At Plezzel, we want to capture enquiries for your listings. This data is beneficial for a number of reasons, regardless of what problem your Plezzel Solution is working to solve.
There are many ways to capture enquiries, including via the REA Leads API. Email forwarding allows us to capture enquiries for portals that we are not integrated with, or in a more specific way. The exact setup is going to depend on many factors, including but not limited to the structure and setup of your email server solution.
The goal of email forwarding rules is:
"When the listing agent receives the notification from the portal that someone has enquired, send a copy of this notification to the lead capture email address provided to you by Plezzel Support"
Depending on your unique setup, you may wish to engage your IT support team. Below are some of the ways in which these rules can be setup.
In the instance that you are an Outlook/ Office 365 user, you will likely have a user with admin credentials. This may be someone in the office, or a third party support team. We recommend getting them involved as there can be numerous settings that need to be considered and/or updated.
We recommend setting up a distribution lists for each department of agents, residential sales, residential rentals, commercial sales and commercial rentals. This will allow you to add and remove agents from the lists easily for any updates.
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In Outlook, click File > Info > Manage Rules & Alerts
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Under Email Rules, click "New Rule"
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Select the template "Apply rule on messages I receive"
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Add in the condition "from people or public group"
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Click the hyperlink to add in the portal notification email addresses ("Email From" in the Requirements doc)
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Select action: "forward it to a people or public group"
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Click the hyperlink and add in the lead capture email address given to you by the Plezzel team
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There are no exceptions. Click Next.
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Call the rule something that will make sense.
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Turn on the rule and finish!
Rules are applied to incoming messages and can be created from any folder.
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To quickly create a rule that moves all email from a specific sender or a set of senders to a folder, right-click a message in your message list that you want to create a rule for, hover over Rules and then select Create rule.
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Select More options. The rules settings menu will open.
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Every rule needs at least three things: a name, a condition, and an action.
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Name: something that will make sense to you
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Condition: "Email From" in the Requirements doc
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Action: Forward to the lead capture email address given to you by the Plezzel team
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Click Recipients > Groups > Distribution list.
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Click Add a group which will open the group creation wizard.
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On Choose a group type page, select Distribution, click Next, and then follow the instructions on the remaining pages of the wizard.
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On the Review and finish adding group page, verify all the details, click Create group, and then click Close.
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Go to Mail flow > Rules
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Select Add a rule Add Icon. > Create a new rule.
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On the Set rule conditions page, enter a unique name for the rule in the Name box, and then select the conditions, exceptions, and actions for the rule:
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Apply this rule if...: The sender is (add in the "Email From" in the Requirements doc)
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Do the following...: Add recipients to the Bcc box (add in the lead capture email provided by the Plezzel team)
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When you're finished on the Set rule conditions page, select Next.
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On the Set rule settings page, configure the following settings:
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Rule mode: Enforce: Turn on the rule and start processing messages immediately. All actions on the rule are taken.
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Severity: Select a severity level for this rule. Not specified
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Activate this rule on and Deactivate this rule on: today's date, no deactivation date
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Stop processing more rules: do not enable
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Defer the message if rule processing doesn't complete: do not enable
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Match sender address in message: no action
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Comments: no action
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When you're finished on the Set rule settings page, select Next.
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On the Review and finish page, verify the settings. Select Back or use the Edit rule conditions or Edit rule settings links to modify the settings.
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When you're finished on the Review and finish page, select Finish.
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On the confirmation page, select Done.
This will need to be set up on each individual listing agent's inbox. The setup involves 2 parts.
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In Gmail, go to Settings
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Click See All Settings
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Select the tab Forwarding and POP/IMAP
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Add forwarding address
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Enter the parser email provided to your by the Plezzel Support team
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Let the Plezzel team know it has been submitted so we can find and approve the request
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Click into the Settings tab called Filters and Blocked Addresses
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Click Create a new filter
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Enter the portal email addresses that were supplied by the Plezzel Support team. ("Email From" in the Requirements doc)
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Click Create Filter (Do not click Search)
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Select "Forward" and select the parser address that was approved in the previous part.
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Click create filter and you are done!