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Email Integration Setup

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Overview#

AutomateNexus CRM provides flexible email integration options that allow you to send transactional emails, marketing campaigns, and automated follow-ups directly from the platform. You can connect using SMTP credentials, the Resend API, or OAuth-based connections for Gmail and Outlook. This guide walks you through every supported method and explains how domain authentication with SPF and DKIM records affects deliverability.

Prerequisites#

Before configuring email integration, ensure you have the following:

  • An AutomateNexus CRM administrator account for the organization-wide settings (Resend and sending accounts). Gmail and Outlook connections are personal, and any user can make their own.
  • Access to your email provider account (Gmail, Outlook, or a custom SMTP server).
  • DNS management access for your sending domain (required for the SPF/DKIM records your provider asks for).
  • Your SMTP server credentials (host, port, username, password) if using the SMTP method.
  • A Resend account and API key if using the Resend integration.

All email integration options are managed from a central location within AutomateNexus CRM:

  1. Log in to AutomateNexus CRM.
  2. Open Settings → Integrations (listed as Administration → Integrations in the sidebar).
  3. Choose Communications in the left menu of the Integrations page.
  4. Scroll to the Email heading, which holds the Resend card and the Sending accounts card, and to the Email sync heading, which holds the Gmail and Outlook mail cards.

Method 1: SMTP Configuration#

When to Use SMTP#

SMTP (Simple Mail Transfer Protocol) is the most universal email connection method. Use this option if you have a self-hosted mail server, a transactional email service like Mailgun or Postmark, or any provider that offers SMTP credentials.

Step-by-Step SMTP Setup#

  1. Navigate to Settings → Integrations → Communications and find the Sending accounts card under Email.
  2. Click Add account and choose the SMTP tab.
  3. Fill in the following fields:
    • Display Name: The name recipients will see (e.g., "My Business").
    • Email Address: The address messages are sent from (e.g., hello@yourdomain.com).
    • SMTP Host: The hostname of your mail server (e.g., smtp.mailgun.org, mail.yourdomain.com).
    • SMTP Port: Usually 587 (the default) or 465.
    • Username: Your SMTP authentication username (often your full email address).
    • Password: Your SMTP password or an app password.
  4. Tick Set as default email account if this should be the account the CRM sends from when no other is chosen.
  5. Click Add account.
  6. On the new account's row, click the test button (the flask icon). AutomateNexus CRM opens a real connection to your SMTP server and reports Connection test successful! or the server's error message.

SMTP Configuration Tips#

  • Port 587 works for most providers; use 465 if your provider requires SSL on connect.
  • If you are using Gmail SMTP, generate an App Password from your Google Account security settings rather than using your account password.
  • Some hosting providers block port 25. If you experience connection timeouts, use port 587 or 465.
  • For high-volume sending, consider a dedicated transactional email service rather than a shared mailbox SMTP.

Method 2: Resend API Integration#

About Resend#

Resend is a modern email API built for developers. AutomateNexus CRM has a native Resend integration that requires only an API key. Once saved, it is used for the CRM's transactional email: invitations, password resets, notifications, and email sequences.

Step-by-Step Resend Setup#

  1. Log in to your Resend account at resend.com.
  2. Navigate to API Keys in the Resend dashboard.
  3. Click Create API Key. Give it a descriptive name like "AutomateNexus CRM" and set the permission to Sending access. Optionally, restrict the key to a specific domain.
  4. Copy the generated API key. You will not be able to see it again after leaving the page.
  5. In AutomateNexus CRM, navigate to Settings → Integrations → Communications and expand the Resend card under Email.
  6. Paste the key into API Key and click Save. Make sure the card's switch is on; the card shows Connected once a key is saved and the switch is on.
  7. To choose the address the CRM sends from, add a Resend sending account: in the Sending accounts card, click Add account, keep the Resend (Recommended) tab, and fill in Display Name, From Email and From Name. Tick Set as default email account if appropriate and click Add account.
  8. The test button on a Resend account only checks that the From fields are complete; the key itself is verified when the first email is sent.

Resend Domain Verification#

Before sending emails through Resend, you must verify your sending domain at resend.com/domains. Resend provides the DNS records (SPF and DKIM) to add to your domain and shows when they verify. See the Sending Domain & DNS Configuration section below.

Method 3: Gmail Connection#

What the Gmail Connection Does#

Connecting Gmail is a personal OAuth connection; you never share your password. It logs the email you send and receive to contact timelines. Sending is separate: email you send from AutomateNexus CRM goes out through your sending accounts (Resend or SMTP). To send from your Gmail address, add Gmail as an SMTP sending account with a Google app password, as described under Method 1.

Step-by-Step Gmail Setup#

  1. Navigate to Settings → Integrations → Communications and find Gmail under Email sync.
  2. Click Connect.
  3. A Google sign-in window opens. Select the Google account you want to connect, review the permissions AutomateNexus CRM is requesting, and click Allow.
  4. You are returned to AutomateNexus CRM. The card shows Connected with the account's email address.
  5. Click Sync on the card to import mail into contact timelines.

The same connection appears in the Email account card under Settings → Profile, where you can also connect or disconnect it.

Gmail Limitations#

  • When you send through Gmail SMTP, Google's daily limits apply (about 500 emails for personal accounts and 2,000 for Google Workspace). For campaigns, use a Resend sending account on your verified domain.
  • If the connection stops working (for example after you change your Google password or revoke access), disconnect the card with the unlink button and click Connect again.

