Sending Emails from Brightpearl

Wherever you see a red link, click it to open the email send window. This gives you the option to write an email from scratch, or drop in a "canned response" using Quick Notes.

Learn more about QuickNotes

If you're sending emails by clicking the red links within your Brightpearl CRM, then a copy of that email will automatically be added directly to the timeline (no need to go via the Dropbox). Brightpearl is set up by default so that it just sends from our servers "on behalf" of your own email address. This is not always reliable since without any configuration, there's a fair possibility that the email will get spammed.

You can set up outgoing email by SMTP, or you can set up an SPF record.

Watch a video :

SPF Records

SPF Records allow a domain/website owner to authorise certain mailservers or IP addresses to send email on your behalf. Astonishingly, any correctly configured mailserver can send email on anyone's behalf, which is why you may have experienced spammers hijacking your own email address to send spam from your own email.

Here's where SPF records come in. Increasingly, mailservers are checking that the mailserver sending the email is allowed to do so. If you don't have an SPF record you may find that your emails get put in the spam folder or your emails are not received. They allow you to specify which servers can legitimately send email on your behalf. Your Brightpearl account sends email for password notifications, invoices, quotes, general emails, small mail-merges and much more, which means that you should create an SPF record to authorise the Brightpearl mailserver to send email on your behalf.

mydomain.com IN TXT 3600 "v=spf1 mx include:smtp.thisispearl.com ~all"

Setting Up Outgoing Email via SMTP

For more reliable mail delivery, it's a good idea to send email via your own SMTP servers, which means that Brightpearl makes a connection to your own email server and actually sends from there.

To set up your outgoing email by SMTP

1. Go to Setup > Company > Email (SMTP) accounts.
2. Click Add a new SMTP account.
3. Enter the SMTP host, for example google, smtp.gmail.com.
4. Enter the email address you want to use to send your emails.
5. Enter the username for the email account, usually your email address.
6. Enter the password for the email account.
7. Enter the SMTP port, for example 465 for Gmail.
8. Opt to use SSL so Brightpearl talks to your account over a secure connection.
9. Click Save.

Add as many connections as required. Multiple users can use the same email connection or they can have their own. You'll need to choose which staff members use this SMTP account for outgoing mail.

1. Go to Setup > Staff/Users > List Staff.
2. Click Permissions for the staff member.
3. Select the Email tab.
4. Select the email connection you created from the drop-down menu.
5. Click Save.

Do this for each user that will be sending emails.

Email Signature

To add a signature to the end of each of your emails enter it against the individual user permissions.

1. Go to Setup >Staff/Users > List Staff.
2. Click Permissions for the staff member.
3. Select the Email tab.
4. Type your signature as you wish it to appear on emails. You can Include images too (must be uploaded in Website > Upload files & images).