Set up your email outbox and send emails directly from BrokerEngine to your clients. On the client side, these emails appear to come from your own email address.
Contents
Prerequisites
None.
Telling the support team about your domain
First, email BrokerEngine support asking for integration help. Be sure to include the domain name that will be your send from address.
The domain in an email address is the part that stays the same for each user in the company. For instance, the domain in this email address—staff@regmotors.com.au—is regmotors.com.au.
If you want to use multiple domains with BrokerEngine, include them in your email. For example, if your company usually sends emails with the domain examplebrokers.com and occasionally uses mybrokers.com.au, tell us about both domains in your email request.
The BrokerEngine support team will do some configurations at our end. Then, they will email you some credentials. You'll need to configure the domain names at your end.
Changing your domain's DNS records
After you receive domain credentials from the BrokerEngine support team, you'll need to update your domain provider account. Generally, the domain provider (also known as domain registrar) is different from your website hosting service provider.
If you buy your domains from crazydomains.com.au and set up a website on ventraip.com.au, log in to your Crazy Domains account to change the DNS records.
You'll need to create two records;
DKIM record - This tells your domain provider that BrokerEngine is authorised to send emails using your domain.
Return-path record - This tells your domain provider where to send bounced emails if they can't be delivered to the recipient.
The steps you need to follow to create these records vary a lot depending on your domain provider. Some IT knowledge is required, so we recommend using an IT person for this step. If you're struggling, try searching Add DKIM record and the name of your domain provider on Google. For example, Add DKIM record GoDaddy.
Once you have these records added to your domain's DNS records, email BrokerEngine support and let us know. We'll check to see if everything is working correctly.
Checking your email address in BrokerEngine
To test the email service, go to BrokerEngine.
Go to the bottom left corner of the page and click the account icon.
In the Settings column, select Personal Details.
Scroll down to the Email field. Confirm the email address in the field has the new domain (i.e. the one you told BrokerEngine about). This is the primary email address. BrokerEngine will use this email address when sending email on your behalf.
If you set up an email alias, BrokerEngine might use that instead. See below.
Setting up an email alias
You can create email aliases if you want to use multiple email addresses when sending clients through BrokerEngine. Click to learn more.
By default, BrokerEngine sends automated workflow emails from the first email alias address you add.
Selecting an email domain for a broker brand
You should use a different email domain for each brand if you have multiple broker brands. For example, your ExampleBrokers brand might send emails with the @examplebrokers.com domain, and your BrokersCompany brand might send emails with the @brokerscompany.com domain.
To set an email domain for a broker brand:
Go to the bottom left corner of the page and click the account icon.
In the Settings column, select Personal Details.
Scroll down and expand the Brands folder.
Go to the broker brand you want to modify. Click the Domain field and select an email domain for this brand. Click Save.
This step only works if you have created and verified your custom domains. That work includes adding a separate DKIM for each domain.
Creating an email signature for a broker brand
Setting up an email signature for your brand adds cohesion to client communication. You can use the signature in email templates for manual and automated emails sent through BrokerEngine. Click to learn more.
Updating workflow templates
Now that your custom email domain is set up, optionally, you can edit your workflows to generate emails as a draft.
After you configure a workflow to generate email drafts, the client email process moves something like this:
BrokerEngine generates an email through an automated workflow.
You view draft emails from a card detail page or your Outbox page.
You edit drafts and send them.
The BrokerEngine support team can update some or all of your workflows in bulk. Contact us to request this service.
To manually update a workflow template to save emails as drafts:
Go to the bottom left corner of the page and click the account icon.
In the Settings column, select Workflow >Workflow Templates.
Scroll through the list to locate a template or use the search bar.
Click a workflow template name. The template opens in the Workflow Builder.
Editing a template
If the template is Published, switch off the toggle to stop publishing. This pauses the template, so BrokerEngine doesn't run workflows while you edit its steps.
Scroll down to an email step.
Go to the Send Option field and select Save as Draft.
Add a brand signature to the template. (optional, see below)
Click Save.
Go to the top of the page and switch on the Published toggle to activate the workflow.
To use the brand signature you set up earlier, click the three-dot icon, select Edit, and paste the {{ broker.brand.email_signature }} code into the email template. Learn more about editing a template.
Running a test workflow
Create a test deal and trigger the workflow you just edited.
Open the card for the test deal and scroll down to the UPCOMING ACTIVITIES section in the middle pane.
Confirm the email from the workflow is displayed in the list.
Alternatively, follow these steps to confirm that BrokerEngine saved the test email as a draft.
Go to the side menu and click Outbox.
Go to the Status list at the top of the page and check the Draft box.
Confirm the test email from the workflow is in the list. If the draft email is not here, go back to the workflow template and check the settings.