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What are Email Accounts on Nexudus Spaces? 

Instead of searching through your inbox every time you need to find a conversation, Nexudus Spaces helps you keep all the emails you sent and received neatly organised on each of the member or contact's profiles. This will make it much easier to keep in contact with your community.  

You can configure one or several email accounts and when an email is sent to one or several of these accounts by space members, Nexudus Spaces will detect it and place it in the correct member file.  

How can I access Email Accounts? 

Go to MRM > Email Accounts on the dashboard. 

Monitoring an email account  

If you want to monitor an account, you must provide the settings for incoming (used to receive emails) and outgoing (used to send emails) servers. You can currently only monitor accounts that have the IMAP protocol available, although most email providers support this protocol, such as Gmail or Outlook.  

Follow these steps to add a new email account: 

  • Go to MRM > Email Accounts and click on the Add Email Account.

  • Fill in the corresponding fields. Below we'll tell you what each of them mean. 

  • General - Details
FieldDescription
Space*

If you manage several spaces with Nexudus Spaces, choose the space that will monitor the email account from the drop-down menu.

Display Name *

Enter the name that you want to appear in the From: field on an email sent from the Nexudus Spaces email account.

Email Address*

Enter the email address that you want to monitor.

ActiveEnable this option to make the email account monitoring active.
Send notificationsEnable this option if you want to receive a notification every time this account receives a new message from a person signed up to your space.
Notification Email AddressEnter a different email address if you prefer to reply from that email address every time a new message is received.




  • Incoming and Outgoing Servers - Details

Fill in the incoming and outgoing server information. You can find this information on your email provider's dashboard. We've offered you settings for the most frequent services like Gmail, Outlook and Yahoo. In the Message Deletion field, you must choose the policy that you'd like to apply to the email monitoring. 

Once you've finished set up and the email monitoring is active, Nexudus Spaces will scan that account's inbox every 15 minutes, looking for new messages. 

If any of the inbox messages comes from someone signed up to your space, it will automatically copy it to the corresponding member account. You can view all the sent and received emails by going to the Messages tab on the member's profile. 

You can view the new message notification at any time from the dashboard of your Nexudus Spaces account. 

IMPORTANT: Make sure the IMAP service is enabled in your provider settings, as it is disabled by default by some services, like Gmail. 

Email provider settings  

AOL (including Verizon.net)

Server: imap.aol.com

Port: 993

Encryption: SSL/TLS

Server: smtp.aol.com

Port: 465

Encryption: SSL/TLS

Gmail

Server: imap.gmail.com

Port: 993

Encryption: SSL/TLS

Server: smtp.gmail.com

Port: 465

Encryption: SSL/TLS

iCloud

Server: imap.mail.me.com

Port: 993

Encryption: SSL/TLS

Server: smtp.mail.me.com

Port: 587

Encryption: STARTTLS

MSN

Server: imap-mail.outlook.com

Port: 993

Encryption: SSL/TLS

Server: smtp-mail-outlook.com

Port: 587

Encryption: STARTTLS

Office 365

Server: outlook.office365.com

Port: 993

Encryption: SSL/TLS

Server: smtp.office365.com

Port: 587

Encryption: SSL/TLS

Outlook.com

Hotmail.com

Live.com

Server: imap-mail.outlook.com

Port: 993

Encryption: SSL/TLS

Server: smtp-mail.outlook.com

Port: 587

Encryption: STARTTLS

Yahoo!

Server: imap.mail.yahoo.com 

Port: 993

Encryption: SSL

Server: smtp.mail.yahoo.com 

Port: 587 or 465

Encryption: TLS/STARTTLS or SSL


Sending or replying to emails  

When you receive an email from someone signed up to your space, there are two ways that you can reply and the reply message will be stored in the member or contact's account. 

  • Replying from your Nexudus Spaces account: The first option you have is to reply directly from your Nexudus Spaces account. You can do this from the message list using the Reply to this message icon.


  • Or you can reply from the message using the Reply to this message button, in the top right of the screen.

When you complete one of these two actions, the message will be sent from the email account that you set up for email monitoring and the reply will be stored in the member's account, as a sent message.  

  • Reply using your usual email provider: The second option is to use your external email application to reply to messages. In this case, to ensure that the reply enters the member or contact's profile, you can copy yourself in the email (CC) that you send from your email account. You must CC the exact same address that you set up for email monitoring.

Deleting a message from a member or contact's account 

If you'd like to delete a message from a member or contact's account: 

  • Access their profile and go to the Messages tab. Click on the Delete this record icon next to the message that you want to delete. Complete the process by confirming the action. 

IMPORTANT: Remember that deleting the message is irreversible, so you must be sure that you want to delete it forever.