Email Designated as Spam
This article outlines different ways that email within SmartSimple can be configured, and how each method affects the likelihood of your email being identified as spam.
We strongly recommend SMTP Relay to your company's internal SMTP server. It is by far the best way to avoid your emails being misidentified as spam.
Many spam filters use something called Reverse DNS Lookup to help identify spam. In basic terms, this process looks at the address of the server that sent the email, and compares it to the email address listed as the sender of the email. If these two addresses do not match the email is more likely to be identified as spam.
- SMTP Relay: SmartSimple provides the ability to forward all emails generated within SmartSimple to your company's internal email server. The emails will then be sent to the end recipient by your company's email system rather than by SmartSimple. The address of the server that sends the email will thus match the sending email address (the from address). This method is the most effective in preventing your emails from being designated as spam.
- The alternative option is to allow the SmartSimple server to send the email directly using its built-in email service. The address of the server sending the email will not match the sending email address, so the email is more likely to be designated as spam by the recipient. There are options to mitigate this, as discussed below.
- Individual users can also configure SmartSimple to use their personal email account for manually sent emails, and/or use the SmartSimple Outlook Add-in.
Global Configuration Options
There are two ways that emails sent from your SmartSimple system are handled. These apply to all users of the system.
Preferred Option: SMTP Relay
- Once set, these values will override the use of the built-in SMTP server and ALL emails will be channeled through the designated server. This will affect the following system areas:
- When using the Forgot Password link on the Login Screen, the email containing the password will not be relayed via your specified SMTP server. Forgotten password emails are always sent by the built-in SmartSimple SMTP service.
Alternative Option: Using SmartSimple's built-in SMTP server
- If the SMTP Relay is not configured, emails will be sent using the built-in SMTP service on your SmartSimple server.
- The major disadvantage of this approach is that the reply address (your login address) will not match the domain sending address, and therefore the odds that the email will be blocked by spam filters and servers is very high.
- This may not apply to clients on a dedicated server using their own domain address for the SmartSimple server.
- We only recommend this approach as a last resort when sending email. We do not recommend it be used on an ongoing basis.
- If possible, set up a PTR or SPF record on your company's DNS to facilitate reverse DNS lookups of mail originating from the SmartSimple server.
- Important: Any email sent to addresses in your own company's email domain have a very high likelihood of being designated as spam. Any emails that are sent by the SmartSimple server to email addresses within your organization may be rejected by your server if the return address is from your domain. This happens because these emails do not originate from your company’s email server. You may need to configure your company's email server accordingly, or use a different domain as the "from" address. This will not impact users outside of your email domain (this only affects emails in which the sender address domain and recipient's address domain are the same).
Individual Configuration Option
Individuals have two options for manually sending email that will bypass the global e-mail option configured above:
- Personal Email Account
- Microsoft Outlook Plug-In
Both these options will only apply to emails sent manually by the individual user that has enabled them. It does not apply to Workflow emails or Email Broadcasts.
Personal Email Account
Each individual user of SmartSimple has the option of configuring SmartSimple to use their own personal email account when they create email within SmartSimple. This will only apply to emails sent manually by a user that has enabled this.
- See Setting up an Email Account for instructions.
Note: Your system administrator may have disabled this option. When enabled, it is normally made available only to internal users.
- Note: Emails sent via Workflows and Email Broadcast will still be sent using the Global option above (SMTP relay or the built-in SmartSimple SMTP server, whichever is enabled). This only applies to emails sent manually from within SmartSimple, and must be configured by each user individually.
- When using this approach the reply address will match the domain sending address, and therefore the likelihood that the email will be blocked as spam will be greatly reduced.
- We strongly recommend this approach if SMTP Relay is not in use. As noted above it will only apply to individually sent emails and not to Workflow emails or Email Broadcasts.
The SmartSimple Outlook Add-in allows you to send emails using Microsoft Outlook on your computer (if you have it installed). The emails are uploaded to SmartSimple and then attached to the SmartSimple contacts or Level 1 records in the system.
- Emails sent using the Outlook Add-in are sent the same way as any other email in Microsoft Outlook. Accordingly, the likelihood of the email being designated as spam is low.
- Note: You must have the ability to install programs on your computer in order to use the Outlook Add-in.
- See SmartSimple Microsoft Outlook Synchronization for instructions on installing and using the Outlook Add-in.