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How do I set up mail routing rules on CRM 4.0

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Last Modified: 2013-11-30
Good Day Everyone

                Situation overview
                1.      I have a CRM is able to do email newletters to the mixed multitude of users within an
                      internal organisation as well as users that are outside the organisation
                                  a. Currently my CRM is set up to use an external SMTP server to send the email
                2. The result that we have notice is this
                                  a. Internal users are recieving their email very slowly, as in 10 hours late
                                  b. External users are recieving their email iimmediately.
                3. We once thought that it could be a spam filter work, but there is no emails trapped in the filter
                4. There is an MS Exchange server, within the organisation

                We would want to know whether this is possible
                 a. Create a mail routing rule in CRM, to allow internal emails to be sent via exchange
                 b. External emails to be sent by the external SMTP
               
                 If not, is there any other suggestions that can be given, our main objectives is still to send out all the newletters immediately. Is there any good reference site we can refer to?


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Commented:
Why not let Exchange do all the routing?
Just point your CRM to the Exchange SMTP server and configure Exchange to allow relaying from the CRM machine.

Commented:
So your CRM server is set up for SMTP and is being used to send mail directly?

This is a recipe for getting on Spam Blacklists.  I would simply set up the SmartHost on the SMTP for the CRM server so that it forwards the email to the Exchange server.  This should as MNH1966 indicates allow Exchange do all the necessary routing.

Author

Commented:
The reasons for not using the exchange server was because the server is owned by mycustomer, and they have disabled their SMTP. They have specifically refuse to allow us usage of their exchange.

The CRM SErver, has a setting to allow us to set a SMTP server (An example can be seen here)
http://ts2community.com/blogs/larrylentz/archive/2008/02/16/configuring-crm-4-0-e-mail-router.aspx 

As it looks like there are possiblities to set up multiple SMTP connections, i was wondering whether we can set up email rules there

Commented:
OK, so I am a little confused.

What server are you using for Outbound (Outgoing) in the CRM deployment?  It isn't the Exchange server on premise, so is it the CRM server or another server WITHIN the domain, or are you going outside the domain?

My curiousity is because if you are going outside the domain, and then BACK for the internal users, the Exchange server and Spam filter could be very confused how messages that are to users within the domain are coming from OUTSIDE the domain.

so the client disabled SMTP on their Exchange server? Does this mean they aren't emailing outside their organization?

Author

Commented:
ACtually I am the vendor to them, our access to their exchange server is not allowed.

Initially in the project, we were using the exchange server SMTP, but the client did not allow us to use it, We ended up using the ISP SMTP services to send emails from CRM.

The strange thing is, the external users (Not in the domain) can recieve it on time
Internal users (within their domain) recieves it 10 hours later.

So we had not choice but to think whether its possible to route the internal emails using their exchange server.  The situation is that strange because we do not control the infrastructure here

Author

Commented:
Just to add.  we have checked the spam filter to see if any messages are stuck, but there is no entry that the spam filter had captured the message.

Commented:
Hmm,

Off the top of my head, I might be inclined to set up SMTP on the CRM server, then use THAT for your first "hop" from the Outgoing connector.

Set up the SMTP virtual default to Smart Host to the ISP SMTP, but add a Domain Name for the local domain and allow it to attempt local delivery.  You may have to play with the settings a bit.

Author

Commented:
Good DAy WIly Guy

          Thank you for your message, currently I am trying to advise my team to try configuring the SMTP SErvice, WOuld i be able to ask you whether is there a simple documentation regarding SMTP configuration?

       We were thinking of using the inbuilt SMTP on the windows server.
Commented:
This one is on us!
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