types ​

Delivery Status ​

How-To Guides ​

How to Configure Email Server ​

SMTP Setup ​

Server Configuration ​

Email Providers ​

How to Create Email Templates ​

Template Editor ​

Template Variables ​

Available Variables ​

How to Manage Notifications ​

Notification Settings ​

User Preferences ​

How to Set Up Email Signatures ​

Signature Configuration ​

How to Configure Email Queues ​

Queue Settings ​

Queue Management ​

How to Track Email Delivery ​

Delivery Logs ​

Tracking Metrics ​

How to Handle Bounces ​

Bounce Types ​

Bounce Management ​

How to Set Up Email Domain ​

Domain Authentication ​

Verification ​

Advanced Features ​

Email Analytics ​

A/B Testing ​

Email Scheduling ​

Email API ​

Best Practices ​

📧 Deliverability ​

📝 Templates ​

🔒 Security ​

📊 Monitoring ​

Configuration ​

Server Settings ​

Template Settings ​

Notification Settings ​

Troubleshooting ​

Common Issues ​

Email Configuration

Overview

Accessing Email Settings

Understanding Email

Email Components

Email Types

Delivery Status

How-To Guides

How to Configure Email Server

SMTP Setup

Server Configuration

Email Providers

How to Create Email Templates

Template Editor

Template Variables

Available Variables

How to Manage Notifications

Notification Settings

User Preferences

How to Set Up Email Signatures

Signature Configuration

How to Configure Email Queues

Queue Settings

Queue Management

How to Track Email Delivery

Delivery Logs

Tracking Metrics

How to Handle Bounces

Bounce Types

Bounce Management

How to Set Up Email Domain

Domain Authentication

Verification

Advanced Features

Email Analytics

A/B Testing

Email Scheduling

Email API

Best Practices

📧 Deliverability

📝 Templates

🔒 Security

📊 Monitoring

Configuration

Server Settings

Template Settings

Notification Settings

Troubleshooting

Common Issues