In this article, we go through how email is set up and used in RecMan. Starting with introducing the various aspects and how to set them up, as well as common use and problems.

Setting up your email

In this section, we go through how to set up email for your user and system. First, every system can send out emails, and by default, the emails are sent through RecMan’s own mail server, mail.recman.io. But, since recipients might flag these as suspicious due to a mismatch with your email domain and Recman’s own server, we have some aspects to consider to send out emails more reliably:

  1. My profile - connect your Microsoft and Google email accounts
  2. RecMan’s email integration - sync your Outlook/Gmail with RecMan
  3. System email settings - for administrators 

For most users, connecting an email account to your profile will allow outgoing emails to be sent through their respective APIs reliably, but for system-generated emails, we also suggest configuring SPF and DKIM for increased validation and security.

My profile - for outgoing emails

By adding an email account to your RecMan user in My profile, you can send emails from the system using Google or Microsoft. When set up, this will be shown in Sent emails, where the outgoing emails will show Gmail API or Microsoft API.

Email

To set up your email account, follow these steps:

  1. Click the profile picture in the top right corner, and then click “Profile”.
  2. Go to the Email accounts section and click the appropriate “Sign in with…
  3. Sign in to your account, and it should be set up and visible above!

For more information about the two sign-in processes, see:

Google
  1. After clicking “Sign in with Google,” you will be taken to a Google sign-in page. Here you sign in with your work-related Google account, not your RecMan account.
  2. After entering your sign-in information, you will be taken to a dialogue box with additional information about conditions of use and whether or not you allow RecMan to send email as a third party.
  3. After giving permission, you will be taken back to RecMan, and you can now pick which email account to use when you create a new email from the system!
Microsoft
  1. After clicking “Sign in with Microsoft,” you will be taken to an Office365 sign-in page. Here you sign in with your work-related Microsoft account, not your RecMan account.
  2. After entering your sign-in information, you might get a prompt to verify your profile using two-factor authentication. Afterward, you will be taken to a dialogue box with information about what you are giving RecMan permission to do.
  3. After giving permission, you will be taken back to RecMan, and you can now pick which email account to use when you create a new email from the system!

 

Permission from Administrator?

If this is your first time setting up, you might get a message saying you need permission from your administrator. This is because RecMan needs to be whitelisted as a third-party application in your mail domain, e.g., Microsoft 365 Admin Center or Google Workspace Admin

Email integration

Full email integration in RecMan is a paid service (39,- NOK per month) that allows you to sync your Outlook/Gmail account to RecMan to send and receive emails from one place. With the email integration, you can also connect your incoming emails to contacts in your CRM and candidates in your database for more control.

To set up the Email integration, you first have to activate it from the co-worker settings or have a RecMan administrator activate it for you. Then a new icon should be available in the top right corner:

Email

Here you will be prompted to Sign in with Google or Microsoft again in a similar process as described with “My profile”. Sign in, and your email account should begin synchronizing with your inbox. 

For admin - System email settings

For a more in-depth guide to the system settings, please see Email settings. In the Email settings, you have several tabs:

  • Sent
  • Outbox
  • Failed to send email
  • DKIM
  • SMTP
  • SPF

In the Sent tab, you can view the emails sent from the system. Here you can see the date created, which email it is sent from, the 4 first characters in the subject, which server it is sent from and whether there are any attachments or errors. To view additional information, you can click the email to open a more detailed view, which is handy for viewing any errors.

In Outbox, you can view the emails currently being sent before they are shown in Sent.

In Failed to send email, you can view emails that have been unsuccessful.

Lastly, we go through the additional steps for DKIM, SMTP and SPF. If you have already set up your email accounts in “My profile” and/or the email integration, this will help with delivering system-generated emails more reliably, preventing outgoing emails from being caught by the receiver’s spam filter. This will also act as a failsafe if there is, for example, a large attachment exceeding the limit set for sending through API.

DKIM

Adding DomainKeys Identified Mail (DKIM) to your system allows you to authenticate your outgoing emails with DKIM, adding a layer of security to all your correspondence. To set up DKIM, see this article.

