Email Accounts

Understanding Email Accounts

Email accounts are the sending infrastructure behind your campaigns. Each account is a real email address (e.g., martin@firma.sk) connected via SMTP (for sending) and IMAP (for receiving replies). You need at least one connected account to send campaigns, but using multiple accounts is strongly recommended to distribute volume and improve deliverability.

What you need to connect an account:

• The email address itself
• SMTP server details (provided by your email hosting provider)
• IMAP server details (for receiving and detecting replies)
• The account password

Where to find SMTP/IMAP settings: Most email providers publish their server settings in their help docs. Common setups:

Important notes:

• Port 587 uses STARTTLS encryption (recommended for SMTP)
• Port 993 uses implicit TLS/SSL (standard for IMAP)
• Gmail and Microsoft 365 may require an "App Password" instead of your regular password if two-factor authentication is enabled
• All passwords are encrypted with AES before storage — DataSend never stores plain-text passwords

Adding an Account

Single Account Setup:

1. Click "Add Account" on the Email Accounts page
2. Fill in the form:
   • Display Name — how this account appears in the platform (e.g., "Martin - Firma SK")
   • SMTP Settings: Host, Port (default 587), Username (usually the full email), Password
   • IMAP Settings: Host, Port (default 993), Username (usually same as SMTP), Password (usually same as SMTP)
   • Category — optional grouping (e.g., "Zoho Accounts", "Client A")
3. Click Test Connection — the system verifies both SMTP and IMAP connectivity
4. If the test passes, save the account

If the test fails, double-check: correct password, correct ports, IMAP enabled in your email provider settings, no firewall blocking.

Bulk Import (CSV):

For adding many accounts at once, upload a CSV file with headers: email,smtpHost,smtpPort,smtpUser,smtpPass,imapHost,imapPort,imapUser,imapPass,name,dailyLimit

Drag & drop the CSV file or click to browse. The system validates each row and reports successes/failures.

Overview Stats

Cards showing: Total Accounts, Daily Limit (aggregate across all accounts), Sent Today, Healthy count, Warming count.

Account Table

Each account row shows: email, provider name, status (Active/Inactive), health badge (Healthy/Warning/Critical/Unknown), category, warmup status, SMTP server, daily limit, sent today, usage percentage bar.

Management Features

Editing: Display name, daily limit, category, active/inactive toggle, full SMTP/IMAP settings, test connection. Passwords masked, only sent if changed.

Bulk Actions: Activate/Deactivate, Change Daily Limit, Set Category, Test Health, Enable/Disable Warmup, Delete.

Filters: Search, Status (All/Active/Inactive), Health (All/Healthy/Warning/Critical/Unknown), Category (All/No Category/specific), Warmup (All/Warming/Not Warming), Items per page (25/50/100/200).

Categories

Custom groupings for organizing accounts by provider/purpose: create with name and color, edit, delete. Color picker with preview.

Health Testing

Individual or bulk health checks on SMTP/IMAP connectivity. Results: Total, Healthy, Warning, Error counts + Deliverability Score + per-account detail.

Provider Chart

Visual bar chart showing account distribution by detected provider (Google Workspace, Microsoft 365, Zoho, etc.). Clicking a provider filters the list.

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