Multi-Domain Email Routing & Workflow Automation
by Space-O Technology https://www.spaceotechnologies.com/services/odoo-development/| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
Discuss (mail)
|
| Lines of code | 317 |
| Technical Name |
multi-domain-email-routing |
| License | LGPL-3 |
| Website | https://www.spaceotechnologies.com/services/odoo-development/ |
| Versions | 16.0 17.0 |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
Discuss (mail)
|
| Lines of code | 317 |
| Technical Name |
multi-domain-email-routing |
| License | LGPL-3 |
| Website | https://www.spaceotechnologies.com/services/odoo-development/ |
| Versions | 16.0 17.0 |
Multi-Domain Email Routing & Workflow Automation
This app helps businesses manage emails from multiple domains more efficiently. Imagine you receive customer inquiries, support requests, or sales leads from different email addresses or domains (e.g., from various websites or departments). With this app, you can automatically route those emails to the right team or department based on simple rules you set up in Odoo.
Whether you need to assign emails to customer support, sales, or other teams, this app ensures that emails are always sent from the right address and delivered to the right place—saving time, improving communication, and preventing important emails from getting lost in the inbox.
Highlights
Effortlessly Manage Emails Across Multiple Domains
When I need to... manage incoming emails from multiple sources, I want an automated system that sends them to the right team without manual intervention. So I use... this tool to streamline email workflows and ensure no emails get lost between different domains.
Seamless Support for Teams & Companies of Any Size
When I have... different teams or departments handling emails, I need an easy way to assign emails to the right person without creating chaos. So I use... the multi-company support to effortlessly manage email routing across teams or companies, saving time and boosting collaboration.
No Tech Expertise Required
When I want to... set up complex email routing, I don't want to rely on a technical team. So I use... this tool to create, adjust, and manage email workflows without coding or specialized knowledge—making email management easy for everyone.
Multi-Language Support for Global Teams
When I manage... teams across different countries, I need my email system to work in multiple languages to ensure smooth communication. So I use... the app’s multi-language support to keep global teams aligned, ensuring that email workflows remain consistent, no matter where the team is located.
Instantly Route Emails to the Right Place
When I receive... emails from different channels (sales, support, etc.), I want to make sure they automatically land in the right inbox without delays. So I use... dynamic email routing to guarantee that every email gets to the right team or department on time, improving response rates and customer satisfaction.
Features
Intelligent Email Routing
Automatically route emails to the right team or department based on custom rules you set-no manual sorting needed.
Custom Triggers for Seamless Automation
Set up personalized triggers based on specific fields, ensuring that every email reaches its destination with zero hassle
Flexible Integration with Any Business Process
Works across different departments and workflows, adapting to your company’s unique needs with ease.
Benefits of Dynamic Email Routing in Odoo
This app helps businesses manage emails from multiple domains more efficiently. Imagine you receive customer inquiries, support requests, or sales leads from different email addresses or domains (e.g., from various websites or departments). With this app, you can automatically route those emails to the right team or department based on simple rules you set up in Odoo.
Effortlessly Manage Emails Across Multiple Domains
No matter how many email domains your business manages—whether it's one company or multiple brands—this tool routes emails automatically to the right inbox based on predefined rules. Say goodbye to manual sorting and hello to efficiency.
Use Case: For Growing Companies managing different brands under one roof, this feature ensures that each inquiry, no matter the brand, reaches the right team without delay.
Seamless Collaboration Across Departments
Automatically route emails based on specific criteria, such as the sender's domain, department, or request type, to the right team or individual. Whether it’s for support, sales, or internal communications, emails are directed instantly, saving valuable time.
Use Case: For Enterprise Companies with multiple departments (e.g., HR, Support, Sales), ensuring every email is handled by the correct team without manual intervention.
No Tech Expertise Required
Set up rules for routing emails with an easy-to-use interface. There's no need for developers—anyone can configure how emails are sorted, even for complex workflows involving multiple departments or domains.
Use Case: For Small Business Owners or non-technical teams that want to automate their email workflows without needing technical knowledge or outside help.
Scalable for Teams of Any Size
Whether you manage a small team or a large corporation, this app scales with your needs. From handling a few domains to routing emails for multiple departments and regions, the app adjusts to your business growth.
Use Case: For Startups and Growing Enterprises that need a solution that grows with them. It works seamlessly, even as they expand their email infrastructure.
Multi-Language Support for Global Operations
Operate globally? You can route emails in different languages, ensuring your international teams receive and respond to emails in their preferred language.
Use Case: For Multinational Corporations that deal with clients and teams worldwide, ensuring all communications are routed to the right team, regardless of language.
Integration with CRM and Support Tools
This tool integrates seamlessly with popular CRM and support software, allowing for smooth and efficient customer relationship management.
Use Case: For companies using CRM tools, like Odoo, this feature enables a smooth integration that brings customer conversations to the right department instantly.
