Outbound Emails

Kinabase's Outbound Emails feature lets you send emails directly from within your collections

By integrating with Microsoft Azure Communication Services, you can connect a shared mailbox and keep your communications streamlined and consistent.

You can read our guide to Connecting to Microsoft 365 for more details on how to set up Microsoft 365 with Kinabase.

1. Setting Up Outbound Emails

1.1 Connecting a Shared Email Address

1. Go to Settings

   • Click your name or the cog at the bottom-left of Kinabase.
   • Select Settings from the menu.

2. Outbound Emails Tab

   • In Integrations, click on Outbound Emails.

3. + Add Email

   • Provide:
     • Display Name: The friendly name recipients see (e.g., 'Support Team').
     • Email Address: The shared email (e.g., support@yourcompany.com).
     • Provider: Currently, only Microsoft Azure Communication Services is supported.
     • Connection String: Obtain from the Azure portal
       Portal

       A secure, branded web interface you create to share selected data and forms with external collaborators.
       . (See Microsoft’s guide for details.)

4. Send a Test Email

   • Validate that emails go out without errors, by sending one to one of your team.

Need Help?
If you’re new to Azure, check out Microsoft’s official docs on creating an Email Communication resource.

2. Configuring Collections for Email Sending

Once you’ve connected your shared email address in the Outbound Emails settings, you can enable certain collections (like 'Contacts') to send an email from:

1. Open a Collection

   • From the sidebar, pick the collection you want to enable for emailing.

2. Configure the Collection

   • In the top toolbar, click … (Options) → Configure.

3. Go to 'Email' (Under Features)

   • Enable the 'Allow sending emails from default email app' toggle.
   • Add or select the shared email(s) that users can use when sending from this collection.
   • Adjust Permissions
     Permission

     A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
     if needed, deciding who can send outbound emails.

4. Save & Exit

   • Now this collection can send emails from your personal address or the newly added shared address.

3. Sending Emails from your collection

3.1 Selecting Record(s)

1. Open the Collection

   • Example: 'Contacts' or 'Opportunities.'

2. Pick Recipient(s)

   • Check the box next to each record
     Record

     An individual entry within a Collection, like a row in a database table, representing one item or entity.
     you want to email.
   • Tip: To select all records currently displayed, tick the box at the top of the list.

3.2 Compose & Send

1. Select the 'Send Email' option

   • Right-click on the selected record(s), this gives you the same list of options, and select 'Send Email'
   or
   • At the bottom or top of your collection interface, you’ll see a selection bar after picking records. Click the three dots ⋯ to open your options and select 'Send Email'

2. Choose 'From' Address

   • From Me: Uses your personal user email.
   • Shared Email Address: If you connected a shared mailbox (e.g., sales@company.com).

3. Draft Your Message

   • Enter a subject, body text, and (optionally) attach files if your subscription and settings allow.

4. Send

   • Click Send. Each selected contact with a valid email receives your message.

Recipients who lack a valid email field

Field

A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.

or format will be skipped by the system.

4. Managing Permissions for Email Sending

• System Admin or Roles
  Role

  A grouping of permissions you assign to Colleagues to control their access in Kinabase.
  : You can fine-tune who has the ability to send outbound emails.
• Collection-Level: In Configure → Permissions, ensure the user or role has the right to send emails.
• Shared Email Access: Only allow trusted roles to use certain shared addresses (like finance@ or hr@).

Configuring Outbound Emails in Kinabase lets you unify contact data with the ability to send individual or bulk messages, without needing an external tool.

Once your Microsoft Azure Communication Services connection is set and collections are configured, your team can communicate swiftly and professionally, all from within the platform.

If you run into questions or need advanced help, consult our Help & Support or contact your System Admin.