As a SalesLoft Admin, you have access to email settings that affect your entire team.
To customize your team’s email settings, access your Team Settings by clicking your name in the upper right corner of the SalesLoft platform and selecting the Settings option. Once you’ve reached the settings page, scroll down to your Team Settings and click Email.
Now that you’re in your email settings, what all can you do with them? In this article, you will learn the ins and outs of your admin email settings, including:
- Using Custom Tracking Domain
- Set a Daily Send Limit
- Adjust the Email Delay Time
- Prioritize One-Off Emails
- Enable Text to Link
- Turn on the Click Tracking Default
- Allow Automated Steps
- Set Default Font Settings
- Set Available Email Clients
- SalesLoft Compatible Email Clients
- Enable Email Sync
- Block Opens by IP Address
- Manage the Do Not Contact List
SalesLoft, by default, uses shared tracking domains. This tracking domain in the email does not match up with the sender’s (your) domain. When domains do not match, it significantly increases the likelihood of your email being sorted as spam.
One way to greatly reduce the likelihood is by using custom domain tracking that changes the default tracking domain to links that contain your url.
To setup a custom tracking domain for your team, follow these steps:
- Decide what subdomain you would like to use. The format for subdomains follows this pattern: text.yourdomain.com. So, for example, our subdomain could be sales.salesloft.com.
- Once you have decided your subdomain, reach out to email@example.com so that our support agents can set up the custom tracking domain.
- Support will provide a CNAME reference using the subdomain you choose.
- After you have your CNAME, reach out to your IT team or administrator to add the CNAME reference to your DNS record.
- Once that is completed, inform our support team. Support will add the subdomain in SalesLoft.
- Send emails with your own domain and drastically decrease the potential of your messages going to spam.
For more information on how opens, clicks, and replies are tracked, check out our Email Analytics knowledge base article.
Blasting too many emails in a day or sending batches in a uniform sequence may save you loads of time, but it’s extremely risky email behavior. Many email clients will flag your account if you're sending habits to resemble a robot autonomous ways.
To help keep your email send habits healthy, we cap off emails sent from SalesLoft at a maximum of 1,000 emails per user per day.
As an admin, you can adjust the daily send limit if you would like to set an alternative limit for your users.
Best Practice Tip: Limit emails to 250 per day to leave room for follow-ups, administrative emails and personal messages outside the application.
Under the Admin Email Settings, you will find Daily Send Limit. Enter your preferred send limit, or use the arrows to decrease or increase your send limit to a maximum of 1000 emails.
Worried that running your Cadence step will put you over your daily email quota? Don't worry, we have you covered!
If you select Send All Emails and the number of messages is over your daily quota, SalesLoft will give you a warning message and even calculate how many emails you have left to send without going over your email limit.
From here, users have complete control over which emails to send from the Cadence step and can even schedule them for another time if necessary.
When choosing a send time, please be aware that if these emails are scheduled to be sent after the next step's due date, the next step will be due before these emails are sent.
In keeping with email server regulations, SalesLoft sends out all batch emails at intervals to keep your email account safe. The email delay defaults to 30 seconds in between each email sent.
If you would like to adjust the amount of time between email sends, you can do so within your Admin Email Settings, under Email Delay. You can either enter the number of seconds you would like to allow between email sends or use the arrows to increase/decrease the amount of time. Once the number of seconds is correct, hit Enter to save your delay time. The email delay can be set from a minimum of 5 seconds to the maximum 120 seconds (2 minutes).
Your sales team is juggling multiple different tasks throughout their day and within SalesLoft. They may be responding to emails from their inbox as a cadence is sending a previously scheduled list of emails. So if an email queue is already being unrolled, does your one-off email need to wait until the queue has been completed?
We leave that choice up to you. Within your email settings, you can set whether or not one-off emails are the top priority by checking the box for Prioritizing One-Off Emails under your Admin Email Settings. Checking the box on means that if a one-off email is sent, it will take precedence over any emails sent from a cadence.
By enabling text to link you save your users time by creating a hyperlink for any web addresses they may add to their emails and give any recipients quickly accessible links within their received messages.
Under your Admin Email Settings check the box in order the enable Text to Link. Checking the box on means that links will be created when a URL is entered.
