Read this to learn about the purpose and functionality of the Email Configuration tab in the Supplier Portal.
What is the purpose of the Email Configuration tab?
The Email Configuration tab on the Supplier Portal serves a critical role in enhancing the security of communications between suppliers and customers. Here’s what it does:
- Lists Authorized Email Addresses: It displays all email addresses that are authorized to contact customers on behalf of the supplier.
- Security Enhancement: By controlling which email addresses can send communications to customers, it adds a layer of security, ensuring that only approved addresses are used, especially important in the event of an account breach.
How does the Email Configuration tab work?
To manage your authorized email addresses effectively, follow these steps:
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Access the Email Configuration tab: Navigate to this tab in the Supplier Portal, part of the Account Management page.
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Add new email addresses: Click on ‘Add New Email’ to include a new address that can contact customers.
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Edit existing email addresses: Select an existing email from the list and make necessary modifications by clicking on 'Edit' icon.
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Delete unwanted email addresses: Remove any email addresses that should no longer have authorization to contact customers by clicking on the 'Delete' icon.
- Review changes: Ensure all listed email addresses are correct and only those necessary have access to communicate with customers.
Adding Multiple Emails Using the Same Domain:
If you need to authorize multiple email addresses under the same domain, you can do so easily by:
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Specifying the domain: Simply enter the domain preceded by an '@' symbol (e.g., @yourcompany.com). This will allow all email addresses under that domain to contact customers.
Caution when using the domain feature:
Exercise caution when using this feature. It is intended for suppliers who use external systems to manage their email communications, which generate new email addresses for every contact. This feature should not be used to allow all email addresses from a common domain (e.g., @gmail.com) when only specific addresses are necessary. Misuse of this feature can lead to security vulnerabilities and unauthorized access.
What is a domain?
A domain is the part of an email address or website URL that follows the "@" symbol in emails or precedes the first slash ("/") in a URL. It uniquely identifies a business or organization on the Internet. For example:
- @google.com for Google
- @microsoft.com for Microsoft
- @amazon.com for Amazon
What happens if an unauthorized email address attempts to contact a customer?
If a supplier tries to contact a customer using an email address not listed in the Email Configuration tab, the system will not deliver the message. Instead, it sends an explanatory email back to the sender, informing them of the non-delivery due to the email address not being allowlisted and provides instructions on how to add the address to the list.
What to do in the event of a suspected account breach?
In the event of a suspected account breach, it is crucial to prevent any unauthorized changes to your email list:
- Contact GYG Support Immediately: Reach out to GetYourGuide support staff who can help secure your account and prevent any unwanted changes to the email list.
Actionable Tip: Regularly review and update the Email Configuration to ensure all active email addresses are listed and any outdated or unauthorized addresses are removed. This practice helps maintain the integrity and security of your customer communications.
The Email Configuration tab is a vital tool for maintaining secure and effective communication with your customers. By carefully managing this list, you can protect your customer interactions from potential security breaches and ensure compliance with best practices.