"If ever there was a product that 'does what it says on the tin', then this is surely one of them. Fantastic!"
- Stephen Loughridge
- 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
- 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.
17. I'm getting Error 4640.
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!
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.
If you don't want the user interface to be visible, check the "Service" box on the Settings tab. Then simply close the project. Email distribution will occur in a background service, even if the computer is rebooted. If you later reopen the project, the service will automatically stop so that you can make changes. The service resumes when the project is closed.
To save space on your taskbar, we recommend checking the "Minimize To Tray" option on the Window menu. That way, when you minimize the window, it will appear as an icon next to the clock.
email client as normal.
Remote Desktop feature to gain access to the server.
- 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.
To stop the service, simply open its project. You can then view the log, make changes if desired, and close the project to resume the service. Or, you can check the "Once" or "Continuous" box to prevent the service from resuming.
- The box in the "Unavailable" column is checked.
- The schedule in the "Schedule" column does not contain the current day and time for any staff member.
- Group membership. Each staff member is assigned one or more groups in the "Groups" column of the Staff Table. Incoming emails are assigned to the Default Group (located on the Rules tab), but custom Rules can override this. If the group assigned to the email has no available staff members, then the email cannot be forwarded.
- There are no more credits in the Quota column. This is only relevant if the "Quota System Enabled" box is checked (on the Staff tab).
Additional information may be found in the operation log. Press F6 to view it.
The following procedure will configure Round-Robin Mailer to use Office 365/Outlook:
1. The POP3 settings for the Incoming Servers Table are:
or for IMAP4:
Note: for POP3, you must go to outlook.live.com and go to Settings > Mail > Sync email > Let devices and apps use POP = Yes. Also, check "Let apps and devices delete messages from Outlook".
2. The SMTP settings for the Outgoing Server are:
3. The "Incoming Authentication" and "SMTP Authentication" settings should be "OAuth-Microsoft". A password is not required. Instead a web page will open in your browser that prompts you to permit Round-Robin Mailer access to your email account.
4. Set Incoming Encryption to "Required". Set Outgoing Encryption to "Required".
5. Set the "Send Bounces To" field to the same email address in the "Outgoing User Name" field.
6. Office 365 seems to scan the email, read the From: header, and apply restrictions to it. We don't know of a way to disable this behavior. Instead, you should overwrite the From: header with the same email address in the Send Bounces To and Outgoing User Name fields, which should be the same. Create a new Modification as follows:
What=(the Send Bounces To address)
7. Now the problem with overwriting the From: header is that your staff member can't reply to the email. To fix this, check the "Append From: to Reply-To:" box at the bottom of the Modifications tab.
If it is not working, consider implementing Option 2 or Option 3 as described in this article.
Server Name: pop.gmail.com
User: your email address at Gmail
Password: not needed for OAuth
Incoming encryption: Required
Sending email through Gmail requires the following settings:
SMTP Server Name: smtp.gmail.com
SMTP Authentication: OAuth-Gmail
User: your email address at Gmail
Password: not needed for OAuth
Outgoing encryption: Required
- POP3/IMAP4 access must be enabled in the Gmail settings. Go to Gmail settings > See all settings > Forwarding and POP/IMAP. Check "Enable POP for all mail" and/or "Enable IMAP".
- Gmail will overwrite the From: header, preventing your staff members from replying to the email. To fix this, check the "Append From: to Reply-To:" box at the bottom of the Modifications tab.
- Gmail will sometimes report that there are fewer emails present in the Inbox that there actually are. Using POP3 instead of IMAP4 may help with this.
- Gmail does not always delete the emails that Round-Robin Mailer tells it to delete. If this is a problem, go to Gmail settings > See all settings > Forwarding and POP/IMAP. If using POP3, set "When messages are accessed with POP" to "Delete Gmail's copy". If using IMAP4, set "When I mark a message in IMAP as deleted" to "Auto-expunge off" and set "When a message is marked as deleted and expunged from the last visible IMAP folder" to "Immediately delete the message forever". Click the "Save Changes" button.
- A free Gmail account will only relay 100 emails per day.
- You may need to go to https://myaccount.google.com/security and enable "Less secure app access".
- When using POP3, you may need to add the "recent:" prefix to the user name. This is described at the bottom of this page.
c:\RRM Logs\log ?.txt
- The "Unavailable" column in the Staff table.
- The "Schedule" column in the Staff table.
- The "Percentage" column in the Staff table.
- Group membership.
- Permanent relationships.
- 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.
Another possibility is that a staff member's spam filter is blocking the forwards. It is important to enable the "Archive Outgoing Emails" feature so that you can go back and look at the forwards and who they went to. Likewise, it is a good idea to keep a history of log files. 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.
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.
- Verify that "Archive Incoming Emails" is checked (located on the Settings tab).
- The "Delete Emails" 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.
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.
- The "Send Bounces To" field should be an email address that is local to the server.
- The "Send Bounces To" address may need to match the SMTP User Name (especially with Office 365).
- The connection was broken.
- Too many emails have been sent in too short a time. For example, Gmail has a limit of 100 emails per day.
- Yahoo's free email accounts have restrictions such that they are unusable with Round-Robin Mailer.
- The email is too large.
- The server does not like the content of the email.
- Rarely: the destination email address may be invalid.
Look in the Log. Near the 4640 error, you may find a message that originates from the server. This could explain exactly what it doesn't like. Failing that, only the mail server's administrator will be able to identify and fix this problem.