email

{ "email_integrations": { "title": "Email Integrations", "description": "Connect your email providers to send communications through your existing accounts", "help_articles": [ "getting-started-with-integrations", "email-integration-guide" ], "sections": { "overview": { "title": "About Email Integrations", "content": "Send professional emails through your preferred email provider while maintaining your brand identity. Track delivery status, open rates, and click-through rates. Use email templates for consistent messaging across all communications including order confirmations, invoices, appointment reminders, and client follow-ups." }, "providers": { "title": "Supported Email Providers", "items": { "gmail": { "title": "Gmail", "description": "Use your personal or business Gmail account to send emails", "authentication": "OAuth 2.0", "setup_time": "2 minutes", "features": [ "Send from your Gmail address", "Track opens and clicks", "Use Gmail signatures", "Access sent items folder", "Automatic credential refresh" ], "limits": "500 emails/day (free), 2000/day (Google Workspace)" }, "outlook": { "title": "Outlook", "description": "Connect with Microsoft 365 or Exchange email", "authentication": "OAuth 2.0", "setup_time": "3 minutes", "features": [ "Send from Outlook account", "Read receipt support", "Professional signatures", "Calendar integration", "Exchange server support" ], "limits": "10,000 recipients/day (Microsoft 365)" }, "smtp": { "title": "Custom SMTP", "description": "Configure any SMTP-compatible email server", "authentication": "Username/Password or API Key", "setup_time": "5 minutes", "features": [ "Use any email provider", "Custom server settings", "Advanced configurations", "Full control over delivery", "Self-hosted options" ], "examples": ["Your own mail server", "ISP email", "Hosting provider email"] }, "sendgrid": { "title": "SendGrid", "description": "Transactional email service for high-volume sending", "authentication": "API Key", "setup_time": "5 minutes", "features": [ "Advanced analytics", "Template management", "A/B testing", "Event webhooks", "Subuser management" ], "pricing": "Free tier (100/day), paid plans start at $19/month" }, "mailgun": { "title": "Mailgun", "description": "Developer-friendly email service with powerful APIs", "authentication": "API Key", "setup_time": "5 minutes", "features": [ "Email validation", "Inbound parsing", "Webhooks", "Analytics dashboard", "Tracking domain" ], "pricing": "Free trial (5000), pay-as-you-go after" }, "ses": { "title": "Amazon SES", "description": "Cost-effective email service from AWS", "authentication": "AWS Credentials", "setup_time": "10 minutes", "features": [ "Lowest cost at scale", "Dedicated IPs available", "Sending statistics", "Complaint feedback", "Dedicated IP pools" ], "pricing": "$0.10 per 1000 emails (first 62,000 free/month)" }, "postmark": { "title": "Postmark", "description": "Fast transactional email delivery service", "authentication": "API Key", "setup_time": "5 minutes", "features": [ "Fast delivery (< 10 sec)", "Detailed bounce logs", "Inbound email processing", "Spam checking", "Server read receipts" ], "pricing": "$15/month for 10,000 emails" } } }, "setup": { "title": "Setup Instructions", "steps": { "oauth": [ "Go to Settings → Integrations → Email", "Click 'Connect' under your provider (Gmail/Outlook)", "Sign in to your account", "Grant email sending permissions", "Configure sender information", "Set up email signature", "Click 'Send Test Email'", "Verify receipt and save configuration" ], "smtp": [ "Gather SMTP server details from your provider", "Go to Settings → Integrations → Email", "Click 'Connect' under Custom SMTP", "Enter server address and port", "Enter username and password", "Choose security protocol (TLS recommended)", "Click 'Send Test Email'", "Verify receipt and save configuration" ], "api": [ "Log in to your provider dashboard", "Generate a new API key", "Copy the API key", "Go to Settings → Integrations → Email", "Click 'Connect' under your provider", "Enter API key and sender domain", "Configure sending options", "Click 'Send Test Email'", "Verify receipt and save configuration" ] } }, "configuration": { "title": "Configuration Options", "settings": { "from_address": { "title": "From Address", "description": "Default email address for sending communications", "example": "notary@abccompany.com" }, "from_name": { "title": "From Name", "description": "Display name recipients see", "example": "ABC Notary Services" }, "reply_to": { "title": "Reply-To Address", "description": "Where replies should be directed", "example": "support@abccompany.com" }, "signature": { "title": "Email Signature", "description": "Professional signature automatically added to emails", "example": "John Smith | Certified Notary Public | Phone: (555) 123-4567" }, "tracking": { "title": "Email Tracking", "description": "Track when emails are opened and links are clicked", "options": [ { "name": "Track Opens", "description": "Know when recipients read your emails" }, { "name": "Track Clicks", "description": "Monitor which links recipients click" } ] }, "unsubscribe": { "title": "Unsubscribe Link", "description": "Automatically include unsubscribe option in emails", "required": "Required for marketing emails per CAN-SPAM Act" } } }, "templates": { "title": "Email Templates", "description": "Create reusable email templates with variable substitution", "builtin_templates": [ { "name": "Order Confirmation", "description": "Sent when order is created" }, { "name": "Appointment Scheduled", "description": "Sent when appointment is booked" }, { "name": "Appointment Reminder", "description": "Sent before appointment time" }, { "name": "Document Request", "description": "Request documents from client" }, { "name": "Invoice Ready", "description": "Notify client invoice is available" }, { "name": "Payment Confirmation", "description": "Sent after payment received" }, { "name": "Order Completed", "description": "Sent when order is marked complete" } ], "variables": [ { "code": "{{clientName}}", "description": "Client's