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"If ever there was a product that 'does what it says on the tin', then this is surely one of them.  Fantastic!"
- Stephen Loughridge
"The software is intuitive and easy to use, so I would certainly recommend this to anyone looking for a solution such as this."
- Sean Donnelly

Round-Robin Mailer Technical Support

Frequently Asked Questions


1.  Does Round-Robin Mailer have to run at all times?
2.  Does Round-Robin Mailer need to be installed on each staff member's computer?
3.  Does it have to be installed on a server?
4.  Is remote administration possible?
5.  Can multiple projects run at the same time?
6.  Can Round-Robin Mailer run as a service?
7.  The same emails are being forwarded over and over.
8.  No staff members are qualifying to receive an email.
9.  Does it work with Office 365 Mail?
10.  Does it work with Gmail?
11.  Is it possible to archive the log files?
12.  The distribution seems uneven.
13.  Emails are not being archived.
14.  Replies are not going to the person who sent the email.
15.  I'm getting Winsock Error 10053.
16.  I'm getting Error 3009.


If you still can't solve the problem, you may contact our technical support department.  However, please be aware of the following:
  • Email support is unlimited and free.  Telephone support must be approved and scheduled in advance.
  • Technical support can assist with the software's configuration, but within limits.  Sometimes configuration requires intimate knowledge of your business and may necessitate a Systems Analyst.
  • Technical support is staffed Monday through Friday, 10:00am - 6:00pm Central Time (GMT-6:00).  Of course, you can send us email any time.

Click here to send an email to Gammadyne Technical Support.  We value your feedback and appreciate your interest in our software! 





Answers


1.  Does Round-Robin Mailer have to run at all times?
Round-Robin Mailer must be running in order to do its job.  If you don't want to leave your computer running all the time, there are two options:

1.  Install Round-Robin Mailer on a company server that is always running.  Administer it with Remote Desktop.
2.  Configure Round-Robin Mailer to automatically start when your computer boots up by using the "Auto-Start" tool on the Tools menu.  Of course, someone will have to turn your computer on if you take a day off.  You could even schedule an always-on server to send a "Wake-on-LAN" packet to your computer using WOL.EXE.




2.  Does Round-Robin Mailer need to be installed on each staff member's computer?
No, because it forwards emails to their existing email account.




3.  Does it have to be installed on a server?
No, for convenience it can be installed on the computer of the person who administers it.  However, it will only forward emails when the computer is on and Round-Robin Mailer is running.  If this is an issue, then it should be installed on a server.




4.  Is remote administration possible?
Round-Robin Mailer does not have a built-in remote administration interface, nor a web interface.  To accomplish this, you should install it on a server, then use the operating system's Remote Desktop feature to gain access to the server.




5.  Can multiple projects run at the same time?
It is possible to run more than one round-robin operation at the same time.  First, create a separate project for each operation.  Make sure the projects do not specify the same log file.  Then, launch a separate instance of Round-Robin Mailer for each project.  Each instance should run one project, as normal.  As long as the projects use different incoming mail accounts, and different log files, they will not interfere with each other.

Notes:
  • To avoid clutter on the taskbar, check "Minimize to tray" on the Window menu.  Then minimize each instance.
  • The projects can safely refer to the same outgoing mail server.




6.  Can Round-Robin Mailer run as a service?
Unfortunately Round-Robin Mailer cannot be run as a service.  However, it can run unobtrusively with only a tray icon visible.  Check "Minimize to tray" on the Window menu.

Auto-starting when the computer boots up is also possible.  To configure, choose "Auto-Start" from the Tools menu.

For Auto-Start to work, a user must be logged in.  To configure the system to automatically login a user, modify this registry key:  HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon

Create 3 values:
DefaultUserName REG_SZ "your user name"
DefaultPassword REG_SZ "your password"
AutoAdminLogon REG_SZ "1"

Please note that the user name must be the same user that was logged in when the Auto-Start tool was used.




7.  The same emails are being forwarded over and over.
The same emails are being sent over and over because the "Delete Messages" box is not checked.  This option is located on the Settings tab.  Emails must be deleted to prevent them from being forwarded again, and to prevent the mail account from filling up.  If you want to maintain a backup of the incoming emails, use the "Archive Emails" features on the Settings tab.  Or use the BCC: field on the Settings tab to send a copy to another mail account.