Each user has the ability to disable or enable click tracking within their emails or templates. By enabling click tracking, your team can report on the number of times that an email recipient clicks on a hyperlink.
If you wish to set click tracking on by default across your team to ensure you receive these metrics, check the box for Click Tracking Default under your Admin Email Settings.
A cadence in SalesLoft allows users to execute a series of steps efficiently. Depending on the cadence that is created, it may be beneficial to have emails send automatically. In order to allow your users to execute automated email steps in their cadences, check the Automated Steps box.
Team admins may set a default font across your entire team. Default fonts mean that your team's email will follow the same uniform style.
When an admin sets a default font all emails will automatically use the font the admin selected. Users with the permission to change the font still have the ability to override the default option, meaning that the default is more of a font guideline rather than a set typeface. Admins can remove the permission to change the font, and designate the font style, for specific roles in the Roles and Permissions.
To set font restrictions, follow the instructions below:
- Navigate to the Email tab under your Team Settings.
- Under Default Font Settings, select the font you want to default.
- Select the Size.
Allowing HTML Editing Under Team Settings:
For those who know how to code via HTML, you can include your own formatting within the text. This can mean controlling line breaks, paragraph breaks, specific colors for the fonts, italicizing, bolding, underlining, etc., to further control the style of your emails.
SalesLoft admins can enable users to Edit HTML in their emails in the Email tab in their Team Settings.
Things to Know:
- Users can view and edit the HTML in their email signatures regardless of how it's set in the Team Settings.
- HTML is specifically for updating text style. Users cannot add custom fonts.
SalesLoft has a number of email clients that users can connect their email to. Each user will connect to their email address when they start their SalesLoft account. Some users may be overwhelmed or confused if they see multiple different types of email servers.
In order to make connecting to the email server simple as possible, you can limit the email clients to the specific one(s) your users need.
- Under your Admin Email Settings, go to Available Email Clients.
- Select the specific client(s) that you want your team to have access to.
- Hit Save.
SalesLoft currently has a number of email clients your users may connect to that you may select (see above).
Let's take a look at the different clients that are available for your team:
When a user sets up their SalesLoft account, our team sets up a dedicated email account on a third party mail relay service, SendGrid. Emails sent using the app will be routed to the recipient via SendGrid. The e-mail appears to the recipient as having been sent from the customer's domain via the SalesLoft application.
When a user sets up their SalesLoft account, they connect their Gmail account to our platform using OAuth 2.0. We do not retain any credentials; only the OAuth token. Email that are sent using our app store the body of the email draft in our system. The email itself is routed through the user's e-mail account so that the message comes from the user's domain, and not SalesLoft's.
SalesLoft also has the ability to track replies to e-mails sent through the app. Since SalesLoft has access to the user's inbox, any replies to e-mails sent through the app are also captured and stored in the app. Our systems read metadata contained in the headers of each message. Those that are not related to SalesLoft e-mails are immediately discarded and never ingested by our system.
Microsoft Exchange ActiveSync
When a user sets up their SalesLoft account, they are prompted to submit their Exchange credentials to a third party e-mail sync tool called Nylas. Nylas then provides a token to SalesLoft, which is maintained in our database for authentication. Emails sent using SalesLoft are synced to the user's mailbox via Nylas so that the message is sent from the customer's domain.
SalesLoft also has the ability to track replies to e-mails. Since SalesLoft has access to the user's inbox via Nylas, any replies to e-mails sent through the app are also captured and stored in the app. Our systems read metadata contained in the headers of each message. Those that are not related to SalesLoft e-mails are immediately discarded and never ingested by our system. The user's entire mailbox, however, is synced to Nylas' servers once the user authenticates.
Microsoft Office365 (Oauth)
Microsoft Office365 connects to your email server through an Oauth token, similar to Gmail.
If you are using Microsoft Office365, your company may restrict third-party app connection access to fully leverage the security and privacy restrictions of Microsoft Azure. SalesLoft offers the option to connect to Microsoft Office 365 with admin consent.
First, enable admin consent within Office 365. Admins must first disable non-admin users from consenting to or registering new Third-Party Apps in your Office 365/Azure account.
Once Admin Consent has been enabled in Microsoft Office 365/Azure, you must then consent to SalesLoft from an admin license within the SalesLoft app. We do this by quickly redirecting you from inside the SalesLoft app to the Azure AD listing to install SalesLoft within Office 365. Just follow these steps here:
To enable Microsoft Office 365 (Azure) follow the steps below:
- Log into portal.azure.com.