SMTP

For more information about Simple Mail Transfer Protocol (SMTP), see this article.

SPF

Adding Sender Policy Framework (SPF) gives your outgoing emails additional validation. To set up SPF, see this article.

Using email in RecMan

To send out emails in RecMan, you can do it from several places. To mention a few, you can do it from the CRM, candidate database, project cards and invoice overview. By marking a candidate or clicking their email address in the candidate card, you open up the New message window:

Email

Here you can add more recipients to copy or blind copy, add attachments, and choose a message template to speed up your workflow. As for the Document archive, here you can go through the RecMan Drive if you have attachments you want to send or use Delay if you want to postpone when the email should be sent out.

As for your connected email accounts set up in My profile or through the Email integration, you get the drop-down menu to select which email to send from in this view as well. Additionally, when sending out emails using these options, the regular 

Additional information about sending emails through Gmail and Microsoft API:

  • API: Attachments are limited to file sizes equal to or below 3MB.
  • Email integration: Attachments are limited to file sizes equal to or below 25MB.

Email problems

As a lot of communication with customers, candidates and employees is conducted by email, it is important to have a reliable email delivery. As such, we go through some of the problems you may encounter, and without any steps being taken, we can not guarantee email delivery.

To prevent emails from being caught by a recipients spam filter, you can:

  • Set up email for each employee, in My Profile or with the Email integration.
  • Add our servers to your domain’s SPF record. 
  • Set up a general SMTP server for your company see this article.
  • Add an additional layer of security to outgoing emails with DKIM.

Email attachments

When it comes to file sizes in email attachments, there is an upper limit before the API rejects the email or you receive an error message. If the API rejects the email, it will instead be sent through the RecMan mail server.

  • With email set up in My profile, the upper limit for sending attachments is 3MB.
  • With the addition of Email integration, the upper limit is usually 25MB but may be less depending on your email provider.

Underneath is an example showing the error message next to the attachment symbol in Sent emails when the file attachment limit is exceeded, sending the mail through the mail.recman.io server instead of Microsoft API.

Email

The spam filter

If you have followed the steps above and the email continues to end up in spam, it is important to understand how a spam filter works. Spam filters use many criteria to judge incoming emails. The sum of these criteria determines whether it is considered spam or not. It is, therefore, important to understand some of these criteria to avoid emails ending up as spam.

We explain some of the criteria here:

  • Subject field - An effective and explanatory subject field is important. Avoid irrelevant, unclear, and junk subject fields (e.g., with lots of capital letters, etc.). These tend to trigger spam filters to a greater extent.
  • Email metadata - The spam filters will know if you know the recipient or not. There is a greater chance that they "flag" the email if it is addressed to an email account than, e.g., by name. It will also check if you are on the recipient's contact list. One possibility is, therefore, to ask the recipient to add you to their list.
  • IP address - If someone from the same IP address has sent spam in the past. If a person decides to send spam from RecMan's email servers, this will affect the deliverability at a later time.
  • Content and format - The content of the email should be neat and tidy. A lot of info about the company can, e.g., trigger the spam filters to believe that it is advertising. Avoid using a lot of colors, whole words in CAPITAL LETTERS and lots of exclamation marks !! The spam filters will also check if there is a "plain text" version of the email / presentation / campaign.
  • Code - Sloppy code usage, lots of tags and, e.g., code included from Microsoft Word can trigger the spam filters.

Spam is a problem that is important to think about when sending out emails to recipients, especially if you are going to send out emails to many recipients. Understanding the principles of how the spam filter works is therefore important. If you think about this, you will reduce the chance that your particular email ends up as spam.

Sending limits

There are daily limits on the number of emails that can be sent from a message provider, such as Google or Microsoft, but you can send unlimited emails from the RecMan system. Sending thousands of emails would take days and could potentially lock your account from sending regular emails. Email systems such as Mailchimp are using other email servers without sending limits and could therefore be more suited to mass emailing.

The guidelines from Microsoft and Google may change, and we suggest you contact them if you have questions about sending limits.

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