Zoho Inventory

Help Docs

Emails

Add a personal touch to your invoices, order notifications and thank you mails. Make sure your clients and vendors perceive your care and commitment better, customize your emails to suit your business needs and the tone of your communication.

Sender Email Preferences

You can configure the email addresses that are used in the From field of emails sent from Zoho Inventory. However, these emails can sometimes land in your recipient’s spam folder, causing them to go unnoticed. This happens when the email address in the From field of an email belongs to a domain that does not have SPF and DKIM records.

What are SPF and DKIM records? 

By adding an SPF (Sender Policy Framework) record to your domain, your recipient’s mail server will be able to verify that Zoho Inventory is sending emails using your email address with your domain’s permission. Without the SPF record, the emails that Zoho Inventory sends on behalf of your domain will mostly end up in your recipient’s spam folder. 

DKIM (Domain Keys Identified Mail) is also used for preventing spam and allows the recipient email server to verify whether an email was sent and authorized by the owner of that domain. 

DKIM and SPF records are effective in preventing spam when used together. For this reason, Zoho Inventory will consider a domain as authenticated only if it has both SPF and DKIM records.


Domain Classification

Zoho Inventory has classified domains into 3 categories to help you identify the email addresses, which if used in the From field of emails, could cause them to go to the spam folder.

To find out which category your email addresses belong to, go to Settings > Emails > Sender Email Preferences.

The 3 categories that you will find in this page are:

1. Unauthenticated Domains

Email addresses that belong to a domain without SPF and DKIM records will be listed here. If any of these email addresses are selected in the From field of an email sent from Zoho Inventory, the email address in the From field will be replaced automatically with message-service@sender.zoho-inventory.com, which is Zoho Inventory’ own email address. This is done to prevent the email you send from landing in the Spam folder. 

It’s important to note that the message-service@sender.zoho-inventory.com address will only be used in the From address for emails and not the Reply-To address. i.e, your customers will still be able to see your name in their inbox and when they reply, their email will be delivered to your own email inbox. 

To use the email addresses under this category in the From field, you must authenticate their domains.

2. Authenticated Domains

Email addresses that belong to a domain with both SPF and DKIM records will be listed here. These email addresses can be used in the From field of emails sent from Zoho Inventory without worrying about them ending up as spam. 

3. Public Domains 

If you use an email address that belongs to a public domain, such as Gmail or Yahoo Mail in the From address of emails sent from Zoho Inventory, it will be replaced with message-service@sender.zoho-inventory.com. This is because SPF and DKIM records cannot be added for public domains and can only be added for domains that you own. 

If you still wish to use emails listed in this category in the From address, you can do so by clicking Change Setting. Next, select Sender’s Email Address in the pop-up that follows. 

Now, email addresses from public domains will not be replaced with message-service@sender.zoho-inventory.com.

Warning: We strongly recommend that you use message-service@sender.zoho-inventory.com instead of email addresses from a public domain to prevent your emails from ending up as spam. 


Authenticate Domains

Emails listed under the Unauthenitcated Domains section can be authenticated by adding SPF and DKIM records for their domains. 

To do this: 

Unauthenticated domains

Insight: It will take a while for your newly added records to reflect on the DNS server. If your validation fails, wait for a while and try again. Also, you can continue to use Zoho Inventory while the records are being validated. 

A few points to note about adding SPF and DKIM records: 

Now, your domain has been authenticated and it will be listed under the Authenticated Domains category. The emails from this domain can be used in the From address, without having it replaced or worrying about it landing in spam. 


Other Actions

You can perform a few other actions from the Sender Email Preferences page.

Mark Primary Contacts

A primary contact is an email address that will be used as the point of contact between your Zoho Inventory’ organization and Zoho. Updates regarding your Zoho Inventory’ organization, such as subscription renewals and usage related emails will be sent to this email address.

Also, this email address will be used as default in the From address of emails sent from Zoho Inventory, unless you change it manually while sending an email.  

To mark a contact as primary, hover over an email address and click Mark as Primary Contact.

Primary Contact

Add New Sender Email Address

You will be able to add new sender email addresses and select them when you send emails from Zoho Inventory. To do this: 

New Sender

Now, a verification email will be sent to the email address that you added. Once the email address has been verified, you will be able to use it in the From field of emails sent from Zoho Inventory. 

Insight: Adding an email address this way will only enable the email address to be used for sending emails from Zoho Inventory and is not to be confused with adding users to your organization. 


Resend Verification Emails

As mentioned in the previous section, when you add a new sender email address, a verification email will be sent to that email address. However, if the email was not received, you can resend the verification email. Here’s how:

Resend Email Verification domains

The verification email will be sent again.


Edit/Delete Email Addresses

You can choose to edit or delete your users’ email addresses from Zoho Inventory by clicking the Pencil or Trash Can icons, respectively, which can be found on the right side of an email address.


Configuring email templates

To configure email templates,

image of email templates page

sample email template


Customizing Email Templates

Under the ‘Email Templates’ section, you can select and assign the template from the drop down options of predefined default and custom templates for each of the following items:Invoice Notification, Purchase Order notification, Sales order notification.

To add a new Email Template:

tools you can use to make a cool custom template

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