Email Setup

In this support article, we'll cover:

• How to configure outgoing email
• How to configure incoming email
• How to configure Gmail with aimtheory CRM (or vtiger CRM) with incoming and outgoing email
• How to setup the Outlook plugin with your instance of aimtheory CRM (or vtiger CRM)

Outoing Email in aimtheory CRM (or vtiger CRM)

In aimtheory CRM (or vtiger CRM), all notification emails, meeting invitations, and so on, are sent through email. For this to work properly, you must enter your outgoing mail server (SMTP server) information into aimtheory CRM.

Ready to go?

• First, contact your email hosting service or your company's system administrator and ask for:

1. The SMTP server address
2. A valid email account to send from. Get the user name and password.

• Log into aimtheory CRM
• Click on Settings and then click on Outgoing Server
• Enter the SMTP server address that you received from your email hosting service or system administrator in the Server Name field
• Enter the user name for the mail account that will be used for sending in the User Name field
• Enter the password for that user account in the Password field
• Click Save
• The system should then send an email to the user account that was used as a test.
• You're done! Now outgoing emails, email notifications and meeting invitations can be sent from aimtheory CRM (vtiger CRM).

Note Regarding the "From" Address in Outgoing Emails

All outgoing emails are sent from the same email account, regardless of which user is sending it. However, the sender's name is used as the "from" name and the sender's email address is used as the "reply-to" address.

Let's assume that the email address "sales@abccompany.com" is used as the email address in the Outgoing Server settings. The user John Smith (johnsmith@abccompany.com) then sends an email to Jane Doe (janedoe@anothercompany.com). When Jane Doe received the email in her inbox, she sees:

Jane won't see that the email was sent from sales@abccompany.com. She'll just see that it came from John Smith and when she clicks reply, the reply will be sent to john.smith@abccompany.com. In mosts mail clients, you have to go to extra lengths to look at the from address, so the recipient will most likely never see what email address the email is being sent from.

Incoming Mail in aimtheory CRM (or vtiger CRM)

The aimtheory CRM email client and incoming mail is setup on a user by user basis. In order to use this feature, your email hosting provider must support the IMAP protocol. IMAP is what aimtheory CRM (and vtiger CRM) uses to check your mailbox.

Ready to go?

• First, contact your email hosting service or your company's system administrator and ask for:

1. The IMAP server address
2. Whether or not the IMAP protocal is IMAP2 or IMAP4
3. Which SSL option to choose: No TLS, TLS, or SS
4. Whether or not to Validate an SSL Certificate
5. The user's email account user name. Ex: john.smith OR john.smith@abccompany.com
6. The user's email account password

• Log into aimtheoryCRM
• Go to Home Page > Webmail
• Click on the Incoming Mail Server Settings link
• In the Display Name field, enter the user's name
• Enter the user's email address in the Email field
• In the Mail Server Name or IP field, enter the IMAP server address
• In the User Name field, enter the email account user name. It may be something like john.smith or john.smith@abccompany.com.
• Enter the email account password in the Password field
• Then enter the rest of the information you received from your email hosting provider
• Then finally choose the Refresh Timeout and the number of Emails Per Page you want to see
• You're done!

How to Configure Gmail with aimtheory CRM (or vtiger CRM)

Gmail has become a popular choice for an email client. It integrates easily aimtheory CRM.

Ready to go?

Outgoing Server

• Log into aimtheory CRM
• Click on Settings and then click on Outgoing Server
• In Server Name field, enter ssl://smtp.gmail.com:465
• In the User Name field, enter your full Gmail address. Like: john.smith@gmail.com (If your domain is hosted by Google Apps, and you use the Gmail client, you can use these same steps. Just enter your email address, whatever it may be. Like john.smith@abccompany.com.
• Enter your Gmail account password in the Password field
• Check Yes in the Requires Authentication check box.
• You're done!

Here's what it should look like:

Incoming Server

• Log into aimtheoryCRM
• Go to Home Page > Webmail
• Click on the Incoming Mail Server Settings link
• In the Display Name field, enter the user's name
• Enter the user's full Gmail address in the Email field
• In the Mail Server Name or IP field, enter imap.gmail.com
• In the User Name field, enter the email account user name. It may be something like john.smith or john.smith@abccompany.com.
• Enter the Gmail account password in the Password field
• Choose IMAP4 for the Mail Protocol field
• Choose SSL for the SSL Options field
• In the Certificate Validations field, don't select either option.
• Then finally choose the Refresh Timeout and the number of Emails Per Page you want to see
• You're done!

Here's what it should look like: