Email settings

Introduction to email settings

To secure email deliverability for all users and system-generated emails in your RecMan system, it is important to set up the email settings. We recommend setting up SPF (Sender Policy Framework) and Domain to achieve the highest possible deliverability for emails. To access the email settings, you need to have the super admin permission.

If you are unfamiliar with the importance of email setup, it is primarily done to validate the emails sent from RecMan on behalf of your organization’s domain. By default, if nothing is set up, attempting to send emails from RecMan with a name@company.com address may result in the recipient flagging them as spam due to the lack of proper validations configured within the domain. Therefore, email setup is crucial not only for successful email sending but also to reassure your contacts that incoming emails originate from you.

You can read more about different methods of sending emails in RecMan in this article.

Sent emails

This is an overview of sent emails and message info. It is useful to see all outgoing emails from RecMan and ensure that they are being sent correctly. You will find some examples at the bottom of the article.

Outbox

The outbox view lists all the emails in a queue waiting to be sent.

Failed to send email

This view lists all emails that failed when being processed or delivered.

1. Press the email row to view more information.
2. Here, you will see more detailed information about the status of this undelivered email. Most importantly, look at the send errors to get you on the right track when analyzing and troubleshooting the error.

Domain

Setting up the domain settings is recommended along with SPF to achieve the best delivery from RecMan with this send service, and it can be connected to your domain through CNAME.

Adding your domain in the settings creates a domain identity using DomainKeys Identified Mail (DKIM), which you can then verify with your DNS provider. This setup lets us verify the ownership of your domain, and your outgoing emails will utilize the Simple Email Service (SES) service outside of emails being sent through API. A third neat feature is that you will be better equipped to tell if emails are delivered, opened, and even clicked if they contain a URL.

How to set up the domain:

1. In domain settings, add your domain, e.g., “recman.no”.
2. With your domain added, click “DNS records” to reveal 3 rows of CNAME records.
3. Log in to your domain provider and access the DNS settings.
4. Add the 3 DNS records using CNAME. 
5. Afterward, click ‘verify’ to receive a confirmation that this is set up properly. Note that changes to the DNS settings can take up to 72 hours, in case it doesn’t become verified immediately.

SPF

Sender Policy Framework is an authentication method used to specify which email servers are permitted to send on behalf of your domain. This is normally configured as a text record in your domain, and is recommended if you are going to send out emails from RecMan outside of the API integrations available for users. Therefore, having SPF set up for RecMan in your domain is a good way of ensuring that system-generated emails sent using an email address containing your domain address are properly delivered.

How to set up SPF:

1. In email settings for SPF, add your domain, e.g., “recman.no”
2. Next, access your DNS provider settings and add “v=spf1 include:spf.recman.io”

And that’s it! If it’s set up correctly, the status in RecMan should update after a while to show that it has been verified.

In this article, you can read about the setup, validation and testing: SPF

Examples

For sent emails, see the examples below for what you can expect to see here: