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Question

Question

Sending multiple emails at once from workflow in Laserfiche 10.4

asked on November 18, 2021

We have a workflow set up for processing invoices and sending an email to a recipient with a pdf attachment of the invoice we paid on their behalf.  In the Laserfiche template itself, the workflow specifies once we select "Yes" in the invoice paid field the email is automatically sent to the recipient with the pdf attachment.  If we open each individual record and in the template, select "Yes" in the invoice paid field, the emails get sent fine.  Rather than opening each individual invoice/record, when we highlight 10 or 20 at a time, right mouse click and on the invoice paid field in the template, change it to "Yes" for all records highlighted, and the emails get sent.  The problem we have is when we do this with multiple records, the emails are tagged as spam and getting returned to the email account as "undeliverable".  The email account we are using is a Microsoft Office 365 account, which supposedly limits the number of emails that can be sent per day at 10,000.  We are not sending even close to that total.  More like 100-200 per day, once or twice a week.  Our IT department initially told us we need to limit the number we send to 20 or less per minute and we should be fine.  We did that and the emails still get flagged and returned as "undeliverable".  They are now telling us we need to utilize a product called SendGrid to accomplish sending 20-30 emails from Laserfiche at once.  I am wondering if there is a setting somewhere in Laserfiche that is limiting us from sending multiple emails at the same time.   

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Replies

replied on November 18, 2021

Hello,

This is unlikely to be related to Laserfiche settings since Laserfiche would simply be sending the email and the email servers would be responsible for routing, delivery, filtering, etc.

That being said, the only options would probably be to change the rules on the email server, or find some way to bottleneck the emails and space out the delivery.

It is worth noting that we also use Office 365 and we send significantly more than 20 emails per minute from our primary workflow server so it is absolutely possible.

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replied on November 18, 2021

Thank you for your response.  I appreciate the feed back and I'll ask our IT people about our server settings.

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replied on November 18, 2021

In the Office 365 "Exchange Admin Center" there are settings that can be updated to whitelist certain senders/domains, which is ideal for bulk senders like workflow.

The menus have changed a few times and our engineers manage that so I don't have the specifics, but it's in a section for something like privacy or protection.

If you whitelist the address, or addresses, used by Workflow, the emails should stop getting flagged by the O365 spam filter.

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replied on November 18, 2021

Thanks so much!  I'll definitely forward this information to our IT people.

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