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Email Settings

Table of Contents

The ‘Email Settings’ area of PCR is a consolidated panel that offers consolidated access to a variety of email configurations:

  • Incoming Email: Add/edit your incoming email accounts for sync with automatic activity logging.
  • Email Folders: Map your incoming email’s Sent, Trash, and other folders to PCR.
  • User Outgoing Email: Add/edit your outgoing email accounts and aliases.
  • Display Settings: For PCR’s internal email client, set messages per page and other preferences.
  • Signature: Manage the HTML email signature used for emails and form letters.
  • Default Font: Choose the ‘base font’ for your emails to use when none is specified in the content.
  • Bulk Email Categories*: Select your active categories for reporting on mass-email sends.
  • Activities: Enable IMAP email logging and choose emails to exclude from activity logs.
  • Opt In/Opt Out List*: View and manage the email opt-in and opt-out list.
  • Private Email*: Define specific email addresses to be excluded from any Activity records for emails sent to or from, or containing that email address in the body.
  • Outgoing Database*: Configure the main email account that PCR will use for sending automated notifications and other non-user-specific communications.

PCRmail Configuration #

Complete all four steps to configure receiving, sending, and email activity tracking.

Opening the PCRMail Configuration Screen #

  1. In PCRecruiter, click the gear icon in the top-right corner (next to your profile image).
  2. Select Configure at the top of the menu. The Email Settings screen will open.

Incoming Email Setup #

This section configures how PCRmail receives emails and enables ‘EMAILRECD’ activity logging and reply/bounce tracking for bulk email campaigns.

  1. Click Incoming Email in the left menu.
  2. Click Add Server.
  3. Sign in to authenticate your IMAP Server:
    • Gmail: Click the Google option to authenticate with your Gmail account. You will be returned to the Incoming Mail screen once authentication is complete.
    • Office 365: Click the Microsoft option to authenticate with your Office 365 account. You will be returned to the Incoming Mail screen once authentication is complete.
  1. Uncheck Save sent email to the Sent Items folder. Your mail provider saves sent emails automatically, so leaving this enabled can create duplicates in your Sent folder.
  2. Click Start test connection. If the test passes, click Save.

Email Folders #

You must map your mail server’s Sent and Trash folders before the sync can begin.

  1. Click Email Folders in the left menu.
  2. Select your Mail Server’s Sent and Trash/Deleted Items folders:
    • Gmail: Select Sent Mail for the Sent folder and Trash for the Trash folder.
    • Office 365: Select Sent Items for the Sent folder and Deleted Items for the Trash folder.
  1. Click Save.

Note: The initial sync starts after these folders are selected and may take a significant amount of time depending on how many emails are stored on your mail server.

User Outgoing Email Setup #

  1. Click User Outgoing Email in the left menu.
  2. A card is created when your user account is set up. Click the edit (pencil) icon on the card.
  3. Set the Alias Name to your full name. This is the display name recipients will see when you send an email.
  4. Ensure both the From Address and Reply To Address fields are populated.
  5. Use the IMAP Server dropdown to select the server created in the earlier step. This syncs emails sent from PCRecruiter to the Sent folder of your IMAP Server.
  6. Set a Delay Between Emails. We recommend 3000 or 5000 ms (3–5 seconds) to stay under typical sending rate limits for Microsoft and Google SMTP.
  7. Sign in to authenticate your SMTP Mail Server.
    • Gmail: Click the Google option to authenticate. This automatically populates the SMTP Server, SMTP Username, SMTP Password, and Port fields.
    • Office 365: Click the Microsoft option to authenticate. This automatically populates the SMTP Server, SMTP Username, SMTP Password, and Port fields.
  1. Click Start test connection. If the test passes, click Save.

Email Activity Writing #

  1. Click Activities in the left menu.
  2. Change the Write incoming emails to activities dropdown from None to From, Subject, Body.
  3. Click Save.