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.
First, set up a new email account similar to the way the general inquiry or invoice email is set up.
- 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 biggest difference is that for Email Type the appropriate setting is No-Reply. The action type that this email is most commonly used for would be a Broadcast Email but 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.
Once the email account is set up as No-Reply in Vantaca, then working on a particular action item and choosing the Reply Method, by choosing the Do Not Reply option it will automatically send from the No-Reply email account that has been set up (see screenshot below).
Note - 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.
To ensure the Reply Method is set on Do Not Reply navigate to Settings > Action Types/Steps and select the appropriate action type. For this example, the Broadcast Email was used by searching Broadcast Email in the Action Type column. After that drilling down into the action item by clicking the down arrow it will provide the steps for the action item. The first step in this example is Enter Message, to make sure the email being sent is set to Do Not Reply click on the Hamburger Menu, click Email, as the above screenshot shows. From this screen, it is shown that the Reply Method is set to Do Not Reply meaning that it will send from the No-Reply email set up in Vantaca and once the action item is stepped and the email is sent then there will not be an option to reply to this message from a homeowners perspective.
*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.