Configuring Your SendGrid Account to Capture Inbound Emails

The SendGrid integration allows a Site Stacker installation to capture inbound emails sent to a configured email address and save them as activities on the CRM record. Any files attached to the email will be stored as files on the CRM record.

Notes on functionality:

  1. Every email sent from Site Stacker will have a Reply-To address, which will be used to capture replies and save them on the CRM record that received the email initially.
  2. CRM Admin users can add the email address in the BCC: field in a new outbound email. If the email address they are sending to exists in a CRM record, the email content will be added as an activity to that record. If it does not belong to a record, a new record will be created in CRM, and the email will be added to the activity of the new record.
  3. If the admin user emails to multiple users, a single activity record will be saved for the admin user, containing all the users he sent the email to. Whenever a user replies, it will create an individual activity from there on.
  4. If for some reason (e.g. the user didn't reply to the Reply-To email address), the email a user sent wasn't stored as an activity, the admin has the option to store that email on the user's CRM record manually. This can be done by sending an email to the inbound address, and specifying the user's email address (as is or as RFC 822) in the email's subject. This will not trigger an email to the user but will save the Activity in Site Stacker. In this scenario, the email and subject can be specified using the following syntax in the Subject field of the email:

    [email protected] Subject Line

    Other valid syntaxes are:

    [email protected], Re: Subject Line
    [email protected] #Re: Subject Line
    Joe Doe [email protected] Re: Subject Line
    "Joe Doe" [email protected] Re: Subject Line

Every installation needs to have a unique domain that is authenticated in SendGrid. Below are the detailed steps to configure this.

Please note: this feature is available in Site Stacker version 2.30.x and later. 

Domain Authentication

To use Inbound Parse, you must first authenticate your domain. Authenticating your domain proves you're allowed to receive email there.

To get started with this process, log into your SendGrid account > Settings > Sender Authentication. Click on the 'Get Started' button within the 'Authenticate Your Domain' box to the right-hand side.


You will then be asked a couple of questions like: Which Domain Name Server (DNS) host do you use? Select your DNS host from the dropdown. For the question of: "Would you also like to brand the links for this domain?", you can answer that as No. Click next when you are finished.

SendGrid Inbound Authenticate Domain 1Next, you will need to add the domain you will be sending from. Note: This will be the domain of sendgrid.yourorganization.domain. Example: sendgrid.sitestacker.com

SendGrid Inbound Authenticate Domain 2After that, you will be asked to Install DNS Records based on the DNS host that you chose in the previous steps. You will need to install those records to complete the authentication process.

SendGrid Inbound Install DNS Records

Now that you have authenticated your domain, it is time to verify that it is working! Click on the checkbox of "I've added these records" in the bottom right-hand side of your screen and then click 'Verify'. A message should pop up saying that "It Worked!" along with a message stating which domain was verified.

SendGrid Inbound Verify Domain

Inbound Parse

Before setting this up you will want to ensure you have a subdomain setup at your DNS that will be used to receive the inbound mail. This subdomain must be part of the top level domain used in authenticating your site from the sending domain at SendGrid.


You can find this option within your SendGrid account at Settings > Inbound Parse

The Site Stacker URL you will need to configure is:

[installation-url]/p/SystemMessages/SystemMessages/sendgridInbound

Note: [installation-url] is the URL of the installation, not the domain you just authenticated into SendGrid.


Example:


https://sitestacker.com/p/SystemMessages/SystemMessages/sendgridInbound

SendGrid Inbound Parse


After adding the URL, please make sure to set both SPAM CHECK and SEND RAW to OFF (unchecked).


Both checkboxes should be UNCHECKED.



When setting the host for the inbound parse ensure that you use the subdomain you designated for inbound mail at your DNS.


The domain also needs an MX record that points to mx.sendgrid.net. If you are going to use subdomains, then every subdomain needs its own MX record.

Example: myorg.sendgrid.sitestacker.com

SendGrid Inbound CNAME ConfigOnce the MX records are configured, you can use this tool to check:

SendGrid Inbound Tool Check


Configure the domain in Site Stacker

To configure this within your SiteStacker installation, you will need to be logged in and head over to the Settings component and choose the SendGrid integration. Here, you will need to input the inbound domain like our example above: sendgrid.sitestacker.com (using your own organization domain of course)

 SendGrid Inbound Domain ConfigImportant:
The domain here needs its own MX record and you will want to make sure the activity type "Email" is configured in your CRM component > Configuration > Activity tab (see screenshot below).

SendGrid Inbound Email Config

Notifying Users About Messages Sent in Dashboards

To configure this within your SiteStacker installation, you will need to go into the System Messages component on your SiteStacker installation. Here you can add the 'Notify recipients about messages' system message which will be used to send an email to the user when you use the Send a Message functionality in your dashboard(s).

Adding System Message for SendGridDisplay Sendgrid System Message

If you have any questions or need help with this process please let us know - We would be glad to help you out with this!

Modified on Fri, 09 Feb 2024 at 10:51 AM

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Make sure these features are added to your Site Stacker installation by learning how to run updates here!