Masking Sender Emails - From Name and Address

Created by Stefan Perchinkov, Modified on Tue, 25 Feb at 6:00 AM by Stefan Perchinkov

There are several ways that you can specify the “From” information for emails within Referins. Both the email address and the sender name can be customized. There are many reasons you may want to do this. Perhaps your SMTP settings have a general company email like [email protected], but you want a campaign or workflow to send emails from [email protected], or from a specific user's email address like [email protected]. Follow these steps below to learn how the determines which email address to use by default, and how you can customize your options:

How To Determine Which Configured Sender Email Your Leads Will be Receiving Emails From

Using the grid below, you can see how to determine what to use as the sender email address:

	Cases	Unassigned Contact	Assigned Contact
Manual Emails	Logged in user email	1st priority	1st priority
	Location Email	N/A	N/A
	Assigned User Email	N/A	N/A
Automated Emails	Campaign/workflow settings	1st priority	1st priority
	Assigned User Email	N/A	2nd priority
	Location Email	2nd priority	3rd priority
Review Request Emails	We will always use the Logged in user email as the sender's email
Appointment request emails (calendar settings->3. Confirmation)	We will use [email protected] depending on the subdomain you set up for the location, or the SMTP-integrated email.

Checking if Contacts Are Assigned or Unassigned in Referins

Contacts/Smart Lists:
- Navigate to Contacts > Smart List
- Search for the contact using the Quick Search feature.
- Within the Contact record, you’ll see “Assign to” if the Contact is unassigned or the assigned user's name if they are assigned to someone.

Conversations
- Search your Conversations > Click on the icon on the right to view the Contact Details
- Click the Contact’s icon and you’ll be redirected to their full Contact Record, where you can see the assigned user (or lack of).

Places you can configure the sender's email:

Manual emails

Conversation tab

The From email will be the user-logged-in email by default:

Places you can configure the sender's email:

Automated email

Email template

Navigate to Marketing > Emails > Templates and select (+ New), then Select the design editor and create a blank template, or edit an existing template by clicking on its name.

Once you created the email template, click Settings from the three dots menu and configure the From name/address here.

Bulk action - Send Email

Click Contacts >Smart Lists > Select Contacts > Click Send Email

Add the From Name and From Email

Workflow settings

Click Automation > Workflows > Create Workflow or edit an existing flow.

If creating a new flow, Select continue in the tile to Start from scratch.

Click Settings and configure the sender details area and save the workflow.

Workflow Send Email Action

Click on the + button > Select the "Send Email" option.

Enter the From Name and From Email

Pro Tips

Consistent Branding: To enhance recognition and trust, ensure that the "From Name" and "From Email" across all email types are consistent with your brand.
Testing Templates: Always test your email templates by sending test emails to yourself or a small group before rolling them out. This helps to ensure that the "From Name" and "From Email" appear correctly across different email clients.
Check Priority Settings: Review the priority settings for automated and manual emails to ensure that the correct "From Name" and "From Email" are used in all cases, particularly for automated workflows and review requests.
Update in Bulk: If you need to update the "From Name" or "From Email" across multiple templates or workflows, use bulk actions or global settings where available to save time and maintain consistency.

FAQ

1. How do I configure the sender's email for manual emails?
For manual emails, the "From Email" field will default to the logged-in user's email. To customize, go to the Conversation tab or the email configuration settings while composing the email.

2. How can I set the sender's email for automated emails?
To edit your template for automated emails, navigate to Marketing > Emails > Templates. Click Settings from the three dots menu and configure the "From Name" and "From Email" as needed.

3. Can I customize the sender's email for workflow emails?
Yes, you can customize the sender's email for workflows by going to Automation > Workflows, creating or editing a workflow, and configuring the sender details in the Settings section.

4. What should I do if I want to change the sender's email for review request emails?
Review request emails will always use the logged-in user’s email as the sender’s address. This setting cannot be customized.

5. How do I handle sender email settings for appointment request emails?
For appointment request emails, the sender's email will be [email protected] or an SMTP-integrated email, depending on the subdomain setup for the location. This cannot be customized directly.