Sending emails through your clients server

Overview
When running an outbound telephone/email campaign for a client, you will more often than not need to send out emails (information requests, appointment confirmation etc). There are a few ways that you can do this within TeleStudio.

1  Send emails through your email server with a generic reply address
2  Send emails through your server with a different reply address
3  Send emails through your clients email server (the recommended solution)

Although the first two options are the easiest to configure, they are not ideal as you will encounter issues with some spam filters (and they don't look as professional). Wherever possible, we would always recommend the third option.

Sending emails through your client's server
Although this requires the help of your client's technical team, it is a pretty straightforward task.

 

The Process
Handled by the client / Handled by the marketing company

• Setup an email account (or several) and test

• Supply your client with an email address that they can forward emails to

• Ensure that all replies are automatically forwarded to your marketing company's supplied email address

 

Technical
Handled by the client / Handled by the marketing company

• You will probably need to supply your client with your servers IP address. This is so that your client's Firewall can be setup to allow your emails through. This will need to be a STATIC IP address, otherwise you will occasionally have to resend your new IP address to your client (to update their Firewall). You can obtain your IP address through various sites such as: whatismyipaddress.com

• Setup the Firewall to allow the supplied IP address to RELAY emails through your server

• Supply your marketing company with the necessary email account settings:

Username (optional)
Password (optional)
Outgoing mail server (SMTP)

The above three items are sufficient in most installations. However, the following default settings may need to be altered:

Outgoing SMTP port (default = 25)
SSL encryption required (default = No)
Type of authentication - None, Basic, NTLM (default = Basic)
Send message using - Local SMTP service pickup directory or Via the network (default = Via the network)

• Within the TeleStudio Control Centre - go into 'Login and user permissions' (not Global..), select the 'Email Settings' tab and enter the supplied information

• Press the 'Test email settings' button and enter the reply address (this is usally the one supplied by the client)

• Within the TeleStudio Control Centre - go into the 'Information request builder' - 'Email reply address...' tab and enter the email reply address as supplied by your client.

• You can test the emails from here by pressing the "Test' button. However, we always recommend creating a test record within the actual TeleStudio campaign itself (with your business/personal email address etc) and send it from there. Once it comes through, do a final reply and ensure that this also gets back to you.

 

That's it - if you have any problems or you would like someone from Callibre to talk your client, then please call your Callibre account manager.

Best of luck.