Emails
Anything related to receiving/sending emails
40 articles
Email setup and connection
How to connect your email accounts to Kolleno and configure multiple profiles
Managing Multiple Email Profiles in KollenoSet up multiple email profiles, enabling you to connect different email accounts with distinct settings tailored to your specific needs.
Microsoft Exchange: admin approvalGet your admin to approve the Kolleno app in your Microsoft tenant.
How to connect an Email Address for sending onlyIf you want to connect your inbox account only for sending, not receiving emails.
How to Connect a Dummy Email Address for Testing in KollenoAdmins can connect a test inbox via Email Profiles > Select profile > Connect > Kolleno Email Account.
Google Email Connection – Required ScopesScopes required to connect your Gmail account with Kolleno.
Email profile management
Control which users and portfolios can use specific email profiles
Assigning Customer Portfolios to Email ProfilesLimit access to Email Profiles to specific Customer Portfolios.
Assigning Users to Email ProfilesLimit access to Email Profiles to specific Users.
Reconnecting email accounts
Fix disconnected email integrations and re-establish connections
How to re-establish your email connectionIf you receive a pop up asking to reconnect your emails
Microsoft Exchange / Office 365 asking for approval to connectWhat to do when MS Exchange/Office 365 requests approval when connecting it to your Kolleno account
Resolving Email Integration Disconnection in KollenoReconnect your email integration to restore automated communications.
Reconnecting Your Microsoft Exchange InboxReconnect your Gmail to Kolleno for sending and receiving emails.
Reconnecting Your Gmail InboxReconnect your Gmail to Kolleno for sending and receiving emails.
Reconnect Your IMAP/SMTP InboxReconnect your IMAP/SMTP to Kolleno for sending and receiving emails.
Sending manual emails
How to manually send emails from Kolleno with various attachments
Attach Credit Notes/Invoice PDFs to your manual emailsWhen sending manual emails, you can attach the credit notes and/or invoice PDFs.
How to send manual emails even if PDFs are not availableYou do not want your manual emails sendings to be blocked because your ERP is not returning the PDF.
Choosing an Email Signature when Composing an EmailPick the right signature depending on the situation.
How to Send a Manual Email with Attached InvoiceManually send an email from Kolleno and attach customer invoices.
How to Manually Send an Invoice from Local Storage as an Email AttachmentThis article explains how to manually attach an invoice (or any relevant file) to an email and send it to your customer.
Email customer statement attachmentsAttach customer account statements to emails for clearer balance visibility and faster payment reconciliation.
Restrict outbound emails to existing Kolleno contactsEnable a per-inbox setting so emails can only be sent to recipients that already exist as contacts in Kolleno.
Restrict email recipient suggestions to customer contactsTurn on a company-level setting so the email "To" dropdown suggests only customer contacts and hides internal Kolleno users.
Receiving and processing emails
How Kolleno handles incoming emails and assigns them to customers
Auto-forward the emails receivedSet up auto-forward on emails that would usually be received by the Kolleno platform.
Replying or forwarding an email does not contain the threadMissing the email thread with your Microsoft emails integration.
Understand the Reason an Email was Assigned to a CustomerFind out the history of why an email received is present on a Customer timeline.
Download the actual Email Sent or ReceivedGet the original email file received in Kolleno.
How Kolleno Assigns an Email to a CustomerAutomatically assigning emails to the right customer using reply chains, tags, and content analysis.
Will Kolleno log my reply if I was CC’d on an email sent from Kolleno?Replies from your personal business email address are logged if the Kolleno address stays in the recipients list.
Email features and tracking
Email tracking, drafting assistance, and template customization
Email Link Tracking in KollenoTrack email link clicks by default to see when customers engage.
Why Email Read/Unread Status May Be InaccurateEmail read status uses a 1-pixel tracker and may be wrong if images auto-load or are blocked.
Intelligent Email Drafting with Multilingual SupportInstantly generate professional replies in multiple languages.
Display Tags with Dates in Email TemplatesDisplay the exact date a specific tag was added to a record using smart fields in templates.
Email deliverability and spam
Configure settings to ensure emails reach customer inboxes
DMARC PolicyThis article will go through, what is DMARC, how it can help you and how it is setup.
Why are my emails going to spam?This article will go through the possible reasons your emails are landing in spam and how you can minimize this from happening.
Email Sending Blocked Due to Blacklisted RecipientsEmail will not send if any recipient is blacklisted; clear all recipients first.
Email errors and troubleshooting
Solutions for bounced emails, blocked sending, and attachment errors
Email bounced back saying an error occurred when delivering to recipientThis article will go through the multiple reasons emails bounce back when being sent through Kolleno.
Why You Can’t Reply to Emails from onmicrosoft.comReplies to @onmicrosoft.com addresses are blocked as they aren’t monitored or customer-facing.
Troubleshooting Email Errors with Invoice PDF AttachmentsError sending invoice email due to PDF attachment issue—check ERP or contact your admin.
Difference Between Manual and Workflow Emails With BOUNCE or COMPLAINT Contacts (Custom DNS Only)Understand how manual and workflow emails handle BOUNCE/COMPLAINT contacts and how to fix blocked workflows.
Troubleshooting Duplicate Email SignaturesLearn how to identify and resolve duplicate signatures appearing in Kolleno automated emails due to external email client configurations.
Securing Your Microsoft 365 Integration with KollenoMFA, sign-in restrictions, and account security best practices protect your Outlook integration with Kolleno.