Email: Setup of personal integration

How to set up your email in the RecMan solution.

Email in RecMan

This article will go through how to set up your email in RecMan, how our full email integration is set up, and how it works. Further, the article will go through the email settings and how to customize your inbox, attachment limitations, troubleshooting, and general information about how spam filters work.

Setting up your email

In this section, we go through how to set up your email for your RecMan account and how to set up sending for your domain in the email settings.

First, all RecMan systems are able to send out emails, and by default, these emails will be sent through RecMan’s own mail server if no setup is done. If you are using an email address such as “name@company.no”, this might be an email that RecMan is not authorized to send on behalf of, and can lead to your emails being flagged as spam by your recipients. As such, we have some steps to ensure your emails are sent and delivered reliably:

1. My profile - connect your Microsoft and Google email accounts
2. Full email integration - sync your Outlook/Gmail with RecMan
3. Email settings and limits - Settings, attachments, troubleshooting and spam

For users, connecting an email account to your RecMan profile will allow outgoing emails to be sent through their respective APIs.

As for system-generated emails and users unable to set up the API integrations, we also suggest configuring SPF and verifying your domain in RecMan to set up RecMan as a permitted sender for your domain. To do that, please see this article: Email settings.

1. My profile - for outgoing emails only

By adding an email account to your RecMan user in My profile, you can send emails from the system using Google or Microsoft. When set up, this will be shown in Sent emails, where the outgoing emails will show Gmail API or Microsoft API.

To set up your email account, follow these steps:

1. Click the profile picture in the top right corner, and then click “Profile”.
2. Go to the Email accounts section and click the appropriate “Sign in with…”
3. Sign in to your account, and it should be set up and visible above!

If your connection is successful, you should see your email address listed under “Email accounts” with a Google or Microsoft icon in front of the address (shown in the image above with 3 separate email accounts).

The guidelines from Microsoft and Google may change, and we suggest you contact them if you have questions about sending limits.

For more information about the two sign-in processes, see:

Permission from Administrator?

If this is your first time setting up, you might get a message saying you need permission from your administrator. This is because RecMan needs to be whitelisted as a third-party application in your mail domain, e.g., Microsoft 365 Admin Center or Google Workspace Admin.

2. Full email integration

Full email integration in RecMan is a paid service that allows you to sync your Outlook/Gmail account to RecMan to send and receive emails in one location. With the email integration, you can save your incoming emails to existing contacts and candidates in your CRM and candidate database for improved transparency. Now your co-workers can go to the customer/candidate profile, click “dialogue” and see the latest news and stay updated.

To set up the Email integration, you first have to activate it from the co-worker settings or have a RecMan administrator activate it for you. Then, a new icon should be available in the top right corner:

Here, you will be prompted to Sign in with Google or Microsoft again in a similar process as described in My profile. Sign in, and your email account should begin synchronizing with your inbox.

Setting up the email integration

To set up the email integration, first click on “Email,” then Under “Choose email provider,” you click on Google or Microsoft based on what supplier you use for email services.

When you connect your account, you will be prompted with a message to approve RecMan as an application to read, send, and delete emails. This you must accept before moving forward. If you cannot accept - you must contact your IT department for further assistance.

To sign in with Google or Microsoft, select the account you wish to connect to and allow the required permissions:

Example of connection to Gmail

Within the next few minutes after allowing the required permissions. If your connection is successful, emails will start to synchronize, and it may take some time before everything is made available. When the integration is done synchronizing, you will see your inbox in RecMan. Below, the different sections are described.

1. Navigation Bar Overview:
   In this section, you'll find several buttons serving different functions:
   • Refresh: Fetch new emails for the current inbox.
   • Settings: Remove existing integrations.
   • + New: Create a new email.

2. Folder List:
   Click to expand and view the folders in your email, mirroring those setup in Gmail or Outlook.

3. Email List Details:
   Within each folder, you'll see detailed information about emails, including:
   • Paperclips indicate the presence of attachments.
   • Subject, sender, and received date.

