TaskFlow Email Setup

Owned by Andre de Kock (Unlicensed)
Last updated: Nov 07, 2018

Introduction

TaskFlow provides clients with their own email server which is hosted by us on our cloud infrastructure. If your TaskFlow URL is structured as: https://<name>.taskflow.co.za then you'll have a corresponding email server at *@<name>.taskflow-mail.co.za.


For example:

https://demo.taskflow.co.za has an email server *@demo.taskflow-mail.co.za. You can send an email to sales@demo.taskflow-mail.co.za and that email will create a new lead in the Sales Pipeline. Try it out on our demo website.

Benefits

  • Emails will immediately be available in TaskFlow whereas there is a potential delay of 10 minutes when you use your own email server
  • There are no hourly limits when sending large outbound campaigns whereas most email servers will put a limit of about 500 emails per hour

FAQ's

What if I already have my own email accounts?

If you already own an email account such as support@yourcompany.com or sales@yourcompany.com, all you need to do as add a forwarding rule that will forward all emails to catchall@yourcompany.taskflow-mail.co.za.

How do I authorize TaskFlow's email server?

Not all mail servers are allowed to send emails on your company's behalf. You can check which mail servers are authorized by running the following command in terminal, or by using an online SPF checker such as https://mxtoolbox.com/spf.aspx.

For example:

Johnnys-MacBook-Pro:~ dig +short -t TXT yourcompany.com
"v=spf1 mx a ip4:xxx.xxx.xxx.xxx include:spf.protection.outlook.com -all"

The above example is typically what your company's domain's SPF record looks like if you are using Outlook. In simple terms, it means that the email server at spf.protection.outlook.com is granted permission to send emails on your company's (yourcompany.com) behalf.

You will need to amend your domain's current SPF record and include "include:mail.taskflow-mail.co.za". After doing this, your domain's SPF record should look like this:

Johnnys-MacBook-Pro:~ dig +short -t TXT yourcompany.com
"v=spf1 mx a ip4:xxx.xxx.xxx.xxx include:mail.taskflow-mail.co.za include:spf.protection.outlook.com -all"

Please note, that after making this change, it may take up to 24 hours for the change to take effect.

References: https://practical365.com/exchange-online/sender-failed-fraud-detection-checks-error-junk-email/