8.  No staff members are qualifying to receive an email.
When the "Error: no staff qualify to receive an email." message appears in the log, this means that all staff members are unavailable to receive an email.  There are two settings that make a staff member unavailable:

1.  The box in the "Unavailable" column is checked.
2.  The schedule in the "Schedule" column does not contain the current day and time for any staff member.




9.  Does it work with Office 365 Mail?
Office 365 Mail works just like any other mail server.  Use these settings:

POP3
Server: outlook.office365.com
Port: 995

IMAP4
Server: outlook.office365.com
Port: 993

SMTP
Server: smtp.office365.com
Port: 587

Set Incoming Encryption to "Optional".  Uncheck "Secure Authentication".  Set Outgoing Encryption to "Optional".




10.  Does it work with Gmail?
Yes.  Receiving email from Gmail requires the following settings:

Server name: pop.gmail.com
Port: 995
User: your email address at gmail
Password: the password for your email account
Incoming encryption: Optional
Secure authentication: unchecked

Please note that POP3 access must be enabled in the Gmail settings.  More on this here.

Also, when using POP3, you may need to add the "recent:" prefix to the user name.  More on this here.


Sending email through Gmail requires the following settings:

Server name: smtp.gmail.com
Port: 465
Authentication required: checked
User: your email address at gmail
Password: the password for your email account
Outgoing encryption: Optional

Please note that Gmail will only relay 100 emails per day.  You should also read FAQ #14.




11.  Is it possible to archive the log files?
To produce a new log for each operation, the "Log Filepath" field supports two wildcard characters: the asterisk (*) and the question-mark (?).  The asterisk is replaced by a sequential number.  The question-mark is replaced by the current date and time.



12.  The distribution seems uneven.
The following settings can affect how emails are distributed:

  • The "Unavailable" column in the Staff table.
  • The "Schedule" column in the Staff table.
  • The "Percentage" column in the Staff table.
  • The Rules tab.

If none of these settings are a factor, the distribution will always be completely even.  If Round-Robin Mailer is stopped and restarted, it will even remember its place in the order provided that the project is saved.  This is why the "Save Project After Operation" box is checked by default.  You may also want to check the "Always Save Project" box on the Options menu, just to be safe.

If you check these settings (especially the "Schedule" column) and still feel that the distribution is unequal, please enable logging by checking the "Generate Operation Log" box on the Settings tab.  Then let Round-Robin Mailer run long enough to process at least 20 emails.  Then email us a copy of the log and the .RRM project file.  From this we can identify any problems.




13.  Emails are not being archived.
  • Verify that "Archive Emails" is checked (located on the Settings tab).
  • The "Delete Messages" option on the Settings tab must be checked.  An email is only archived if it is about to be deleted.
  • Look in the log (press F6) for the text "Failed to archive email".  Next to this will be a system-generated error message.




14.  Replies are not going to the person who sent the email.
Round-Robin Mailer does not modify the From: or Reply-To: headers of the original email before it is forwarded.  Hence, replies should work just as if the staff member received the email directly.  If these headers are modified, then the fault lies with the relaying SMTP server.  Gmail in particular is known to re-write the From header.  If you google "gmail rewrites from header" you will find many articles about this.  There is nothing Round-Robin Mailer can do about it, and as far as we know there is no way a user can prevent Gmail from doing it.  The only solution is to use a different mail server.




15.  I'm getting Winsock Error 10053.
Winsock error 10053 usually indicates that a third party program is interfering with Round-Robin Mailer.  The program could be a firewall, anti-virus, or Internet security application.  It could also be a hardware device like a Dell SonicWALL.  Try disabling all such software, and try again.  It may also be possible to whitelist Round-Robin Mailer, or disable the software's email scanning feature.




16.  I'm getting Error 3009.
When a connection is first made with a mail server, the mail server sends a one-line greeting message.  The first thing in the greeting is a status code.  If the status code is 400 or greater, then the server is indicating that it is not available to relay email.  Round-Robin Mailer reports this as error code 3009.

If you are using Direct Delivery, the most likely cause is that the computer's IP address is on the Spamhaus Policy Block List (PBL).  The PBL is a list of all IP addresses that are assigned a dynamic IP address, or are behind a residential gateway.  It may be possible to request removal from the PBL - ask your Internet Service Provider.  Use the "Direct Delivery Possible?" tool to determine if this is the problem.  The only other solution is to switch to Indirect Delivery (on the Mail Server tab).

If you are using Indirect Delivery, you should verify that the SMTP server name and port number are correct.  Although unlikely, it is possible that the server is too busy to accept more email.  If the problem persists, it will be necessary to contact the mail server's administrator.