Custom Email Setup Guide

Step 1: Create a Respondo.ai channel

1. Go to Settings in Respondo.ai.
   • Navigate to Settings > Channels > Email in your Respondo.ai dashboard.
   • Click on the '+' to create a new channel.
2. Configure channel.
   • Name the channel after the sales channel for which you want to answer customer questions (e.g. 'Allegro', 'Kaufland', 'Etsy', 'Amazon', 'Shopify' or 'Bol').
   • Select the team responsible for answering customer queries from that specific channel.
   • Click on 'Create channel'.
3. Copy the assigned email address.
   • You have now created a channel. Under the name of the channel you will find an email address such as xxx@respondomail.com. Copy this address.

Step 2: Set up email forwarding

Gmail

1. Log in on your mail/Google Workspace account
   • Click the gear icon at the top right to open the settings menu.
   • Select 'View all settings'.
2. Go to the 'Forwarding and POP/IMAP' tab.
   • Click 'Add a forwarding address'.
   • Enter the xxx@respondomail.com address you obtained when creating your new channel.
   • Click 'Next', then 'Continue' and then 'OK'.
   • A verification code will be sent to the forwarding address. Open the email at that address and copy the verification code.
   • Go back to Gmail settings and enter the verification code in 'Verify forwarding address'.
   • Select "Keep Gmail's copy in the inbox"
3. Set a filter to forward only specific emails.
   • Go to the 'Filters and blocked addresses' tab.
   • Click on 'Create new filter'.
   • Under 'Contains the words', enter the relevant words for the channel for which you want to forward the emails:
     • For Allegro: 'allegro'
     • For Kaufland: 'kaufland
     • For Etsy: 'etsy'
     • For Amazon: 'amazon'
     • Voor Shopify: 'shopify'
     • For Bol: 'Bol'
   • Click 'Create filter'.
   • Select 'Continue to' and choose the forwarding address from the list.
   • Click 'Create filter' to activate the rule.

Outlook

1. Open the Outlook Desktop App of Web App.
   • Click 'File' > 'Manage Rules & Notifications' in the Desktop App or 'View All Outlook Settings' in the Web App.
2. Create a new redirecting rule.
   • Click 'New Rule' in the Desktop App or '+ Add Rules' in the Web App.
   • Give your rule a name such as 'Auto-redirecting Allegro', 'Auto-redirecting Kaufland', etc.
   • For example, add a condition: 'Sender address contains [channel]', where [channel] is the name of the relevant sales channel.
   • Click 'Add an action' and select 'Redirect to'.
   • Enter the xxx@respondomail.com address.
   • Click 'Save' to activate the rule.

Example filters per channel:

• Allegro: Sender address contains 'allegro'
• Kaufland: Sender address contains 'kaufland'
• Etsy: Sender address contains 'etsy'
• Amazon: Sender address contains 'amazon'
• Shopify: Sender address contains 'shopify'
• Bol: Sender address contains 'bol'

This guide provides a universal approach to setting up email redirectingfor different sales channels via Gmail and Outlook. This ensures that all your customer communication is streamlined and centralized via Respondo.ai.

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