Configuring Vantaca Email Accounts to Forward from Other Emails

Best Practice: It is recommended that your email settings have your inbox set to automatically delete emails older than 30-days (60 days or 90 days based on preference) to prevent the inbox from getting full. Once the inbox is full emails will no longer forward to Vantaca. 

Important: Clients may need to enable permissions found under Roles > Security > Mailroom > Email Accounts in order to have full functionality of the Email Accounts page.

Creating a Forwarding Email

1. Go to Mailroom > Email Accounts.

2. Click the New Email Account button.
   Note: You may also edit an existing email address.
   
   

   1. Select Forwarding as the Email Usage Type.
      
   2. Enter the Email you'll be forwarding emails from.
      
       

      Note: This is what Vantaca will display as the Email Sender.
       

   3. Select the Email Type from the dropdown.
   4. Select an Action Type from the dropdown.
      
       

      Note: If an Action Type is not selected, the action item may not be created when your email client forwards the emails. This is an integral part of the configuration since you'll need to retrieve a verification code from this action item to fully set up this feature.
      
       

   5. Select an Association from the dropdown if necessary, or select (All Associations)
   6. Enter a From Name in the provided field.
      1. This can be used to display as an additional from field on the email. Clients would enter their association’s name in this field to ensure homeowners aren’t confused as to who sent the email. Note: If All Association is selected, the Company name would be used instead. Example: “Vantaca Myles” is the From Name and “vantacabetatest@gmail.com” is the Email.
         
          
   7. Click Update to complete.

After you’ve filled out the new Forwarding Email Usage Type, you can take the newly created forwarding address, found in the Forwarding column, and configure the rest of the settings in youyr email. Note: The forwarding address is system generated and cannot be modified.

Setting Up Forwarding from your Email

Once Vantaca is set up as a forwarding email address, it will be necessary to instruct your email client to forward from your Inbox to Vantaca. The instructions to do this will depend on your email client. It may be necessary to work with your organization's IT team to complete this task. Below are Links to forwarding instructions for various forms of email. 

Vantaca Library Links

• Configuring SendGrid to Forward from Gmail
• Configuring SendGrid to Forward from Outlook

Third Party Links
Note: Vantaca cannot guarantee the information contained in third party sources of information. Check with your IT administrator if you have further questions about systems outside of Vantaca.

• Set Up My Forwarding Email Through GoDaddy
• Set up Rackspace Email Forwarding
• Enable Automatic Email Forwarding in Yahoo

FAQ

Q: How do I set up an automated response for an email account in Mailroom > Email Accounts?

A: Automated responses are configured using the Responder button on the Mailroom > Email Accounts screen. Note that this feature is currently available only for the General Inquiry From Email action type.

To set up a Responder:

1. Go to Mailroom > Email Accounts.
2. Click the Responder button for the email address linked to the General Inquiry From Email action type.
3. On the Edit Auto-Responder Email Template window, configure the following options:
   • Reply Method – Choose how a reply pulls into Vantaca: Reply Between, Reply Above, Do Not Reply, or None.
   • Reply When – Choose when the automated reply is triggered: All Messages, Never, or First Message Only.
   • Subject – Enter the subject line for the automated response.
   • Body – Enter the message content. Use the Insert Tag field to add merge tags to personalize the message.
4. Click Save once set to your liking.

Once configured, the Responder will automatically send a reply according to the settings you defined.