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. 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 organization’s domain. Therefore, email setup is crucial not only for successful email sending but also to reassure your contacts that incoming emails are indeed originating from you.
Note
RecMan does not guarantee email delivery unless email settings have been configured and set up correctly. For questions or inquiries regarding assistance setting this up - please contact support@recman.no.
Sent emails
This is an overview of sent emails and message info. This is a useful overview to see all outgoing emails from RecMan, and 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.
- Press the email row to view more information.
- 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
The domain setting is a new addition to the RecMan system as of November 2023, replacing the ‘SMTP’ and ‘DKIM’ settings, which are now deprecated. Setting up the domain settings is recommended along with SPF to achieve the best delivery from RecMan with this new 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, 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 it contains a URL.
How to set up the domain:
- In domain settings, add your domain, e.g., “recman.no.”
- With your domain added, click “DNS records” to reveal 3 rows of CNAME records that can be added to your DNS provider.
- 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 nice way of ensuring that system-generated emails sent using an email address containing your domain address are properly delivered.
How to set up SPF:
- In email settings for SPF, add your domain, e.g. “recman.no”
- Next, access your DNS provider settings and add “v=spf1 include:spf.recman.no”
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.
Note
If SPF has not been configured, you can leave, e.g., the email address field empty for reply messages set up in the corporation settings: “To applicant” and “To new candidate.” Then, the default sender address will be noreply@recman.cloud.
In this article, you can read about the setup, validation and testing: SPF
Deprecated
DKIM
DomainKeys Identified Mail (DKIM) is an email authentication technique that allows the receiver to verify that an email was indeed sent and authorized by the owner of that domain. This is done by giving emails a digital signature containing a generated private key that can be verified with a public key in the domain.
In this article, you can read about the setup, validation and testing: DKIM
SMTP
Simple mail Transfer Protocol (SMTP) is a protocol for sending email and uses a process called store and forward. SMTP ensures that your email moves on to and across networks. SMTP works closely with something called the Mail Transfer Agent (MTA) to send your communications to the right computer and email inbox.
In this article, you can read about the setup, validation and testing: SMTP
Troubleshooting
For sent emails, see the examples below for what you can expect to see here:
In this case, the system was unable to send through the API integrations set up either in “My profile” or the RecMan email integration. As such, the system sent the email from the default SMTP server instead. Here, the send error is shown 16:18, with the email being sent from the SMTP server as a fallback 16:19.
- Refresh - Refreshes the sent email list.
- Server - Here, you can see which server has been used to deliver the email.
- Warning symbol - indicates an error for the email. Press the email row to get more information.
- Processed and delivered - First the server will start with sending out the email, and there are 3 different statuses for this: Processing, processed and failure. When processed, the email receiver will send back a status message if delivered correctly or if it failed.
- Send errors - If there are errors in step 4, you will be able to read more in detail here about what caused the error. Most useful is the description of the error message.