Example Use Case
Consider the following scenario:
- Model: Lead/Opportunity
- Field: Source (Lead/Opportunity)
- Values: Facebook, Glassdoor
This feature lets you automatically choose the correct email server based on specific information in your Odoo records. For example, if you're sending an email from a lead, and the lead's source is "Facebook," Odoo will automatically pick the email server set up for Facebook. This works for any type of record and can be customized to select an email server based on different details in the record, making the process smoother and fully automatic.
Prerequisites
Before you begin, make sure that:
- You have administrative access to your Odoo instance.
- You have already configured at least one outgoing mail server in the system.
Step-by-Step Configuration
➤ Step 1: Set Up or Modify Outgoing Mail Servers
1. Navigate to Settings > Technical > Outgoing Mail Servers to either create a new mail server or modify an existing one.
2. Click New to create a new mail server configuration or select an existing one to edit.
3. Complete the necessary details:
- Name: Enter a unique identifier for the mail server (e.g., "Facebook Mail Server").
- From Filtering: Specify the email address to be used when sending emails (e.g., mailto:admin@example.com).
➤ Step 2: Set the Dynamic Model and Field
1. Model Selection: Choose the model to which the email routing rules should apply (e.g., Leads, Opportunities, Sales Orders). This links the mail server to the records of that specific model.
2. Field Selection: Pick a selection field from the chosen model. For instance:
- Source (Leads/Opportunities model)
- Customer (Sales Order model)
➤ Step 3: Define Field Values
1. Under Values, specify the field values that will trigger the use of the mail server. For example: For the Source field, values could be "Facebook," "Glassdoor," or other predefined sources.
2. The selected field values act as triggers—if a record contains one of these values, Odoo will route the email using the configured mail server.
➤ Step 4: Configure Authentication and Encryption
1.SMTP Authentication: Provide a Username and Password as per the server's SMTP credentials.
2.Connection Encryption: Select the appropriate encryption protocol for your server:
- None
- TLS
- SSL/TLS
3.OAuth Authentication (Optional): For Gmail servers, use OAuth for authentication if needed.
4. SSL Certificates (Optional): If your mail server requires SSL, make sure an SSL certificate is configured.
➤ Step 5: Test the Connection
After configuring the mail server, click Test Connection to ensure that the mail server can successfully send emails.
➤ Step 6: Apply to Other Models and Fields (Optional)
1.To add additional configurations for other models or fields, repeat steps 1-5.
2.This flexibility allows you to set up multiple mail servers for different models or even configure multiple servers for different field values within the same model.
Frequently Asked Questions
This feature helps businesses automatically manage and route outgoing emails across different mail servers based on simple rules. For example, if you receive leads from different sources like Facebook or Glassdoor, emails will be sent from the corresponding mail server automatically. This ensures the right emails are sent through the right channels without manual effort.
You can use this feature with any part of your business where emails are sent, such as customer inquiries, sales, or support. It works with different types of records in your system (like leads or sales orders) and can be customized to match your needs.
- Go to Settings > Technical > Outgoing Mail Servers in your Odoo system..
- Create a new mail server setup or edit an existing one.
- Choose what part of your business (like leads or sales) you want to route emails for.
- Set up rules based on where the emails come from (e.g., Facebook or Glassdoor).
- Add your mail server login details and test the connection to make sure it works.
If there's no match for the rules you've set up, Odoo will try to use a default mail server. If no default is available, the email may not be sent. That’s why it’s important to make sure all the rules and servers are correctly set up.
Yes, you can! For example, if you get leads from different websites (like Facebook, LinkedIn, or Glassdoor), you can set up separate mail servers for each one. That way, emails are always sent from the correct address.
While there's no need to set a priority because the server is selected based on the rule you create (like "if this, then that"), you can ensure emails are routed according to the value in the field you select, such as "Source" or "Customer Type."
Our solution supports all standard email security options, including encrypted connections and secure logins. You can use Gmail with OAuth or set up SSL/TLS encryption to keep your emails safe.
After configuring the mail server, simply click Test Connection to make sure emails are sent properly. If it doesn't work, you can check your server settings or contact us for help.
Here’s a simple checklist:
- Make sure the correct value is assigned to the record (e.g., a lead’s source is set to Facebook).
- Double-check that the mail server settings are correct, and test the connection.
- Confirm the correct field and record are selected when setting up the mail server.
If everything looks fine and it still doesn’t work, reach out to us for help.
No, you can create as many mail servers as you need. This is great for businesses that handle emails from multiple brands, departments, or countries.
Once an email is sent, you can’t change the mail server used for that particular message. However, you can update your settings to change how future emails are routed.
No, this feature is focused on outgoing emails. Incoming email handling is managed separately in Odoo.
You can set up email templates that are linked to specific mail servers. This way, no matter which server sends the email, it will always have the right branding and messaging, ensuring consistency across your business.
Absolutely! This feature was designed to be simple and user-friendly, even for non-technical users. If you’re ever unsure, we’re always here to help guide you through the setup process.
If you need technical support, customization, or help troubleshooting, feel free to reach out to us at https://www.spaceotechnologies.com/contact-us/. Our team at Space-O Technologies is experienced in Odoo development and implementation, and we’re ready to assist you in making the most of your email automation workflows.
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