ManualReferenceApp-StoreAdmins
Replies by email
With the app Replies by email, a reply to a message from a conversation arrives on the record with its attachments.
Location: Settings > App-Store > card Replies by email from Brevo GmbH. Visible to: super admins.
Group: Communication > Replies by email, one provider. Provider: Brevo, servers in the EU (France).
Catalogue, states and structure of an app are described in App-Store.
What the app does
| In the section What it does |
|---|
| “Gives the mail “Message from a conversation” a reply address of its own.” |
| “Files a reply to it as a message on the record: the registration, the offer or the account.” |
| “Removes the quoted thread and keeps attachments.” |
| In the section How to use it |
|---|
| “Nothing to operate: when someone replies to the email of a conversation, the reply stands on the record under “Activity & comments”.” |
| “You answer there as you answer any comment.” |
Card in the catalogue: “When someone replies to a message, the reply arrives on the record with its attachments, not in a mailbox.”
Behaviour
| Feature | Content |
|---|---|
| Access | No credentials |
| Receiving domain in installations with tenants | Required field, a hostname, e.g. reply.example.org. Help text: “Replies go to an address of this domain. A subdomain of its own that does nothing else, with MX records pointing at Brevo.” The tenant enters it when switching the app on and changes it with Save. |
| Receiving domain in installations without tenants | The app shows the domain of the installation, without an input field. |
| Valid domain | A domain that a tenant uses for its website, admin panel, API or email sending is refused. So is a domain at which another tenant receives replies: “The domain "{domain}" already belongs to a tenant.” |
| Switch | The same as Receive replies in the system under General > Email sending (Email sending) |
| Switched on | The mail “Message from a conversation” carries a reply address of its own. A reply to it appears as a message on the record: the registration, the offer or the account. The quoted thread is dropped, attachments are kept. |
| Switched off | “Replies currently go to your reply-to address.” |
| Not available | “The installation is not set up for this yet.” The app cannot be switched on then. The app is ready as soon as the operator of the installation has set up the receiving of replies. Installations without tenants also need a domain for replies. |
Check the setup
Location: in the app, under Check the setup. Help text: “What is saved is what is checked.” Check now shows the result in the side panel, Check again repeats the check. The check changes nothing. The operator of the installation creates the webhook at Brevo.
| Row | Message on success | Message on failure |
|---|---|---|
| Receiving domain | The domain, e.g. reply.example.org | “No receiving domain saved yet. It is checked once the app is switched on with it.” The other two rows are omitted then. |
| MX records in the DNS | “Point at Brevo: {server}.” Expected are inbound1.sendinblue.com and inbound2.sendinblue.com. | “There are no MX records for {domain}. Expected: {server}. A change in the DNS can take a few hours.” If a record points at another server: “Point at {server}. Expected: only {server}.” |
| Webhook at Brevo | “Registered for {domain}.” The webhook must point at a host of the tenant. | “Brevo has no webhook for this tenant. The operator of the installation creates it: {command}” If it is registered for another domain: “Registered for {domain}, not for {domain}. The operator of the installation renews it: {command}” If Brevo does not answer: “Brevo did not answer. Please check again later.” |
In fepli
The app shows itself under Activity & comments of the record: the registration, the offer or the account. The reply is below the message it replies to.
Activity & commentsEverythingNotesEvents
RB
Internal note … notify someone with @
Only the team sees thisSave note
RB
Robin Beispiel
NotifiedKim Beispiel
KB
Kim BeispielOrganizer
Treffpunkt.pdf184 KB
A reply by email with an attachment below the team's message.
| Element | Content |
|---|---|
| Notified | To whom fepli has sent the team's message by email. The check mark shows the state of the delivery, the double check mark an opened email. fepli knows both only with the app Delivery tracking; otherwise the check mark stays pale: Sent. |
| Sender | Name of the person who replied. If the address belongs to an account, Organizer or Account follows it. |
| Envelope | “Reply by email” with the sender's address, visible when pointing at the icon. Messages from fepli carry a speech bubble: “Written in the app”. |
| Text | The reply without the quoted thread. While unread, it has a coloured background and carries a dot. If the email has only an attachment, “(Dateianhang)” is shown here. |
| Attachment | File name and size. Selecting it downloads the file. |
Data protection
| Row | Content |
|---|---|
| Where to | EU |
| What | Incoming emails to the reply address, with attachments |
| Data category | Email address, Name, Content of the message, Attachments |
| Category of data subjects | Participant accounts, Organizers, Team |
| Legal basis | Performance of a contract, Art. 6(1)(b) GDPR |
| In addition | Content |
|---|---|
| Recipient | Brevo accepts the reply through the account of the installation and passes it on to fepli. |