Outgoing Email

The “Outgoing Email” feature in the ‘Settings’ area of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to configure settings for sending emails.

How to Use “Outgoing Email” in Association Management

Here’s a breakdown of the available fields:

• General:
  • Allow mail from logged in contact: Controls if users can send emails directly from Retention CRM. A nursing association might disable this to prevent unauthorized emails.
• Select Mailer:
  • mail(): The default option, often sufficient for simple setups.
  • SMTP: Use an external email server (e.g., Gmail, Outlook), ideal for more complex email needs or increased deliverability. A nursing association might use this to ensure emails come from a professional address like “memberships@nacc.org”.
  • Sendmail: An older option, generally not recommended for new setups.
  • Disable Outgoing Email: Stops all outgoing emails.
  • Redirect to Database: Saves emails as drafts for later review.
• SMTP Configuration (used with “SMTP” mailer):
  • SMTP Server: Enter the address of your email server (provided by your email service).
  • SMTP Port: The port your email server uses (consult your email service for the correct one).
  • Authentication?: Choose “Yes” if your email server requires a username and password.
  • SMTP Username & Password: Enter the credentials for your email server if authentication is required.

You can choose a method (mail(), SMTP, Sendmail) or disable emails entirely. A “Save and Send Test Email” button lets you verify your settings. Consult your system administrator for help with these settings, especially if you use online features like contributions or event registration that rely on emails. Disabling emails might require disabling those features’ automated confirmations. “Redirect to Database” saves emails as drafts instead of sending them.

A nursing association could use the “SMTP” mailer with its email provider’s server details to send newsletters, event updates, or membership information to its members. They would disable “Allow mail from logged in contact” to prevent unauthorized emails and use “Redirect to Database” to review important outgoing emails before sending them.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Nursing Association using SMTP for Professional Communication

A nursing association can use the “SMTP” email option in “Outgoing Email” to ensure their emails come from a professional address like “events@nacc.org”. This increases trust and credibility with their members when receiving newsletters, event updates, or membership information. Additionally, they can disable “Allow mail from logged in contact” to prevent unauthorized emails from being sent from individual member accounts.

Chamber of Commerce using Redirect to Database for Review

A chamber of commerce can benefit from using the “Redirect to Database” option. This saves important outgoing emails, such as newsletters or event invitations, as drafts for review before sending them to a large audience. This allows for proofreading and collaboration to ensure the email content is accurate and professional.

Nonprofit using mail() for Simple Communication

A nonprofit organization might use the default “mail()” option for “Outgoing Email” if they have a simple email setup and don’t require complex features. This option is sufficient for sending basic emails like donation receipts or volunteer updates. However, if they experience email deliverability issues in the future, they can explore using an external email server with the “SMTP” option.