People that use OfficeR&D's members portal receive emails for various events in the system - when they book a meeting room, when an invoice is raised, when they request a password reset and so on. All these emails by default are sent on behalf of firstname.lastname@example.org.
If you want to use a different email address to act as the sender of the OfficeR&D automated emails, you need to define it in the From Email filed available under Settings/Account.
When using a custom email address to send emails from OfficeR&D, there are several steps you should take to ensure that your messages don't get caught in your members' spam filters. We require an SPF and DKIM records to be added in your domain DNS (Domain Name Service). We also recommend that you add a CNAME record.
Below, we'll walk you through how to add and configure each step.
Verifying Your Domain
SPF (Sender Policy Framework) is an anti-spam technique used by email services to ensure the email they are receiving is really coming from your email server. To enable it, you'll need to add entries to your domain's DNS records. This will tell your customers' email servers that the emails they're getting are legit.
DomainKeys Identified Mail (DKIM) is an authentication mechanism to help protect both email receivers and email senders from forged and phishing email.
The steps for enabling the domain verification might be different based on your email server specifics and we will go over the basic steps you'll need to follow.
- Navigate to Settings/Account.
- In the From Email field click on Verify to let the system verify the email domain.
- Click Enable to enable and verify the new domain name.
NOTE: You'll need to have administrative access to your domain DNS to complete the next set of steps.
- Sign in the DNS provider for your domain.
- Open your DNS records for editing.
- Add a TXT (SPF) record with key "<domainName>" and value:
v=spf1 include:spf.officernd.com ~all
If you are using multiple email servers and you want an SPF record for each of them, you should NOT set up a separate TXT record for each. Instead, you need to include the different servers in the same record. Example: ‘v=spf1 include:myemailserver.com include:spf.officernd.com ~all’
- Add a TXT (DKIM) record with key "rndemail._domainkey.<domainName>" and the value copied from the "Add DKIM record" section in OfficeR&D.
- Set a CNAME record with key "rnd-email.<domainName>" and value:
IMPORTANT: It may take up to 24-48 hours for DNS changes to fully propagate.
To validate the operation:
- Go back to OfficeR&D and navigate to Settings/Account.
- Click Verify. If all three records (SPF, DKIM, SNAME) tasks are recognized as Completed in OfficeR&D, you will see an Active tag underneath the From Email field. Otherwise, they will be tagged with a Pending status.
- Click Update.