Powered by eniston
  1. Overview
  2. Integrations & Setup Guides
  3. Email Integration Setup

Email Integration Setup

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, including domain authentication with SPF and DKIM records to maximize deliverability.

Prerequisites

Before configuring email integration, ensure you have the following:

  • An active AutomateNexus CRM account with Administrator or Manager role permissions.
  • Access to your email provider account (Gmail, Outlook, or a custom SMTP server).
  • DNS management access for your sending domain (required for SPF/DKIM configuration).
  • Your SMTP server credentials (host, port, username, password) if using the SMTP method.
  • A Resend account and API key if using the Resend integration.

Navigating to Email Settings

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

  1. Log in to your AutomateNexus CRM dashboard.
  2. Click on Settings in the left-hand sidebar.
  3. Select Integrations from the settings menu.
  4. Click the Email tab at the top of the Integrations page.

You will see a list of available email providers and connection methods. Each method has a Configure button to begin setup.

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 → Email.
  2. Click Configure next to the SMTP option.
  3. Fill in the following fields:
    • SMTP Host: The hostname of your mail server (e.g., smtp.mailgun.org, mail.yourdomain.com).
    • SMTP Port: Common ports are 587 (TLS), 465 (SSL), or 25 (unencrypted, not recommended).
    • Encryption: Select TLS (recommended), SSL, or None.
    • Username: Your SMTP authentication username (often your full email address).
    • Password: Your SMTP authentication password or app-specific password.
    • From Name: The display name recipients will see (e.g., "AutomateNexus Support").
    • From Email: The email address messages are sent from (e.g., hello@yourdomain.com).
  4. Click Test Connection to verify your credentials. AutomateNexus CRM will send a test email to your account email address.
  5. If the test succeeds, click Save Configuration.

SMTP Configuration Tips

  • Always use port 587 with TLS encryption for the best compatibility and security.
  • If you are using Gmail SMTP, you must either enable "Less secure app access" (not recommended) or generate an App Password from your Google Account security settings.
  • Some hosting providers block port 25. If you experience connection timeouts, switch to 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. It offers high deliverability, real-time analytics, and a generous free tier. AutomateNexus CRM has a native Resend integration that requires only an API key.

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 → Email.
  6. Click Configure next to Resend.
  7. Paste your API key into the API Key field.
  8. Set the From Name and From Email fields. The from email domain must be verified in your Resend account.
  9. Click Test Connection to send a verification email.
  10. Click Save Configuration once the test is successful.

Resend Domain Verification

Before sending emails through Resend, you must verify your sending domain in the Resend dashboard. Resend will provide DNS records (MX, SPF, and DKIM) that you must add to your domain. See the Sending Domain & DNS Configuration section below for detailed instructions.

Method 3: Gmail OAuth Integration

Benefits of Gmail OAuth

OAuth provides a secure, token-based connection to your Gmail account without sharing your password. Emails are sent directly through Gmail servers, which ensures high deliverability for existing Gmail users.

Step-by-Step Gmail OAuth Setup

  1. Navigate to Settings → Integrations → Email.
  2. Click Configure next to Gmail (OAuth).
  3. Click the Connect Gmail Account button.
  4. A Google sign-in popup will appear. Select the Google account you want to connect.
  5. Review the permissions AutomateNexus CRM is requesting. These include the ability to send emails on your behalf and read email metadata for tracking.
  6. Click Allow to grant access.
  7. You will be redirected back to AutomateNexus CRM. Your Gmail account will now appear as connected.
  8. Optionally, configure a From Name to override the default display name.
  9. Click Send Test Email to verify the connection.
  10. Click Save.

Gmail OAuth Limitations

  • Gmail has a daily sending limit of 500 emails for personal accounts and 2,000 for Google Workspace accounts.
  • If you exceed these limits, Gmail may temporarily suspend sending from your account.
  • For high-volume sending, consider using SMTP or Resend instead of Gmail OAuth.
  • OAuth tokens expire periodically. AutomateNexus CRM will automatically refresh them, but if you change your Google password, you may need to reconnect.

