Forwarding Email Into agentOS

A diagram showing the flow of emails sent to you and then forwarded (With the use of mail flow rules or blanket forwarding) to your agentOS inbox.

As discussed in the Branded Emails article, agentOS provides you with a set of default email addresses out of the box. As well as providing default email addresses, you may also customise these email addresses with your own branding (Domain name).

We understand that when moving to a new management system that you are already likely to have an email infrastructure in place. In part, this is why we offer the branded email service, so that you may continue to use your own branding/domain name with agentOS. But, this solution doesn't suit everyone.

If you have the technical knowledge and the necessary tools, you are able to continue using your own domain external to the system, but still, benefit from the advantages of having record keeping on agentOS (Any emails sent/received from/to a person are stored against their record).

The Solution

The solution to continue using your own domain external to the system is Mail Flow Rules. Mail Flow Rules are a set of rules that you are able to specify on a mail server/exchange for any inbound or outbound emails.

In this situation, a Mail Flow Rule would be set to send any emails received at a specific address to an address in the system.

Example

I would like all emails sent to [e-mail] (External to agentOS), to be sent to [e-mail] (My internal, agentOS Agent address).

Using my chosen software, I would set up a Mail Flow Rule to auto send all emails received by [e-mail] to [e-mail].

With the use of Mail Flow Rules, all emails received would retain their original From address and will automatically link to the relevant person on the system.

Eg. A tenant emails [e-mail]; the email is automatically sent to [e-mail]; the email is received into your agentOS in-tray and the From address is the tenant's email address; because the From address has been retained, the email is stored against the tenant's record.

Tools/Software

Microsft Exchange

The main tool available to you would be Microsoft Exchange. We have a number of clients who utilise this method. Information on Microsft Exchange Mail Flow Rules can be found here.

G Suite Business

If you pay for a G Suite account, you are able to specify Email Routing and Delivery for all email addresses on your domain. A G Suite Administrator would set up and monitor these settings for you. Information on G Suite Email Routing and Delivery can be found here.

Gmail

If you use vanilla Gmail, you can set a forward on all emails (Or by using filters to specify criteria) to send emails to the relevant email address within the system. More information on Automatic Forwarding and Filtered Forwarding can be found here.