Setup of Email

After launching your Bot Assistant you will also get a dedicated email at raiaagent.com. We highly recommend setting up your custom domain if you plan on using email with your assistant.

Your Bot's Email

Once you launch your bot it will be given a dedicated email XXXX@raiaagent.com. You can view and test the email by logging into the RAIA App and clicking on the Bot. Make sure to setup your bot's email signature and default intro.

The Email is a dedicated secure Email Inbox. All messages going in and out function as if the Bot Assistant was checking email every second and replying with their own email account.

Each Bot has a dedicated SMTP Email box which helps guarantee higher deliverability rate than using mass mailer programs like SendGrid.

Using Email for Inbound Campaigns

An Inbound Campaign is when a person sends an Email to your Bot (usually with very limited context). Your Bot can support this easily, and engage the user by asking questions and driving toward a call-to-action (this is very similar to how Live Chat would work - where a user is initiating the chat).

If you plan on promoting or publicly showing your Bot's Email Address then you can expect Inbound requests. All conversations would be viewable in the RAIA App and also you can receive an email of every conversation once it's complete.

An Example Implementation of Inbound Email would be putting "EMAIL US AT XXX@raiaagent.com if you have any questions".

Using Email for Outbound Campaigns

An outbound campaign is when the Bot Assistant is sending the initial Email to your Contacts. In this use-case the Intro message is used as the initial message sent. The intro message can be personalized to each contact if using the API. If you are uploading Contacts via CSV you can set the Intro message for each list.

It is important to follow CAN-SPAM guidelines when sending Email messages to consumers. The following guidelines should be followed to avoid your emails being marked as SPAM and being blocked.

CAN-SPAM: Key Elements to Include:

  • Identification: Emails must be clearly identified as coming from your organization.

  • Subject Line: The subject line must accurately reflect the content of the email.

  • Address: Including your physical postal address is a requirement.

  • Opt-Out Option: You must provide an easy way for recipients to opt out of future emails.

  • Compliance with Opt-Out Requests: You must honor opt-out requests within 10 business days.

  • Disclosure: If the email is an advertisement, you must disclose this information clearly.

How to Integrate RAIA Mail with Your Domain While still Using your existing Mail Service

Every Assistant is provided an email @raiaagent.com but in some implementations you will want to use a sub-domain of your primary domain (e.g. yourwebsite.com). These instructions walk your through how this works.

Integrating RAIA Email Service to manage specific email addresses on your domain, like raia@yourdomain.com, alongside another primary mail service such as Google Workspace, requires careful setup. This guide walks you through setting up a dual email system, allowing RAIA Mail Service to handle specific email functionalities while maintaining your primary email services for the rest of your domain.

We only support Custom Domains for our A.I. Assistants for Enterprise Customers or you can speak to your representative about upgrade options and setup.

Prerequisites

  • An active domain with email services (e.g., through Google Workspace).

  • An active RAIA Enterprise account.

  • Access to your domain's DNS settings.

Step 1: Configure MX Records for Your Primary Email Service

Ensure that your domain's MX records are pointing to your primary email service provider's servers. This setup directs all incoming emails to your primary provider by default.

Step 2: Setting Up a Subdomain for RAIA Mail Service (Optional)

  1. Create a Subdomain: For dedicated use with RAIA Mail Service , create a subdomain (e.g., raia.yourdomain.com). This is an optional step but can simplify management and setup.

  2. Update MX Records for Subdomain: Point the MX records of this subdomain to RAIA Mail Service's mail servers. If you are setting up a custom domain, please contact the onboarding team for your DNS Records.

Step 3: Email Address Forwarding or Aliasing

Configure forwarding or aliasing from the specific email address you want RAIA Mail Service to manage (e.g., support@yourdomain.com) to the address managed by RAIA Mail Service. If using a subdomain, forward to an address at that subdomain (e.g., support@raia.yourdomain.com).

Step 4: Configure Custom Routing Rules (For Direct Integration Without Subdomain)

If your primary email service supports it, create a custom routing rule for emails addressed to the specific RAIA Mail Service-managed address (e.g., support@yourdomain.com), directing them to RAIA Mail Service's servers. This step bypasses the need for a subdomain but requires that your email provider offers sufficient routing customization.

Step 5: Update SPF, DKIM, and DMARC Records

To maintain email security and deliverability, update your SPF, DKIM, and DMARC records to reflect the use of multiple email services. Include RAIA Mail Service's servers in your SPF record and ensure DKIM and DMARC are configured to authenticate emails correctly from both services.

Conclusion

By following these steps, you can successfully integrate RAIA Mail Service with your existing email setup, allowing for specialized handling of certain email addresses while keeping your primary email service for the rest of your domain. This configuration enables the flexibility to leverage RAIA Mail Service's features for specific needs without disrupting your existing email infrastructure.

Additional Notes

  • Always test the setup by sending emails to the configured addresses to ensure that forwarding and routing are working as expected.

  • Consult the documentation for your domain registrar, DNS hosting service, Google Workspace, and RAIA Mail Service for specific instructions and support.

This guide provides a general approach to integrating RAIA Mail Service with your domain alongside another email service. Depending on your specific needs and the functionalities offered by your email service providers, you might need to adjust the setup accordingly.

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