Method 4: Outlook Connection#

Step-by-Step Outlook Setup#

  1. Navigate to Settings → Integrations → Communications and find Outlook mail under Email sync.
  2. Click Connect.
  3. Sign in with your Microsoft account (Outlook.com, Office 365, or Microsoft 365) and accept the permissions.
  4. Upon redirect, the card shows Connected with the account's email address. Click Sync to import mail into contact timelines.

Outlook Notes#

  • Like Gmail, the Outlook connection logs sent and received mail to contact timelines. Outgoing CRM email goes through your sending accounts. To send from your Microsoft 365 address, add the mailbox as an SMTP sending account (Microsoft retires basic SMTP authentication at the end of 2026; after that, send from your domain through a Resend sending account). Personal Outlook.com accounts require modern authentication and cannot be used as SMTP sending accounts.
  • If your organization requires admin consent for third-party apps, contact your IT administrator to approve AutomateNexus CRM in your Microsoft 365 admin portal.

Sending Domain & DNS Configuration#

Why Domain Authentication Matters#

Authenticating your sending domain with SPF and DKIM records tells receiving mail servers that your provider is authorized to send email on behalf of your domain. This significantly improves deliverability and prevents your emails from landing in spam folders.

Where the DNS Records Come From#

AutomateNexus CRM does not issue DNS records itself; your sending provider does:

  • Resend: Add your domain at resend.com/domains. Resend lists the SPF and DKIM records to create and shows when they verify.
  • SMTP providers (Mailgun, Postmark, SendGrid, Google Workspace, Microsoft 365 and others): Follow the provider's domain-authentication guide to get its records.

SPF Record Setup#

SPF (Sender Policy Framework) specifies which mail servers are authorized to send email for your domain.

  1. Log in to your DNS provider (e.g., Cloudflare, GoDaddy, Namecheap, Route 53) and open the DNS management panel for your domain.
  2. If you already have an SPF record (a TXT record starting with v=spf1), add your provider's include mechanism to it rather than creating a second record; a domain must have only one SPF record.
  3. If you do not have an SPF record, create a TXT record at the domain root (@) with the value your provider gives you.
  4. Save the record. DNS propagation may take up to 48 hours.

DKIM Record Setup#

DKIM (DomainKeys Identified Mail) adds a cryptographic signature to your outgoing emails, allowing recipients to verify they were not tampered with in transit.

  1. Copy the DKIM records your provider lists (usually one or more CNAME or TXT records on a …_domainkey host name).
  2. Create each record in your DNS provider exactly as specified.
  3. Save all records, wait for DNS propagation, then use the provider's verify button to confirm.

Sending Domain in the Mail Inbox#

If you use the built-in Inbox → Mail, its settings include a Sending domain field, used for deliverability checks on outgoing mail, with a verify button.

Setting a Default Sending Account#

If you have configured more than one sending account, you can set the one AutomateNexus CRM uses when nobody picks a specific account:

  1. Navigate to Settings → Integrations → Communications and open the Sending accounts card.
  2. Each account is listed with its provider (RESEND or SMTP) and whether it is Active.
  3. Click Set Default on the account you want; it gets a Default badge.
  4. Use Deactivate to stop an account from being used without deleting it, and Activate to bring it back.

How the CRM chooses a sender: the sending account you pick when composing, otherwise your default sending account, falling back to the organization's Resend key. The Gmail and Outlook connections log mail; they do not send it. In the workflow builder (Projects → Workflows), the Send Email step has a Send From field that defaults to the organization's default email account.

Testing Your Email Configuration#

After completing setup, perform these verification steps:

  1. Test the connection: In the Sending accounts card, click the test button on the account. SMTP accounts get a real connection test; Resend accounts get a completeness check.
  2. Check deliverability: Send an email to an external address (e.g., a personal Gmail account) and verify it arrives in the inbox, not the spam folder.
  3. Inspect email headers: Open the received email, view the original message headers, and confirm SPF and DKIM are passing (look for spf=pass and dkim=pass).
  4. Test from a workflow: In the workflow builder, use Test to dry-run a workflow with a Send Email step against a real record (nothing is sent), then run it for real to verify end-to-end delivery.

Troubleshooting#

SMTP Connection Timeout#

If you see a connection error when testing SMTP, check the following:

  • Verify the SMTP host and port are correct.
  • Ensure your mail provider or firewall is not blocking connections on the specified port.
  • Try switching between ports 587 and 465.
  • If you are behind a corporate firewall, contact your IT team to whitelist the SMTP server.

Gmail or Outlook Connection Stopped Working#

  • Navigate to Settings → Integrations → Communications and find the card under Email sync.
  • Click the unlink button to disconnect, then click Connect and re-authorize.
  • While the connection is broken, logging pauses; outgoing mail is unaffected because it goes through your sending accounts.

Emails Landing in Spam#

If your emails are being delivered to spam folders:

  • Verify that your SPF and DKIM records show as verified at your sending provider.
  • Consider adding a DMARC record for your domain. A basic DMARC policy would be: v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com
  • Avoid using free email addresses (gmail.com, outlook.com) as your From address when sending through SMTP or Resend.
  • Review your email content for spam trigger words and excessive use of images or links.

Resend API Key Rejected#

If your Resend API key is not being accepted:

  • Ensure you copied the full API key without extra spaces.
  • Verify the key has Sending access permission in the Resend dashboard.
  • Check that the From Email of your Resend sending account belongs to a domain verified in your Resend account.
  • Generate a new API key if the current one may have been revoked, paste it into the Resend card and click Save.

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