Method 4: Outlook OAuth Integration

Step-by-Step Outlook OAuth Setup

  1. Navigate to Settings → Integrations → Email.
  2. Click Configure next to Outlook (OAuth).
  3. Click Connect Outlook Account.
  4. Sign in with your Microsoft account (Outlook.com, Office 365, or Microsoft 365).
  5. Review and accept the permissions.
  6. Upon redirect, your Outlook account will show as connected in AutomateNexus CRM.
  7. Configure the From Name if desired.
  8. Click Send Test Email to verify.
  9. Click Save.

Outlook OAuth Notes

  • Microsoft 365 and Office 365 accounts are fully supported with organizational admin consent.
  • Personal Outlook.com accounts have a daily sending limit of approximately 300 emails.
  • If your organization requires admin consent for third-party apps, contact your IT administrator to approve AutomateNexus CRM in the Azure AD portal.

Sending Domain & DNS Configuration

Why Domain Authentication Matters

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

Adding Your Sending Domain

  1. Navigate to Settings → Integrations → Email → Sending Domains.
  2. Click Add Domain.
  3. Enter your domain name (e.g., yourdomain.com).
  4. AutomateNexus CRM will generate the required DNS records.

SPF Record Setup

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

  1. In the Sending Domains section, locate the SPF Record provided by AutomateNexus CRM.
  2. Log in to your DNS provider (e.g., Cloudflare, GoDaddy, Namecheap, Route 53).
  3. Navigate to the DNS management panel for your domain.
  4. If you already have an existing SPF record (a TXT record starting with v=spf1), add the AutomateNexus include mechanism to it. For example: v=spf1 include:_spf.automatenexus.com include:_spf.google.com ~all
  5. If you do not have an SPF record, create a new TXT record with the value provided by AutomateNexus CRM.
  6. Set the record type to TXT, the host to @ (or your domain root), and paste the SPF value.
  7. 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. In the Sending Domains section, locate the DKIM Records provided by AutomateNexus CRM. There are typically two or three CNAME records.
  2. In your DNS provider, create CNAME records as specified. The host name will be something like nexus1._domainkey.yourdomain.com and the value will point to an AutomateNexus CRM domain.
  3. Repeat for each DKIM record provided.
  4. Save all records and wait for DNS propagation.

Verifying Domain Authentication

  1. Return to Settings → Integrations → Email → Sending Domains.
  2. Click Verify next to your domain.
  3. AutomateNexus CRM will check your DNS records. If all records are correctly configured, the status will change to Verified with green checkmarks.
  4. If verification fails, double-check your DNS entries for typos and ensure propagation is complete.

Setting a Default Email Provider

If you have configured multiple email methods, you can set a default provider that AutomateNexus CRM will use for all outgoing emails:

  1. Navigate to Settings → Integrations → Email.
  2. You will see all configured providers listed with their status.
  3. Click the Set as Default button next to the provider you want to use as the primary sending method.
  4. The default provider will be indicated with a blue badge.

You can also set per-workflow email providers in the Automation Builder by selecting a specific email connection in the Send Email action block.

Testing Your Email Configuration

After completing setup, perform these verification steps:

  1. Send a test email: Navigate to Settings → Integrations → Email and use the Send Test Email button for your active provider.
  2. Check deliverability: Send a test 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 test 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: Create a simple automation workflow with a Send Email action and trigger it manually to verify end-to-end functionality.

Troubleshooting

SMTP Connection Timeout

If you see a "Connection timed out" error when testing SMTP, check the following:

  • Verify the SMTP host and port are correct.
  • Ensure your hosting provider or firewall is not blocking outbound 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 OAuth Token Expired

If Gmail stops sending emails and shows a "Token expired" error:

  • Navigate to Settings → Integrations → Email.
  • Click Reconnect next to the Gmail provider.
  • Re-authorize the connection through the Google OAuth flow.

Emails Landing in Spam

If your emails are being delivered to spam folders:

  • Verify that both SPF and DKIM records are correctly configured and showing as Verified in AutomateNexus CRM.
  • 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 API providers.
  • 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 domain matches a verified domain in your Resend account.
  • Generate a new API key if the current one may have been revoked.

Related Articles

Last updated March 21, 2026
Was this article helpful?