Email

Overview

Ensure your email campaigns are targeted and relevant, providing value to recipients to maintain their trust and engagement.

Topics

Features

•Use stationery and templates to maintain brand consistency and efficiently manage communication.

•Adhere to ethical standards and local laws (POPIA, GDPR, CCPA etc.) when sending emails and texts, ensuring proper conduct.

•Respect unsubscribe requests - recipients can opt out by clicking on a link or selecting their subscription preferences.

•Enhance deliverability and safeguard sender reputation with our Amazon Simple Email Service integration.

Getting started

•If this is your first time sending emails from DevMan, please verify your email address.

•If sending bulk mail, please review the email setup requirements on how to authenticate your sending domain.

How emails are handled

Emails are handled differently based on volume. Transactional emails are given preference over bulk and will send first. A notification will pop up for failed transactional emails.

•Transactional - sent to 5 or less recipients.

•Bulk - sent to 6 or more recipients

Guidelines

To keep bounce rates down email addresses need to be verified. DevMan helps to ensure you have valid email addresses and will NOT send to unverified addresses until these are whitelisted.

Email addresses can be verified by sending a personal direct non-bulk email.

•A person profile with a valid email address in the email address field MUST be captured.

•A record of the sent email will be saved on the contact profile under Activities or Email/SMS.

•Cc'd and Bcc'd emails will not be saved.

•When capturing an email address, you will be notified if an incorrect format is used.

•The person page indicates the most recent state of email addresses by changing its background colour.

oWhen an email has been successfully sent the colour coding will be green.

oRed indicates the email address most recently sent bounced or is invalid. Hovering on the address will indicate the reason and the date.

Send email

Send an email

View sent emails, the delivery status of your emails and how to resend failed emails.

Manage email

Manage emails

At a glance

View the status of an email

•Go to Communication > Email > View

•Select Itemised list to view individual emails.

•Use the grid filters to refine your search.

Requeue an email

•Go to Communication > Email > View

•Select Itemised list to view individual emails.

•Find the failed email using the drop-down list and selecting Status > Failed.

•Tick the box next to the email you want to resend and select Update to > Pending.

Delivery status

Delayed	The email address cannot be verified. DevMan will attempt to re-send it for another 24 hours, thereafter it will be failed if unsuccessful.
Submitted	Acceptance for delivery is confirmed.
Sent	The email has been accepted for delivery or relaying by the mail service. Acceptance for delivery is confirmed.
Delivered	Delivery to the recipient has been confirmed by the final mail server only. This does not imply that it has been read or treated as Spam/Junk mail.
Opened	The recipient has downloaded any images within the email which implies they have seen it.
Responded	The recipient has interacted with the email in some way, possibly clicking a link or even replying to it. This includes automated responses (e.g. out of office)
Bounced - hard bounce	Permanently failed as the recipient’s email address is not known or there’s no mail server registered for it.
Bounced - soft bounce	The email address was recognised at the recipient's server but was returned because their server could not handle the email. The user's mailbox may be full or not available. It may be delivered later or forwarded manually by the user's mailbox / administrator.
Undeliverable	The email was sent but for some technical reason not delivered . The email delivery grid provides failure details. (Contact the Support Team for assistance)
Failed pre-validate	A preliminary check is done on the email address and the email will fail to send if the address is blank, invalid, (see guidelines) or is a duplicate of another successful one in the batch. Update to the correct email address and send a confirmation email to test its validity.
Failed	The email could not be sent for some technical reason. The email delivery grid provides failure details.

Advanced

How to fix and whitelist an email address

Manage invalid addresses

Select Communication > Email > Problem addresses

EmailStatisticsInvalidAddresses

Validate addresses known to be correct by updating the status to 'whitelisted'.

