Outbound Email Improvements

We're about to make some great improvements to our outbound email sending functionality in Insightly.

Currently when you send an email from within Insightly, we use our own mail system to send those emails on your behalf. We’ve heard a lot of feedback from our customers that they would like those emails sent using their own email address and email server instead of ours, so we’re going to make that change over the next couple of days. This results in a number of advantages to you:

  • Emails sent from Insightly are far less likely to be caught by spam filters because they are sent from your own email account
  • Emails sent inside Insightly also appear in your email mailbox sent items folder
  • The emails come from you, so they have no “via” in the email address when a recipient is reading them
  • Any replies to those emails go straight to your inbox
  • If your email server is configured for DKIM or SPF, all emails sent will be signed using those technologies automatically, further reducing mail being caught in spam filters. Emails you send from Insightly via Gmail, Outlook, and Office 365 accounts will include that automatically.
  • Insightly will still be able to track clicks and opens per email template, you will still be able to use the same templates you’ve created, and you will still be able to schedule emails to be sent in the future if you have scheduling enabled.
  • Ability to send outbound emails from multiple email accounts of your choice
  • The ability to add images to your Insightly email footer.

We’re going to roll out this improvement in the next couple of days, and to enable these features you only need to add your email accounts to Insightly once. We support all the major email providers like Microsoft Office 365, Outlook.com, Gmail, Google Apps and many others.  You can learn how to add your accounts to Insightly at https://support.insight.ly/hc/en-us/articles/217900648

If you have any questions on this feature, please feel free to post them below.

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62 comments
  • This is a great update and will make me much more likely to send messages directly from Insightly. I'm not seeing the change yet but I'm looking forward to trying it out.

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  • Wow. Your just trying to make me spend more of my day right in Insightly instead of jumping around between applications. Works for em!

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  •  Hi Anthony. This is a very welcome announcement and will make a world of difference. My 2 problems with Insightly template emails were that they were getting caught as spam and the inability to add custom footers like a signature and logo (cosmetic but important). 

    The spam issue was a show stopper for me and I had stopped using the templates. I was resigned to researching alternatives.
    Now all fixed! Great!!

    Now that your developers have nothing to do (ahem…) I have 2 more items on my wish list for Insightly template emails......
    1. maybe they can start work on email templates that incorporate the creation of opt-in forms. Meanwhile, I guess I can use pages or 3rd party apps for that.
    2. A really amazing feature that I’d love to see is automated responses to email actions so that people who take different actions automatically get different emails. For example, different response types might be non-opens, open and read, open and click, open and take a required action such as download a white paper. Each of those 4 people would automatically get a different follow-up email.
    I look forward to test driving your new features in our local market.

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  • Hi Anthony

    I admit I have sent this query as a support ticket already, However I wanted to raise this as  a  discussion too, just to make sure I have not misunderstood my own concerns.

    Firstly - this is a very welcome improvement and I am delighted that it has been developed and released. So what am I concerned about?

    On two fronts;

    1. Why is this not a System level change - for multiple user implementations it requires the System Admin to make sure that all users complete the updates under User Settings - which leads me to....
    2. The security risk - Data export and Contact sync control are already under System Settings. So at some point in the past the debate on unauthorised data extraction was had. However by allowing users individually to set the email addresses through which they communicate, without system admin or management oversight, Insightly is opening up this new ,and let me reiterate, welcomed, feature, to abuse.

    One another point; seeing as there is such tight integration with google Apps for Work, and users are already using their Google Apps to log on to Insightly, could there have not been a more system wide way of switching on this functionality?

     

    I do look forward to your reply and very much look forward to using this more integrated approach to communicating with our customers.

     

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  • Great improvement. Can we include variables for custom fields in the email templates? 

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  • Is there a way that I can see who has opened/clicked on an email?  I know I can see the totals on the template, but I need to be able to see who it was that opened/clicked so I can follow up with them.

     

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  • Looking forward to this - when are you making it available? 

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  • Great new feature! Connecting and sending emails via an Office 365 accounts works, but they don't appear in my mailbox sent items folder. Any ideas?

