Email

Email deliveries are an efficient way to send created documents to your customers, colleagues, and other stakeholders. In email delivery, the final merged document is sent to recipients as an attachment. You can also customize the email subject and message to make it more personalised.

Setup a new Email delivery

To set up an Email Delivery, choose the Email option from the list of deliveries available in the Deliveries tab.

All the configurations are explained as below:

Configuration	Description
Configuration	Description
Account	The email account which should be used to send email. (more details on how to configure an email account are explained below)
From	The email address of the sender. From address can only be customised when the Account with SMTP type is selected.
To	The email of the recipient(s). This field can take in multiple email addresses. You can also add merge tokens to pass dynamic email addresses. Click on the {{}} button to get the list of already available merge fields -or- type new tokens (for example: {{client_email}}, or {{recipients}})
CC	Email addresses of carbon copy recipients. You can configure dynamic email addresses similar to TO field.
BCC	Email addresses of blind carbon copy recipients. You can configure dynamic email addresses similar to TO field.
Subject	The Subject for the email. You can also add merge tokens to add dynamic values in Subject. Click on the {{}} button to get the list of already available merge fields or type new tokens (for example: {{caseId}})
Message	Email content. Use the editor to draft email content that looks exactly like how it should look in a sent email. You can also add merge tokens to add dynamic values by typing desired tokens. For example: Hello {{client_name}}, please find the attached invoice {{invoice_id}}
Static Attachments	Upload the files that should be attached to the email along with the generated document.

Email delivery supports up to 5 static attachments, with a total size limit (including the generated document) of 15 MB.

Email Account

System default account

All workspaces will have access to a system provided email account [e-mail] which can be used to send up to 100 emails per day. Recipients of these emails will see that the email originated from Docupilot.

If you need to send more than 100 emails per day, create an emial account by configuring your SMTP credentials or a DNS verified email account.

SMTP email delivery

An SMTP email account facilitates the sending of emails using your own email server credentials. Configure SMTP credentials obtained from your email provider in an SMTP email account and configure your email deliveries to use this account.

Steps to Configure the SMTP Account:

1. Navigate to Settings > Linked Accounts

Linked Accounts module in Docupilot

1. Select Email in the list of account types.

1. Select SMTP Credentials and enter the required details:

   1. Server Address - Address of your email host server

   2. Username - SMTP username (issued by your email provider, in most cases this will be your email address)

   3. Password - SMTP password (issued by your email provider, in most cases this will be your email password or a dedicated application password)

   4. Port - SMTP port ( in most cases it will be 25, 465, and 587)

   5. TLS/SSL - Choose desired encryption mode (TLS is preferred over SSL)

Here are few references on how to obtain SMTP credentials from various email providers:

GMail - https://support.google.com/a/answer/176600?hl=en

Zoho Mail - https://www.zoho.com/mail/help/zoho-smtp.html

Office365 - https://www.saleshandy.com/smtp/office-365-smtp-settings/

1. Test Configuration: Enter an email address and hit "Send Test Email" button to send a test email with the configured credentials.

DNS Validation

Instead of using an SMTP server, if you would like Docupilot to send emails using a custom from address, the ownership of the domain and the email address should be validated. This validation happens by verifying custom DNS records in your Domain's DNS management tool plus and OTP sent to your email inbox.

Configuring DNS Validation:

1. Navigate to Settings > Linked Accounts

1. Select Email in the list of account types.

1. Select DNS Validation and enter the email address your would like to send emails from & click Proceed.

1. Copy the DNS records shown and configure them in your DNS management console. Read more about how to configure an SPF record.

Email Account - DNS records

1. Try to verify the records after addition by clicking "Verify" button. It could take up to 48 hours for the DNS records to be propagated based on your DNS caching settings.

2. After successful verification, click Proceed.

Email Account - DNS Records verified

1. An OTP will be sent to the desired email address, enter the OTP here to complete addition of your email account.

Email Account - OTP Verification for DNS Account

Once your domain's DNS records are verified, you can add multiple email accounts with the same domain. You will be prompted to validate each new email address by entering an OTP, similar to step 7.

What is an SPF Record and how do I add it?

This article also answers:

• Can I use my existing SPF record with Docupilot?

• Email notifications sent from Docupilot are marked as SPAM by my customer's email servers. How can I handle this?

Sometimes emails from Docupilot may be marked as SPAM by your customer’s email servers. This happens because your customer’s email server does not know that you are using Docupilot to send emails on your behalf. You can easily correct this by creating an SPF record (Sender Policy Framework record) in your DNS Server. In simple terms, by creating an SPF record you are authorizing Docupilot to send emails (notification emails) with @<your-domain>.com email address.

And here's how you do it:

• Go to your domain registrar's website.

• Login to the domain control panel.

• Open your DNS configuration settings.

• Edit your ZONE File and look for TXT or SPF record.

• Specify the following value: v=spf1 include:email.docupilot.app ~all .

• Save your changes.

But what if an SPF record already exists?

You can just include the SPF in the same line as your existing record

v=spf1 include:spf1.domain.com include:spf2.domain2.com include:email.docupilot.app ~all

In case you are unable to get the SPF set up, here are more specific instructions with respect to each provider. Make sure you remember to use the right value before saving your changes.

• GoDaddy

• Namecheap

• Hover

Headers inside an email delivery

Besides default email headers, if you need to customise your email headers further, configure custom headers in the Headers section.

For example, if your from email address is [e-mail], and you would like the replies to come back to [e-mail], configure a custom header with the following values:

• Header Name: Reply-To

• Header Value: [e-mail]

Custom Headers in Email Delivery

Here's another example where Reply-To and Priority headers are customized:

Email headers Sample Invoice