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Emails In and Out of GrowthZone: What do they look like?

Updated
The Goal: Understand what the From address, Reply To address, and Archive address look like to email recipients when staff send emails from GrowthZone, and how replies are recorded in the system.

Before You Begin:

  • This is a reference article — no steps to perform. See Verify DNS for information on verifying your email domain.

Friendly Name

Staff who send an email from GrowthZone via the GrowthZone email editor will be seen in the recipient's inbox with the friendly name that shows up as the staff name under Settings, Staff & User Access section, Staff Users. 
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Sent From

The Sent From email address will be the address the staff person sends from — unless the email domain they send from is not verified. In that case, the Sent From address will use the growthzonemail.com domain, with the sender's email address in front of the @ sign.

Example: An email sent from george@gmail.com through GrowthZone will appear to the recipient as: george.gmail.com@growthzonemail.com 
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See Verify DNS for more information on verified and unverified email domains.

Reply To

The Reply To address the recipient sees when clicking Reply is an automatically generated Reply-to token, which both routes the response to the intended staff recipient and records the reply in GrowthZone's communication history under that contact's record.

Example format: reply-<random characters>@<association domain>.growthzoneapp.com 
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Recommended: The recipient should leave that reply address as-is and not change it. This routes the reply to the staff person's inbox AND records it in GrowthZone. The same applies when staff reply back — leave the Reply To address unchanged so the thread is recorded. If the Reply To address is changed to the actual recipient's address, the thread is broken and no record of that response is stored in GrowthZone.

Archive Address

Using the archive@ email address is only necessary if staff are starting a new email to a contact from their own email client (not from GrowthZone). Including the archive address ensures that email is recorded in GrowthZone.

Important: Do not include the archive@ address on emails that are also being sent to the automatically generated Reply To address. This creates duplicate copies in GrowthZone:

  • The email shows in Marketing & Communication, Communication section, Unmatched Emails
  • A duplicate copy appears in the communication history
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See Logging Messages sent via Outlook (or other email service) for more information about the Archive address.

GrowthZone Communication History Summary

  • Emails sent from GrowthZone are always recorded in the communication history.
  • Replies to GrowthZone emails are also recorded as long as the auto-generated Reply To address is not changed or replaced (applies to both the original recipient and any future replies).
  • The same record-keeping happens for bulk emails sent from GrowthZone.
  • Emails sent from outside GrowthZone (another email client) will be recorded in the communication history only if the archive email address is included. Replies to those emails will not be recorded.

Common Pitfalls

  • Changing the Reply To address breaks the thread: If a recipient or staff member changes the Reply To address to a regular email, GrowthZone cannot record the reply. Leave the auto-generated reply-xxx address unchanged to maintain the full communication thread.
  • Don't add the archive address to emails that already use the Reply To token: This creates duplicate entries in Unmatched Emails and clutters the communication history. Use archive@ only for new emails originating outside GrowthZone.

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