Training 9: Sibro Emailing
In this training, you will see how to create and send emails via SIBRO and all related. You will configure emails, set up email templates, send emails via templates and so on.
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1. How does an employee configure his own email address?
First, the admin has to ensure that he/she has updated all the email addresses of their employees. Click on Settings > User > User master.
Now click and expand a particular user and cross-check whether his/her email address is correct or not. If the email address is not correct, please correct it and click on the Update button.
Once this is done, now an admin can update all the employee email addresses, or an employee can themselves update the same.
Let’s see how an employee can configure his own email address.
Go to Policies > Converted. Click and expand any of the clients. Click on Policy Issued, scroll to the bottom, and click on Notify Customer button. Now you can choose the FROM email address and click on Notify Customer. Now you will get a notification showing that your email address hasn’t been configured yet.
So, now click on Configure Email. If you are using the email service providers such as Google, Workspace, Outlook, or GoDaddy, please contact your IT team for SMTP credentials. It is required to configure your email address with SIBRO.
If you are using Gmail, go to your Gmail account > click on Settings > click on See all settings > click on Forwarding and POP/IMAP > Enable IMAP > click on Configure Instructions > click on Step 2: Change SMTP and other settings in your email client > copy smtp.gmail.com from Outgoing Mail (SMTP) Server which will be our SMTP host. Also, we require the SMTP port and encryption code.
Come back to SIBRO Add SMTP Email page where we left it. Copy and paste the host and port details. Enter your email address in the place of your SMTP username, also copy and paste the encryption code from the Gmail page.
Now for the SMTP password, go to your Gmail account > click on the dotted icon > Accounts > Security > turn on 2-step verification. Click on Manage Settings > Continue > enter your phone number > Send > enter OTP > click Next > Turn ON.
Now the 2-step verification is turned on. Now go to Security again. Click on App Passwords > select Other > enter the name as SIBRO > click on GENERATE > copy the app password > come back to SIBRO Add SMTP Email page > paste the password on the SMTP Password section > click Submit.
Now the email has been added successfully and you will be able to send emails from Sibro whenever required.
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Now click and expand a particular user and cross-check whether his/her email address is correct or not. If the email address is not correct, please correct it and click on the Update button.
Once this is done, now an admin can update all the employee email addresses, or an employee can themselves update the same.
Let’s see how an employee can configure his own email address.
Go to Policies > Converted. Click and expand any of the clients. Click on Policy Issued, scroll to the bottom, and click on Notify Customer button. Now you can choose the FROM email address and click on Notify Customer. Now you will get a notification showing that your email address hasn’t been configured yet.
So, now click on Configure Email. If you are using the email service providers such as Google, Workspace, Outlook, or GoDaddy, please contact your IT team for SMTP credentials. It is required to configure your email address with SIBRO.
If you are using Gmail, go to your Gmail account > click on Settings > click on See all settings > click on Forwarding and POP/IMAP > Enable IMAP > click on Configure Instructions > click on Step 2: Change SMTP and other settings in your email client > copy smtp.gmail.com from Outgoing Mail (SMTP) Server which will be our SMTP host. Also, we require the SMTP port and encryption code.
Come back to SIBRO Add SMTP Email page where we left it. Copy and paste the host and port details. Enter your email address in the place of your SMTP username, also copy and paste the encryption code from the Gmail page.
Now for the SMTP password, go to your Gmail account > click on the dotted icon > Accounts > Security > turn on 2-step verification. Click on Manage Settings > Continue > enter your phone number > Send > enter OTP > click Next > Turn ON.
Now the 2-step verification is turned on. Now go to Security again. Click on App Passwords > select Other > enter the name as SIBRO > click on GENERATE > copy the app password > come back to SIBRO Add SMTP Email page > paste the password on the SMTP Password section > click Submit.
Now the email has been added successfully and you will be able to send emails from Sibro whenever required.
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2. How does an admin configure all employees' email addresses?
Click on Settings > Organization > Integrations.
Integration is a place where you can connect your email with Sibro. Click on Add Email button. If you are using the email service providers such as Google, Workspace, Outlook, or GoDaddy, please contact your IT team for SMTP credentials. It is required to configure your email address with SIBRO.
If you are using Gmail, go to your Gmail account > click on Settings > click on See all settings > click on Forwarding and POP/IMAP > Enable IMAP > click on Configure Instructions > click on Step 2: Change SMTP and other settings in your email client > copy smtp.gmail.com from Outgoing Mail (SMTP) Server which will be our SMTP host. Also, we require the SMTP port and encryption code.
Come back to SIBRO Add SMTP Email page where we left it. Copy and paste the host and port details. Enter your email address in the place of your SMTP username, also copy and paste the encryption code from the Gmail page.
Now for the SMTP password, go to your Gmail account > click on the dotted icon > Accounts > Security > turn on 2-step verification. Click on Manage Settings > Continue > enter your phone number > Send > enter OTP > click Next > Turn ON.
Now the 2-step verification is turned on. Now go to Security again. Click on App Passwords > select Other > enter the name as SIBRO > click on GENERATE > copy the app password > come back to SIBRO Add SMTP Email page > paste the password on the SMTP Password section > click Submit.
Now the email has been added successfully and you will be able to send emails from Sibro whenever required. In this, the admin has to configure all the email addresses of the employees.
