Overview: Email deliverability has become increasingly challenging due to stricter rules enforced by major providers such as Gmail. To address this, CloudOffix now offers an advanced SMTP Configuration capability that gives teams more control over how outgoing emails is sent — helping reduce spam risks and improve delivery reliability.
Updates:
1. Custom SMTP Configuration:
- Users with admin access can define dedicated SMTP servers.
- Email sending can be routed through selected SMTP servers instead of relying on a single mail service.
2. Controlled Email Sending
- Emails are queued and sent in a controlled flow to prevent provider blocking.
- Failed emails are retried automatically in the background.
Benefits:
• Improved Email Deliverability: Controlled sending reduces the risk of emails being marked as spam by providers like Gmail.
• More Reliable Campaign Execution: Email queues and retries ensure messages are delivered without blocking user actions.
• Greater Operational Control: Different SMTP servers can be used for different email scenarios, such as outreach or transactional messages.
How it works?
- An admin configures one or more SMTP servers under Settings → Technical → SMTP Configuration by defining the SMTP server, port, security type, and authentication details.
- During configuration, the admin defines who can use the SMTP server and from which records emails can be sent by selecting allowed users and supported models (such as Lead, Opportunity, or Contact).
- To protect deliverability and avoid provider blocks, the admin sets sending limits such as delay between emails, maximum emails per hour, and maximum emails per day. If a limit is reached, emails are queued and sent automatically once the limit resets.
- CloudOffix automatically aligns email headers with the configured “From Email” to prevent spam filtering, ensuring that the sender and return-path match the authenticated address.
- Replies to emails sent through this SMTP configuration are delivered directly to the external inbox of the configured email address. If replies need to appear in CloudOffix, the external mailbox can forward incoming emails to a CloudOffix alias.
- In Marketing Automation, open a campaign and navigate to the Activities tab. Select an email activity where the message will be sent.
- Enable Use my own SMTP and choose the desired SMTP configuration.
- Emails sent by this activity are delivered through the selected SMTP server with controlled timing.
- The system manages retries and delivery flow automatically in the background.