4. Top Toolbar Functions (Upon Selecting an Email):
   Once you've selected an email, the top toolbar provides five symbols, listed from left to right:
   • Archive: Clean up your inbox without deleting your emails by archiving them. Archived emails are moved to a label called "All Mail." When messages are archived: The message will come back to the inbox when someone replies to it.
   • Delete: Permanently remove the email (Note: Reflects in Gmail or Office 365).
   • Save: Save the email to an existing candidate or contact person in your RecMan system. Afterward, you will find the email correspondence under “dialogue.”
   • Create task: Create a task in RecMan to follow up on the email.
   • Reply: Reply to the current email.
   • Reply to All: Reply to all recipients and cc’s on the email.
   • Forward: Send the email to a new recipient.
   • Mark as unseen

5. Email Preview:
   View the content of the selected email. Here, you can create new contacts or candidates by clicking the icon next to the sender’s name. With CV-parsing activated, you can also create new candidate profiles from attached resumes in the email module.

Using email in RecMan

Sending out emails in RecMan can be done from several places. To mention a few, this can be done from the CRM, candidate database, project cards, and invoice overview. By marking a candidate or clicking their email address in the candidate card, you open up the New message window:

In this window, it is possible to add recipients to copy or blind copy, add attachments, and choose a message template to speed up your workflow. The Document archive lets one efficiently go through the RecMan Drive to fetch frequently used documents or other attachments. Using the Delay option, postpone an email until a set day and time.

3. Email Settings and limits

Settings

In the settings of the email module, you may do some personal customizations by clicking the Settings button.

From here, you may

1. Create one or more signatures that may be applied when sending emails from this module.
2. Change the view.
3. Customize your folders by changing names and icons on folders and even select whether they should be visible. You also have the option to modify the order in which the folders are displayed.

Email attachments limitations

When dealing with file sizes in email attachments, it's crucial to be aware of the upper limit to avoid email rejection or the occurrence of an error message. In instances where the API rejects an email, an alternative route is taken, and the email is redirected through the RecMan mail server.

• For email setups in My Profile, the upper limit for sending attachments is 3MB.
• With the Email integration, the upper limit is generally set at 25MB, though this limit may vary depending on your specific email provider.

In case the file attachment limit is surpassed, an example is provided below. The error message is displayed alongside the attachment symbol in Sent emails, signaling that the email, now exceeding the limit, has been rerouted through the mail.recman.io server instead of the Microsoft API.

Email troubleshooting

Given that a substantial amount of communication with customers, candidates, and employees occurs via email, ensuring reliable email delivery is important. We address potential challenges you might face, emphasizing that without specific actions, we cannot guarantee seamless email delivery.

To proactively avoid emails getting flagged by recipients' spam filters, consider the following measures:

• Individual Email Setup: Configure individual email settings for each employee, either in My Profile or through the Email integration.
• SPF Record Configuration: Set up RecMan as a permitted sender by adding RecMan to your domain’s SPF Record. This can be set up in the email settings.
• Verify your domain: Set up and verify your domain in RecMan to allow sending from Amazon’s Simple Email Service (SES) for improved deliverability and include DKIM signatures in outgoing emails. Set this up in the email settings.

Deprecated options:

• Company-wide SMTP Server Setup: Explore setting up a general SMTP server for your company, detailed in this article.
• Outgoing Email Security with DKIM: Strengthen the security of outgoing emails by implementing an additional layer through DKIM.

The spam filter

If you have followed the steps above and the email continues to end up in spam, it is important to understand how a spam filter works. Spam filters use many criteria to judge incoming emails. The sum of these criteria determines whether it is considered spam or not. It is, therefore, important to understand some of these criteria to avoid emails ending up as spam.

We explain some of the criteria here:

• Subject field - An effective and explanatory subject field is important. Avoid irrelevant, unclear, and junk subject fields (e.g., with lots of capital letters, etc.). These tend to trigger spam filters to a greater extent.
• Email metadata - The spam filters will know if you know the recipient or not. There is a greater chance that they "flag" the email if it is addressed to an email account than, e.g., by name. It will also check if you are on the recipient's contact list. One possibility is, therefore, to ask the recipient to add you to their list.
• IP address - If someone from the same IP address has sent spam in the past. If a person decides to send spam from RecMan's email servers, this will affect the deliverability at a later time.
• Content and format - The content of the email should be neat and tidy. A lot of info about the company can, e.g., trigger the spam filters to believe that it is advertising. Avoid using a lot of colors, whole words in CAPITAL LETTERS and lots of exclamation marks !! The spam filters will also check if there is a "plain text" version of the email / presentation / campaign.
• Code - Sloppy code usage, lots of tags and, e.g., code included from Microsoft Word can trigger the spam filters.

Spam is a problem that is important to think about when sending out emails to recipients, especially if you are going to send out emails to many recipients. Understanding the principles of how the spam filter works is therefore important. If you think about this, you will reduce the chance that your particular email ends up as spam.