Understanding How VanillaSoft Sends Emails

VanillaSoft provides multiple options for sending emails, giving you flexibility to choose the best solution for your team's communication needs. Emails can be sent through VanillaSoft's Web Email Form, your own mail server (such as Gmail), or via third-party desktop applications like Microsoft Outlook. However, the default email sending method for each project is defined by the Administrator.

In VanillaSoft, emails can be sent through two primary methods:

  1. VanillaSoft’s Web Email Form: Allows you to send emails directly using VanillaSoft’s mail server or a specified mail server like your Gmail account.
  2. Third-Party Desktop Email Application: Sends emails through desktop clients such as Microsoft Outlook.

Default Project Email Setting

The default email sending method is determined by the project settings on the "Email Templates" page, accessible under Projects > Email, SMS & Docs on the admin side. By default, VanillaSoft uses its Web Email Form. More details can be found in the Configuring Project Email Settings article.

Overriding Email Sending Settings

The project setting takes precedence over individual user settings:

  • If the admin configures the project to use a Desktop Email Application, emails will be sent using that application, regardless of user-level settings.

Switching to VanillaSoft’s Web Email Form

  1. Ensure that "Callers in this Project send email with" is set to VanillaSoft’s Web Email Form.
  2. Find this setting on the Email Templates page (Projects > Email, SMS & Docs) from the admin side.
  3. Adjust this setting for an individual user by visiting their Profile page and setting "Send Emails Using" to VanillaSoft’s Web Email Form.

Sending Emails from Your Own Web Server

To send emails via your personal web server:

  1. An admin must grant privileges on your User Profile page.
  2. Once this is done, configure the sending method from your Profile page.

Important Notes:

  • Emails Using Web Servers:
    • Emails sent via VanillaSoft’s or your own web server will use the HTML Body of an email template.
    • Any attachments defined in the template will be automatically included.
  • Emails Using Desktop Applications:
    • Desktop applications will use the Plain Text Body of an email template (up to 1000 characters).
    • Attachments will not be automatically attached.

Helpful Articles:

By understanding the email sending settings available in VanillaSoft and how they can be configured, you can optimize your email communications based on your specific project requirements.

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