You can email a debtor from SimplicityCollect directly or in bulk. You can test this by picking an account and using your own email address for the debtor’s profile, and emailing a document to yourself.
The email it sends from will be the email your company has on file in Settings > Administrators > Company/CC Settings. If you wish to change this email, you must log out then log back in for the change to take effect.
Certain emailing options that are available in Simplicity include:
- Create custom email templates (Tools > Custom Notification Manager)
- Preview email and document before sending (On debtor accounts’ Claim Details page in Notifications area ).
- Send Word or PDF attachments (through the Claim Details screen in DocGen area or Bulk Account Manager).
- Send automatic payment reminders for payment plans (enable this option on the Payment Plan screen).
- Set up other automated emails by going to Tools > Automation Tools > Account Automation.
When sending a DocGen or Custom Notification you will receive the option to send it to one or more addresses including any co-debtor addresses as long as the email is not “Bad”. You will also have the option to send it with a carbon copy and/or blind carbon copy.
Bulk Email Agreement
SimplicityCollect encourages the use of sending emails in bulk through the Bulk Account Manager tool. However, to maintain the credibility of our email server and ensure that emails are not flagged as “spam”, email functionality will be suspended if an individual bounce rate is greater than 10% of the emails sent in one batch. Suspension will be re-evaluated 3 to 5 business days from the date of suspension. If bounce rate continues to exceed 10% in one email batch, we advise setting up SMTP connection by contacting your email host (Gmail, Outlook, Yahoo, AOL, Hotmail, etc.).
To prevent emails from being bounced, we advise taking the following precautions:
- Enable Email Skip Trace to verify emails are in good status
- Go to Tools > Automation Tools > Account Automation and set up an automation for the Event “Skip Trace Successful” with the Action “Add Action Code”. When sending emails through the Bulk Account Manager tool select the action code identifying successfully skipped emails as an additional filter.
- Generate and view a report of previously bounced emails by going to Settings > Administrators > Email Settings and mark those emails as “bad”.
- Upload this same report to the Account Updater with an Action Code to further identify those accounts with emails in “bad” status.
Setting up SMTP
To have emails generated from your own email server rather than Simplicity, an SMTP connection must first be integrated. Benefits of setting up SMTP include:
- The ability to track whether emails have been received, delayed, not sent, or bounced back
- Ability to receive replies from debtors
To set up SMTP go to Settings > Administrators > Company/CC Settings and enable the option Use own SMTP server for sending emails.
You will need to contact your email host to obtain the credentials needed to set up SMTP. Sometimes you may find steps for setting up SMTP by using a Google search, especially for large email hosts such as Gmail or Outlook. After entering your credentials in Simplicity, click Save SMTP Settings and send a test email to yourself.
Troubleshooting a Connection
Your email host will recommend one or more ports. Please make sure that the port being used is for outbound emails only. If multiple ports are available try each one to see if you can establish a connection.
When the option Require Secure Connection is enabled, this may require additional settings to be enabled within your email server. If you cannot establish a connection, try disabling/enabling this option with the combination of different ports being used until you can establish a connection.
If you are still unable to establish a connection after trying each port and enabling/disabling the Require Secure Connection option, try whitelisting SimplicityCollect’s IP addresses which are: 18.104.22.168, 22.214.171.124, 126.96.36.199, and https://services.simplicitycollect.com.
Contact SimplicityCollect Help Desk and/or your email server for additional assistance with trouble shooting.