This article is an overview of setting up a No-Reply Email account in Vantaca.
There are times when you need to send an email from the system but do not want replies to come back to your team. In this article, we'll cover the methods for setting up these "Do Not Reply" email addresses.
Why would I want a No-Reply Email?
Some messages do not warrant a Reply. This feature is extremely useful when an association wants to send an email to homeowners but does not want to receive replies to their inbox. For example, if an association sends a Broadcast Email to 50 homeowners from an association stating the office is closed on a particular day and does not want to receive 50 emails back, then sending the message with the No-Reply email and Do Not Reply method will allow the association to send the necessary message without receiving unwanted messages in return.
Note: It is important for your Homeowners to communicate with you. If you use a Do Not Reply email for all of your Broadcasts, it's important to give your owners a way to respond. Encourage them to use the My Items page of your Owners Portal for communication, for example.
How do I set up a No-Reply Email?
To set up a No-Reply email, you must first create a new email account. This is similar to the way the general inquiry or invoice email is set up. For more details, visit Mailroom > Email Accounts
- Set up the email account
- Send Vantaca the credentials
- Vantaca will be responsible for integrating the email account into the database.
Navigate to Mailroom > Email Accounts and then select +New Email Account.
The No-Reply email account is set up similar to other emails in Vantaca, but the main difference is the Email Type is No-Reply.
Select the Action Type. Typically this will be used for Broadcast Email, but your database may have a different Action Type in mind. The Action Type is less important because it is being set up as No Reply therefore homeowners will not have the ability to reply to the message.
How do I link the No-Reply Email with an Action Item?
Once the email account is set to No-Reply in Vantaca, the next step is working on the particular Action Type. Click the Hamburger Menu for any step that sends to "Homeowner". Select Email, and adjust the Reply Method to Do Not Reply. Choosing Do Not Reply will automatically send from the No-Reply email account that has been set up (see screenshot below).
Note - When using this option for Generations such as Broadcast Emails: the 'Do Not Reply' method must be chosen on the Broadcast Email Message Type in the Standard category as opposed to the Broadcast Email action type in the Generations category.
Note - You do not need to create a new No-Reply email account for each additional Action Type you will be using it for. You can use the same No-Reply email account for each Action Type.
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