full name" }, { "code": "{{clientEmail}}", "description": "Client's email address" }, { "code": "{{clientPhone}}", "description": "Client's phone number" }, { "code": "{{orderNumber}}", "description": "Order reference number" }, { "code": "{{orderType}}", "description": "Type of notarization" }, { "code": "{{appointmentDate}}", "description": "Scheduled date and time" }, { "code": "{{appointmentLocation}}", "description": "Location address" }, { "code": "{{companyName}}", "description": "Your agency name" }, { "code": "{{notaryName}}", "description": "Assigned notary name" }, { "code": "{{invoiceAmount}}", "description": "Invoice total" }, { "code": "{{invoiceDueDate}}", "description": "Invoice due date" } ] }, "tracking_status": { "title": "Delivery Status", "statuses": { "queued": { "label": "Queued", "description": "Email is queued for sending", "icon": "⏳" }, "sent": { "label": "Sent", "description": "Email has been sent to provider", "icon": "📤" }, "delivered": { "label": "Delivered", "description": "Successfully delivered to recipient's server", "icon": "✅" }, "opened": { "label": "Opened", "description": "Recipient has opened the email", "icon": "👁️" }, "clicked": { "label": "Clicked", "description": "Recipient clicked a link in the email", "icon": "🔗" }, "bounced": { "label": "Bounced", "description": "Email could not be delivered", "icon": "❌", "types": { "hard": "Permanent failure (invalid address, domain not found)", "soft": "Temporary failure (mailbox full, server down)" } }, "complained": { "label": "Spam Complaint", "description": "Recipient marked email as spam", "icon": "⚠️" }, "unsubscribed": { "label": "Unsubscribed", "description": "Recipient opted out of future emails", "icon": "🔕" } } }, "quick_actions": { "title": "Quick Actions", "actions": [ { "action": "Test Connection", "description": "Send a test email to verify configuration" }, { "action": "View Templates", "description": "Manage email templates for different communications" }, { "action": "Check Logs", "description": "Review delivery logs and troubleshoot issues" }, { "action": "Suppressions", "description": "Manage bounced and unsubscribed email addresses" }, { "action": "Sending Stats", "description": "View delivery rates and open/click tracking" } ] }, "best_practices": { "title": "Best Practices", "tips": [ "Use a professional email address for business communications", "Set up SPF/DKIM records to improve deliverability", "Monitor bounce rates and aim for under 2%", "Use templates to ensure consistent branding", "Keep subject lines clear and under 50 characters", "Include a clear call-to-action in every email", "Honor unsubscribe requests immediately", "Include physical mailing address in signature", "Test emails before sending to large lists", "Avoid spam trigger words in subject lines", "Use double opt-in for marketing lists", "Segment email lists for targeted messaging", "Clean email lists regularly to remove invalid addresses" ] }, "troubleshooting": { "title": "Common Issues & Solutions", "solutions": [ { "issue": "Emails not sending", "solutions": [ "Check connection status in integration settings", "Verify credentials are current and valid", "Check daily sending limits haven't been reached", "Review error logs for specific failure reasons", "Test SMTP connection if using custom SMTP" ] }, { "issue": "High bounce rate", "solutions": [ "Verify email addresses before adding to lists", "Check for typos in recipient addresses", "Review suppression list for false positives", "Consider using email validation service", "Remove bounced addresses from mailing lists" ] }, { "issue": "Emails going to spam", "solutions": [ "Set up SPF DNS records", "Configure DKIM signature", "Avoid spam trigger words (free, guarantee, urgent)", "Keep text-to-image ratio balanced", "Include physical mailing address", "Use double opt-in for list subscriptions" ] }, { "issue": "Tracking not working", "solutions": [ "Verify tracking is enabled in settings", "Check if email client blocks tracking pixels", "Some recipients disable images by default", "Tracking may not work with all email providers" ] }, { "issue": "Authentication failed", "solutions": [ "Re-authenticate with email provider", "Check for password changes in email account", "Verify OAuth scopes are correct", "Regenerate API key if using transactional provider", "Check for account locks or security holds" ] } ] }, "deliverability": { "title": "Email Deliverability", "factors": [ { "factor": "Sender Reputation", "description": "Based on your email sending history and bounce rates" }, { "factor": "SPF Records", "description": "DNS records that authorize servers to send email for your domain" }, { "factor": "DKIM Signature", "description": "Cryptographic signature that verifies email authenticity" }, { "factor": "Content Quality", "description": "Spam score based on email content and formatting" }, { "factor": "Engagement", "description": "How recipients interact with your emails" } ], "tips": [ "Warm up new email accounts gradually", "Maintain consistent sending volume", "Keep spam complaints below 0.1%", "Monitor bounce rates and keep under 2%", "Use double opt-in for list building" ] }, "compliance": { "title": "Legal Compliance", "regulations": [ { "name": "CAN-SPAM Act", "requirements": [ "Include physical mailing address", "Provide clear opt-out mechanism", "Honor unsubscribe requests within 10 days", "Include accurate header information", "Use truthful subject lines" ] }, { "name": "GDPR", "requirements": [ "Obtain explicit consent for marketing emails", "Provide privacy policy link", "Allow data access requests", "Enable right to be forgotten", "Include lawful basis for processing" ] } ] }, "security": { "title": "Security Features", "features": [ "OAuth 2.0 secure authentication for consumer providers", "API key encryption at rest", "TLS encryption for SMTP connections", "No email content stored longer than necessary", "Automatic credential refresh for OAuth", "Audit logging for all sent emails", "Agency-scoped sending access" ] } } } }