Introduction
Email integration is a critical component of efficient record management. RecordsKeeper.AI's email integration system allows you to connect your professional email accounts and send branded, consistent communications to stakeholders while maintaining complete records of all interactions. This guide will walk you through setting up your transactional email profile and connecting your email accounts to maximize communication efficiency.
Setting Up Your Sender Profile
Step 1: Access Email Integration Settings
Navigate to "Company Settings" in your RecordsKeeper.AI dashboard
Select the "Integration" tab
Click on "Email & Other Integration"
Find the "Sender Profile For Transactional Emails" section
Step 2: Configure Your Sender Identity
From Name
Enter your professional name or department name (e.g., Records Department, Compliance Team)
Choose a consistent name that recipients will recognize
From Address
Enter your professional email address
Use a company domain email for better deliverability and professionalism
Reply-to Name
Enter the name that should appear in reply notifications
This can be the same as your From Name or a different contact person
Reply-to Address
Enter the email address where replies should be directed
Consider using a shared mailbox for team collaboration on responses
Step 3: Create Your Email Signature
Use the formatting tools to create a professional signature
Include essential information:
Your full name and title
Company name
Contact information (phone number, email)
Company website (optional)
Keep your signature concise and professional
Connecting Email Accounts
Step 1: Choose Your Email Provider
In the "Transactions Email Integration" section, you'll see options to connect
Select either Google Workspace or Microsoft 365 based on your organization's email system
Click "Connect Now" next to your preferred provider
Step 2: Authorize the Connection
You'll be redirected to your email provider's authorization page
Log in with your professional email credentials
Review the permissions requested by RecordsKeeper.AI
Approve the connection
Step 3: Verify Integration
Return to RecordsKeeper.AI after successful authorization
Confirm that your account shows as connected in the integration panel
Send a test email to verify the integration is working properly
Best Practices for Email Integration
Use Consistent Branding: Ensure your email signature aligns with your company's visual identity
Check Permissions: Ensure the connected email account has the necessary permissions within your organization
Regular Monitoring: Periodically check your email integration to ensure continued proper functioning
Team Access: Configure shared access appropriately so the right team members can view and respond to communications
Compliance Considerations: Ensure all automated emails comply with relevant regulations (like GDPR, CAN-SPAM)
Troubleshooting Common Issues
Connection Failures: Verify your network connection and try again
Authorization Errors: Ensure you have admin rights for the email account you're connecting
Missing Emails: Check spam folders and email filters that might block RecordsKeeper.AI communications
Signature Display Issues: Test your signature in different email clients to ensure compatibility
Conclusion
By properly configuring your email integration in RecordsKeeper.AI, you'll establish a professional communication channel with all your stakeholders while maintaining comprehensive records of all interactions. This integration streamlines your workflow, ensures consistency in communications, and provides a centralized location for tracking all correspondence. Start using this powerful feature today to enhance your record management process.