EmailAddressInvalid

EmailAddressWhitelist

Validate address known to be correct

Bulk email may at times be failed (marked invalid) even when the address is correct. The address can be validated by:

•Sending a direct email from the contact page, or

•Updating the address to 'whitelisted' (see 'Manage invalid addresses')

Track links in your emails to gain insights about your recipients' interests

Link tracking

Using this feature will help you improve your approach strategy by tracking:

•whether emails have been opened,

•what particularly interests your recipients,

•who has clicked on the links,

•how many times the links were clicked.

To view, select Communication > Email > Sent.

To view mailshots, select Recipient > More than five from the drop down menu.

Click through on the email you want view.

•The summary shows you details about the success of your emails.

•Click on the click % number to view individual links and number of clicks.

•Click on the URL or the click count to view who has clicked on the link.

EmailLinkTrack

EmailLinkTrack1

FAQ

How can I improve email delivery?

As a result of changes in the world of email marketing, many email providers are implementing anti-spam policies, usually by means of SPF and DKIM technologies.

In some cases, this is done without the direct knowledge of DevMan users.

This results in lower delivery rates, as well as emails that previously would have been delivered, ending up in SPAM/Junk folders.

To help ensure that your emails reach your recipients, we have added a feature that will attach a new sender email address to all emails coming from DevMan that has been specifically configured to be trusted by email servers.

We also digitally sign these emails to prove they have come from an authorised source and have not been modified.

Your sender address is: <ClientCode>@devman.co.za.

No action is required by you, but some email clients will show this Sender Address as a security feature: e.g. GMAIL, OUTLOOK.

If you would prefer to not have these notices show for emails sent from DevMan, your IT department needs to configure your email domain accordingly.

Our team are happy to assist with this process.

Who signs (DKIM Sign) the email message?

The outgoing server that sends the email message by initiating an SMTP session does. It signs the message using a private key saved locally on the same machine.

Why do we even use SPF and DKIM?

These settings verify the sender’s identity and that the message was kept in the form initially intended. It also maximizes email deliverability ensuring that emails will end up in the recipient’s Inbox.

How SPF and DMARC (Domain-based Message Authentication, Reporting & Conformance) are related?

SPF is one of the authentication techniques on which DMARC is based. DMARC uses the result of the SPF checks and adds a check on the alignment of the domains to determine its results.

Do we need both SPF and DKIM and what difference between SPF and DKIM?

Yes! We recommend implementing both, as SPF allows senders to tell ISPs which IPs can send on their behalf. DKIM allows ISPs to verify that the content sent is what the original sender intended. Both are needed to be a secure email sender.

How do I get replies to emails I send from DevMan?

Emails sent from DevMan have a from address which you select within DevMan when sending emails - this is set up when your user profile is created. Responses to received emails will come to the email account inbox of your mail application.

Can I have more than one FROM address? / Can I send emails on behalf of someone?

Yes, the address must be added to your user profile. See Navigation > User self help settings / Security > New user setup > Add a user profile.

Why must the FROM address be validated?

The validation step ensures the address is genuine and the owner of the address has granted permission for DevMan to use it as a from address.

Can I send attachments?

Yes for transactional email (5 or less recipients). Click on Add next to Attachment and follow the prompts to upload the attachment to your email.

How do I add a link to a document instead of adding an attachment?

To include a document when sending bulk communication, add a link in the email.

Add a link to a document when sending bulk communication via email.

Can DevMan validate email addresses?

Yes, DevMan can test whether an email address has a valid format, for example - is not longer than 254 characters.

However, there is no guaranteed way to check an address short of sending an email and see if it bounces.

What should I do when emails from DevMan go to junk mail?

Go to your Junk Email folder, right click on the email, select any of the following:

•Junk > Never block sender

•Junk > Never block sender's domain

•Junk > Not junk and then tick Always trust email from ...

Example

EmailJunkMail

This Info:	ALT+q
Page Header:	ALT+h
Topic Header:	ALT+t
Topic Body:	ALT+b
Contents:	ALT+c
Search:	ALT+s
Exit Menu/Up:	ESC

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