Looking For Suggestions on Best Way to Capture and Save Sent Emails | Community
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C
CMaxwell
Level 1
August 27, 2024
Solved

Looking For Suggestions on Best Way to Capture and Save Sent Emails

  • August 27, 2024
  • 1 reply
  • 1376 views

Hello,

 

I am wondering if anyone has any suggestions for the best way to capture and save the emails we send to our customers, and ideally how to get those emails saved into customer service files.  We are required to have an exact copy of each email a customer receives for compliance purposes.

 

Currently, when we send emails, we BCC an internal company Outlook inbox set up specifically for Marketo emailing so we have a copy of the exact email each customer receives saved for our records. From there, our IT team is able to grab each email from the Outlook inbox and route it to the correct customer file. However, Outlook has a maximum of 3,000 emails allowed to hit an inbox at once. This is causing issues, as our email sends are generally more than 3,000 so we have to do each send in multiple batches. 

 

We reached out to our Marketo contact and they suggested bypassing the Outlook BCC issue with an SMTP relay service. Does anyone have experience using an SMTP relay service to capture emails sent to customers? We are looking for feedback from people who have used this - is it a good solution? Is there a better solution we should be researching? 

 

Thank you in advance for any feedback!

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Best answer by SanfordWhiteman

We reached out to our Marketo contact and they suggested bypassing the Outlook BCC issue with an SMTP relay service. Does anyone have experience using an SMTP relay service to capture emails sent to customers? We are looking for feedback from people who have used this - is it a good solution? Is there a better solution we should be researching? 

“SMTP relay” is not what you want. Although the SMTP relay add-on can also serve as a bridge to a compliance solution — since you’ll be processing all the outbound mail — you take on responsibilities that, quite frankly, you’re already paying Adobe for.

 

What you want is the “Auto BCC” feature, with which Marketo sends a copy of each email to your compliance service, while still handling the email to the recipient. It works just fine. It’s the only solution targeted to the compliance problem.

1 reply

SanfordWhiteman
SanfordWhitemanAccepted solution
Level 10
August 27, 2024

We reached out to our Marketo contact and they suggested bypassing the Outlook BCC issue with an SMTP relay service. Does anyone have experience using an SMTP relay service to capture emails sent to customers? We are looking for feedback from people who have used this - is it a good solution? Is there a better solution we should be researching? 

“SMTP relay” is not what you want. Although the SMTP relay add-on can also serve as a bridge to a compliance solution — since you’ll be processing all the outbound mail — you take on responsibilities that, quite frankly, you’re already paying Adobe for.

 

What you want is the “Auto BCC” feature, with which Marketo sends a copy of each email to your compliance service, while still handling the email to the recipient. It works just fine. It’s the only solution targeted to the compliance problem.

C
CMaxwellAuthor
Level 1
August 28, 2024

We're currently using the BCC feature, but with Outlook we can only send 3,000 emails at a time because that is the limit that can hit the Outlook email inbox without being confused for spam. Often times we need to send more than 3,000 emails at a time, so we're forced to send in multiple batches which is very cumbersome. Do you have recommendations for another email platform to use instead of Outlook that doesn't have limitations on the number of emails that can hit its email inbox at once?

SanfordWhiteman
SanfordWhiteman
Level 10
August 28, 2024

Sure, Global Relay is a superior player in the compliance space.

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