Email Sending Priority: Which From Address Sparkforge Uses

By Sparkforge Support Team ·Last reviewed May 3, 2026

Sparkforge picks the sender email based on a fixed priority order that depends on whether the email is manual or automated and whether the contact is assigned. Override it at the workflow, template, or 2-way sync level.

Every email Sparkforge sends has to pick one From name and address. The choice depends on whether the send is manual or automated, whether the contact is assigned to a user, and what addresses you’ve configured at the location and agency level.

Sender Priority by Send Type

Manual Emails

The logged-in user’s email is always the sender, whether the contact is assigned or unassigned. If 2-way email sync is connected, the sender shows as the integrated mailbox (Gmail or Outlook).

Automated Emails (Workflows / Campaigns)

Source	Unassigned Contact	Assigned Contact
Workflow / campaign settings	1st priority	1st priority
Assigned user email	N/A	2nd priority
Location email	2nd priority	3rd priority
Agency email	3rd priority	4th priority

Review Request Emails

Always sent from the logged-in user’s email.

Appointment Confirmation Emails

Sent from do-not-reply@replies.yourdomain.com (depending on the Mailgun subdomain configured for the location) or from the connected SMTP integration. If the contact is unassigned and you’re using the built-in Sparkforge email service, the location’s Business email is used.

Check Whether a Contact Is Assigned

Open Contacts → Smart Lists and search for the contact.
Or open Conversations, find the thread, and click the contact icon to view details.
The Owner field shows the assigned user (or shows blank if unassigned).

Where to Configure the Sender — Manual

Conversations Tab

The From email defaults to the logged-in user. With 2-way email sync configured, the integrated mailbox is used instead.

Where to Configure the Sender — Automated

Email Templates

Go to Marketing → Emails → Templates → + New and set the From Name and From Email when creating the template.

Bulk Send Email

From Contacts → Smart Lists, select contacts and click Send Email. Set the From Name and From Email before sending.

Workflow Settings

Open Automation → Workflows, edit the workflow, click Settings, and use Configure Sender Address to set the default for every email step in that workflow.

Workflow Send Email Action

Within a workflow, the Send Email action lets you override the From Name and From Email per step.

Common Issues

Outlook Shows a Long Sender String

Outlook displays sender info differently than Gmail. The same email viewed in Gmail shows clean sender details. Configure the sender domain to match your Mailgun domain to minimize the issue.

Gmail Shows “Sent Via”

Use the same sender email domain that matches the Mailgun domain configured for the location. Mismatched domains trigger Gmail’s “sent via” notice.

FAQ

See common questions on sender priority below.

Frequently Asked Questions

Why is my workflow email coming from the agency address instead of the location?

The workflow has no sender override and the location email isn’t configured. Set the sender at the workflow level or add a Location email under settings.

Does 2-way email sync change the sender on automated emails?

No. 2-way sync only changes the sender on manual emails sent from the Conversations tab. Automated emails follow the workflow priority rules.

Can I force every email to use one address?

Yes. Set the sender at the workflow level (or per Send Email action) and it overrides the location and agency defaults.

What sender goes out on review request emails?

Always the logged-in user’s email. There is no override at the location or workflow level for review request sends.

Why don’t replies come back to the right inbox?

Reply routing follows the From address. If the From is the logged-in user, replies go there. For team-shared replies, configure 2-way sync or use a shared mailbox.