- From the left sidebar menu, click Azure Active Directory.
- From the Active Directory (AD) sidebar menu, click User Settings.
- Disable the following options:
- Users can consent to apps accessing company data on their behalf
- Users can register applications
- In SalesLoft, navigate to you Team Settings and go to Emails.
- Scroll down to the Available Email Clients section.
- Click the Require Admin Consent link located beside the Microsoft Office365 (Oauth) checkbox. Things to Note: The person that performs the Require Admin Consent action must be an admin in SalesLoft as well as Office365.
- You will be redirected to Microsoft's Oauth page (Log in if prompted).
- You will be asked to consent to permissions requested by SalesLoft. Accept the consent form.
Microsoft Exchange (SMTP) or Other SMTP server
When a user sets up their SalesLoft account, they are prompted to enter the credentials for their IMAP and SMTP server. Ports 25, 465, or 587 (SMTP) and 993 (IMAP) must be opened in order for the implementation to work correctly. When a user sends an e-mail using the app, SalesLoft authenticates to the SMTP server as an e-mail client and sends the message so that the message is sent from the customer's domain and not SalesLoft's. If the send fails, the app will return an error message to the user. If the send is successful, our system syncs the sent message to the user's IMAP server so that it is accessible via the user's mail platform.
SalesLoft also has the ability to track replies to e-mails. Since SalesLoft has access to the user's IMAP server, any replies to e-mails sent through the app are captured and stored in the app. Our systems read metadata contained in the headers of each message. Those that are not related to SalesLoft e-mails are immediately discarded and never ingested by our system.
Email Sync, commonly referred to as server sided sync, allows you to log all outgoing emails from your connected email account into SalesLoft, including emails that aren't lofted or are sent from your mobile phone. This captures all email activity in SalesLoft, providing seamless transparency on all outgoing communication.
Note: Email sync does not include email tracking capabilities. Emails must be lofted or sent directly from SalesLoft in order to track opens and clicks for the email.
If you're a Team Admin you can enable email sync by navigating to the Email tab under your Team Settings. Under Email Sync, enable the toggle to sync emails.
Things to Note: Once an Admin enables Email Sync for a team, the button gives users the ability to turn Email Sync on but does not activate sync for the user. Individual users will need to toggle Email Sync on from their Email Settings.
Once enabled, you can enter specific domains and email addresses that will not be captured by SalesLoft. We've automatically excluded the team's email domain to prevent internal company emails from being synced.
While admins can set email sync across the team, individual users without admin access can specify domains and email addresses to exclude from being captured by SalesLoft for their own account. This is located at the bottom of the user's Email settings.
Team admins can provide IP addresses or a range of IP addresses that will not register opens when emails are viewed on certain devices.
SalesLoft's open tracking technology relies on pixels to register opens, but the pixel does not automatically remove or ignore "self views." So, if you open your own email to view a response, your metrics gather additional (and semi-false) data.
Things to Note: SalesLoft cannot block self-views when viewing an email in Gmail. Google routes all images (i.e. anything with a pixel) in an email through proxy servers making it impossible for SalesLoft to detect the IP address from which the tracking pixel is loaded. To limit the likelihood of self views in Gmail, send your emails by clicking the Loft It button. The Loft It functionality is available in Gmail through the SalesLoft Google Chrome Extension.
To block an IP address from your open/view tracking, follow these steps:
- Go to the Team Settings Email tab.
- Scroll to the Block Opens by IP Addresses.
- Enter a valid IP address in the text box.
- If you are entering multiple IP Addresses, each IP should be on its own line.
- Hit Save.
Marking a person (or account) as Do Not Contact (DNC) within SalesLoft means that the person will not receive communication (whether from an email or being added to a cadence) but you still have their logged activity record.
While your reps are reaching out to prospects, they may be unaware of certain specific accounts that should not be contacted. As an admin, you can add account domains to the Do Not Contact list, and enforce a global DNC to ensure that your users do not reach out to those people.
- Under your Email Admin Settings, scroll to the Do Not Contact List.
- Type in the email domain (end of the email address after @) of the account you would like to add.
- Hit Save.