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  • This sounds great. I have a problem however and the help section has not dealt with the problem. I do not have the gmail gadget in my gmail, can anyone help please? Thanks

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  • Hi Sarah,

    Are you possibly referring to the Insightly Sidebar?  The Gmail Gadget is being replaced by the Insightly Sidebar.The Insightly Gmail Gadget is only available on Google Apps domains tied to an Insightly for Google Apps account. External users who are invited to use Insightly from outside of your Google Apps domain will not have access to the gadget.

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  • @Chris Seifert-

    You can view if an email has been opened by clicking on the individual email and reviewing the status under Email Events.

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  • @Robert Turner- This is now available!

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  • Thanks Nora

     

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  • Hi! Great news but quick question - Is this for basic and plus accounts? Because we recently switched to plus JUST to have this feature... 

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  • When trying to use this feature and after entering my SMTP details (double checked many times now) I keep getting the message that there was a problem setting up my account.

    I am using a Fastmail account and took the SMTP, Port, SSL, U/N, P/W details directly from the working setup as used in my desktop Outlook 2016 account.

    Can you please help to get this working for me. I am on the Basic plan and have just chosen Insightly as my new CRM system - it would be a big let down if the email integration would not work. I don't use G-Mail, Office 365 or Outlook.com.

    Hope to hear back soon - kind regards

    Ralf

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  • Hi Ralf,

    I see you're being helped by our Support team. Please let us know if you have any additional questions.

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  • By mistake I connected wrong mail (my personal despite the work mail) how can i change it?

     

    Hope to hear back soon - kind regards

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  • Today I have tried to send emails using the new system. I had an email from your notification team to tell me my email account was verified and it started sending emails successfully. Then a few moments later I had an email from your notification team to tell my my email account is not verified and all email sends are suspended. 

    I have no idea what to do /how to fix! Please help! 

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  • Oh and my email template statistics have gone haywire!

     

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  • Hi Melissa,

    This feature will be available for all plan types.

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  • Hi Jairo,

    No Problem!

    You can go to User Settings > Email Accounts > Add Account to  add your correct email address > then click on the trash can icon to delete the email address you would not like linked.
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  • Hi Helen,

    It looks like you submitted a ticket that is already being reviewed by our Support Team regarding this issue. I'm going to let them follow up with you since this appears like it may need some one on one corresponding.

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  • How does the one on one corresponding occur please? Is there a way to actually talk to someone!

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  • Hi Helen,

    We don't offer phone support at this time.

    I show you sent an email to our support team; they will be following up with you soon. That's what I had meant by one on one support. I apologize for the confusion. :)

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  • Hi! I've been trying to set up my work gmail address so that I can take advantage of this great new improvement and it keeps going around and around in a vicious cycle of having me log in to my work gmail address, add the password and back again. I have yet to receive an email verification or see my address added to the email accounts and now when I go to send an email in Insightly, it tells me that I have NO email address set up and won't let me send an email out...help!  Thanks so much. 

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  • Hi Amy,

    I apologize for that. We're looking into this and follow up shortly with more information.

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  • Hi Amy,

    We've heard of a workaround. If you delete the address under User Settings > Email Accounts and re-add it, it should work.

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  • Hi I am still waiting for my query to be answered. I submitted my support ticket more than 7 hours ago. It is now 11pm in the UK and I need to go to bed! I need the problem with my email sending resolved asap

    thank you

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  • Hi Helen,

    I'm sorry for the delay. I show Katy from our support team has followed up with you. I have added her response below for you to review as well:

    Hi Helen,

    Thanks for reaching out!

    Insightly does not offer phone support, but we are always happy to assist via e-mail :)

    Please know that our developers are currently working on a resolution to an issue that several of our Users have been experiencing with setting up their Gmail e-mails with Insightly. We hope to have this fixed soon. As soon as I have an update on this, I'll be sure to let you know.

    Thanks so much for your patience!

    As shared with Amy above we have heard that a current workaround is to delete the address under User Settings > Email Accounts and re-add it.

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  • I never received the message from Katy so thank you for sharing. The "solution" of deleting the account and adding it again only works temporarily, and then the same issue arises. A message comes through saying the account is not verified and the email sending is stopped. The email stats for any emails that did manage to be sent are skewed.

    I hope your developers solve the problem! Before you did this update I was always able to send emails through my gmail account anyway with the recipient showing as my gmail address, and any replies landed straight in my gmail inbox. 

    Goodnight America :o)

     

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