WATCH VIDEO >
Integration is a place where you can connect your email with Sibro. Click on Add Email button. If you are using the email service providers such as Google, Workspace, Outlook, or GoDaddy, please contact your IT team for SMTP credentials. It is required to configure your email address with SIBRO.
If you are using Gmail, go to your Gmail account > click on Settings > click on See all settings > click on Forwarding and POP/IMAP > Enable IMAP > click on Configure Instructions > click on Step 2: Change SMTP and other settings in your email client > copy smtp.gmail.com from Outgoing Mail (SMTP) Server which will be our SMTP host. Also, we require the SMTP port and encryption code.
Come back to SIBRO Add SMTP Email page where we left it. Copy and paste the host and port details. Enter your email address in the place of your SMTP username, also copy and paste the encryption code from the Gmail page.
Now for the SMTP password, go to your Gmail account > click on the dotted icon > Accounts > Security > turn on 2-step verification. Click on Manage Settings > Continue > enter your phone number > Send > enter OTP > click Next > Turn ON.
Now the 2-step verification is turned on. Now go to Security again. Click on App Passwords > select Other > enter the name as SIBRO > click on GENERATE > copy the app password > come back to SIBRO Add SMTP Email page > paste the password on the SMTP Password section > click Submit.
Now the email has been added successfully and you will be able to send emails from Sibro whenever required. In this, the admin has to configure all the email addresses of the employees.
WATCH VIDEO >
3. How to set up an email template?
Emailing functionality in Sibro is one of the most valued features that will help you to communicate with your clients via email effortlessly.
Here, you can add all the different email templates required for various emailing categories; if a category has more than one email, then during that process, you will get to choose which email template to load.
Let’s see how to set that up.
Click on Settings → Templates → Email Master→ Add Email Template. Click on Email Category. Here you can see system-defined email categories where you can define your own email templates. Let me show you one example by clicking on the “Endorsement Request to Insurer”.
Now enter a name for this template.
Email from. This shows that the from address is your contact email address.
Email To is already set as “To Insurer”. If you want to cc any other contact, use this drop-down.
Now enter the Subject. Here you can see a set of variables here. While drafting the Subject, you can use these variables so that they will automatically pick its corresponding values while sending the email. This feature will help you to save a lot of time and effort in client communication.
Subject example: Change of client name from “This” to “That” for (policy name) with (policy number). Now the email body. Once it is set, this can be used for sending emails to multiple insurers. Draft a sample example.
Here also you can make use of the variables to make you email look professional.
Now select the email category from the drop down, set template name, sending and receiving points, add CC if any. Now set the required email subject and email body with the help of the variables.
Now click on the SAVE button. The email will be send to the insurer.
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Here, you can add all the different email templates required for various emailing categories; if a category has more than one email, then during that process, you will get to choose which email template to load.
Let’s see how to set that up.
Click on Settings → Templates → Email Master→ Add Email Template. Click on Email Category. Here you can see system-defined email categories where you can define your own email templates. Let me show you one example by clicking on the “Endorsement Request to Insurer”.
Now enter a name for this template.
Email from. This shows that the from address is your contact email address.
Email To is already set as “To Insurer”. If you want to cc any other contact, use this drop-down.
Now enter the Subject. Here you can see a set of variables here. While drafting the Subject, you can use these variables so that they will automatically pick its corresponding values while sending the email. This feature will help you to save a lot of time and effort in client communication.
Subject example: Change of client name from “This” to “That” for (policy name) with (policy number). Now the email body. Once it is set, this can be used for sending emails to multiple insurers. Draft a sample example.
Here also you can make use of the variables to make you email look professional.
Now select the email category from the drop down, set template name, sending and receiving points, add CC if any. Now set the required email subject and email body with the help of the variables.
Now click on the SAVE button. The email will be send to the insurer.
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4. How to send email for prospect follow up/endorsement request?
Let’s see how we can send emails for following prospects.
Go to Policies > Upcoming > Fresh. Click and expand on the prospect and scroll down to the bottom. Under the Follow up Methods > select Email > select Email Template. Now the email content will be automatically fetched. Enter the email To address > scroll down and click Attach (if you want to attach any file), select the Next Follow up date if required > click on Add Follow up. Now you can see that the email has been automatically send to the customer.
If you want to include an endorsement request email template, click on “+” > Add Business > Endorsement Request. Now select the client name and policy, enter the endorsement request date, enter remarks, check Email Insurer > select email template.
Now the email content will be automatically fetched. Enter the email To address > scroll down and click Attach (if you want to attach any file), select the Next Follow up date if required > click on Add Follow up. Now you can see that the email has been automatically send to the customer.
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Go to Policies > Upcoming > Fresh. Click and expand on the prospect and scroll down to the bottom. Under the Follow up Methods > select Email > select Email Template. Now the email content will be automatically fetched. Enter the email To address > scroll down and click Attach (if you want to attach any file), select the Next Follow up date if required > click on Add Follow up. Now you can see that the email has been automatically send to the customer.
If you want to include an endorsement request email template, click on “+” > Add Business > Endorsement Request. Now select the client name and policy, enter the endorsement request date, enter remarks, check Email Insurer > select email template.
Now the email content will be automatically fetched. Enter the email To address > scroll down and click Attach (if you want to attach any file), select the Next Follow up date if required > click on Add Follow up. Now you can see that the email has been automatically send to the customer.
WATCH VIDEO >