Email accounts in Vantaca do more than send emails. These accounts allow users to create Action Items from newly created emails coming in, creating seamless workflows for however your homeowners or vendors communicate with you. 

Example Email Accounts

The following are example email accounts:

• General Email Account: info@ or general@ This email will be used to send broadcast emails to homeowners and is also the email account homeowners respond to.
• AP Email: AP@ or Payables@ This is the email to which vendors/service providers will send their invoices.

Note: If the email is brand new and there are no current emails in the inbox, clients can test how emails will flow into the system before their conversion.

Email Setup

1. Go to Mailroom > Email Accounts (clients do not have access to this page).
   
   
   
   
2. Click New Email Account.
   The New Email Account screen opens.
   
   
   
   
3. Provide the following information:
   • Email Usage Type: Select IMAP Access.
   • Server Url: Enter the servier URL. You can typically find this URL on the fact-finding sheet (outlook.office365.com) or (imap.gmail.com) for Gmail.
   • Port: Select the port number of the server you use. Typically 993 for Outlook. You can find this number by logging in to the provided email.
   • TLS: Select. Transport Mail Security (TLS) is a protocol that encrypts and delivers mail securely for both inbound and outbound mail traffic. It helps prevent eavesdropping between mail servers, keeping your messages private while they're moving between email providers. TLS is being adopted as the standard for secure email.
     Note: You must select this option for the email to validate.
   • Email: Enter the provided email i.e. info@companydomain.com.
   • Login: Enter the login name if using a private server for email.
   • Password: Enter the provided password.
   • Email Type: Select General, Invoice, or No Reply.
     • Make sure that you have at least one company email set to General.
     • If you try to change an email to No Reply and it is the only email address (no General email exists) you will receive an error message and cannot save the changes.
     • If you try to change an email to No Reply and the email is linked as the Default Email Account on a Company Info record, you will receive an error message and cannot save the changes.
   • Action Type: Select the appropriate action type. General inquiry from email or invoice is the most popular.
   • Read Folders: Enter the folder that you want Vantaca to pull emails from. This is typically the inbox by default.
     Note: Ensure all unwanted emails are removed from the inbox before validating the email address or leave this box blank until your database goes live and you are ready for Vantaca to start bringing over emails.
   • Output Folder: Enter the name of the output folder. It is typically populated with the word "Processed". This Processed folder is created on the email platform to house emails that have been pulled into Vantaca.
   • Error Folder: Enter Error.
     Note: For clients who use Rackspace email accounts, enter the Output Folder and Error Folder as Inbox.Processed and Inbox.Error.
   • Association: All associations.
   • From Name: Enter the full company name i.e. ABC Management Company.
4. Click Update.

Responder

The emails each have an auto-responder, which can send a templated message whenever a new message comes into this email account. By clicking the Responder button next to each of these email types, the client can determine how to respond to an incoming message. This option includes the same features as the email responses for individual Action Item Steps.

Note: Invoice email action types do not allow for auto-responders. As of right now, auto-response only works for general inquiry email action types. 

Early Email Testing

If the client provided brand new email accounts and would like to test how emails flow into the system, complete the following steps:

1. Log in to their email using the credentials provided (make sure you are in a private browser).
2. Ensure that there are no emails sitting in the inbox. If there are, relay that to the client as those emails will pull into Vantaca as general inquiry email action items.
3. Navigate to Mailroom > Email Accounts and enter Inbox in the reader field.
4. Turn on the email sender using the app in the support database.
5. Communicate with the client to not send any test emails to real owners.

Setting Up a Do Not Reply Email account 

No Reply Email Setup

Email Research

Email Research

Forwarding

Forwarding from Gmail