Custom From Email

Introduction

People that use OfficeRnD'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 no_reply@officernd.com.

If you want to use a different email address to act as the sender of the OfficeRnD automated emails, you need to define it in the From Email filed available under Settings/My Account -> Emails tab. Alternatively, you can set up different custom "From" addresses for each of your locations from a location's Emails tab. You can read more about the way to set up different emails in this help article.

When using a custom email address to send emails from OfficeRnD, there are several steps you should take to ensure that your messages don't get caught in your members' spam filters. We require SPF, DKIM and CNAME records to be added in your domain DNS (Domain Name Service).  

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.

  1. Navigate to Settings/Account.
  2. Enter your custom From Email into the field.
  3. In the From Email field click on Verify to let the system verify the email domain.
  4. If you get a "This domain is not enabled" warning, click Enable to enable it 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. 
  5. Sign in the DNS provider for your domain.
  6. Open your DNS records for editing.
  7. 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:spf.officernd.com include:myemailserver.com ~all’
    Please always place spf.officernd.com first, this way it will be resolved even if the other SPF records exhibit issues. 
  8. Add a TXT (DKIM) record with key "rndemail._domainkey.<domainName>" and the value copied from the "Add DKIM record" section in OfficeRnD.
    customEmail.png
  9. Set a CNAME record with key "rnd-email.<domainName>" and value:  
    rnd-email.officernd.com
IMPORTANT: It may take up to 24-48 hours for DNS changes to fully propagate. 

Configuring the DKIM record in Namecheap

In some hosting providers such as https://www.namecheap.com/, when you configure the DKIM record as TXT:

  • the host part should contain rndemail._domainkey (you shouldn't add the domain name)
  • the key needs to include v=DKIM1; and it looks like this:

v=DKIM1; k=rsa; p=MIGf.......(key continues)

Configuring the DNS records in Cloudflare

If your hosting provider is https://www.cloudflare.com/, you'll find that as you configure the DNS records, you'll be asked to define the records as "proxied" or "DNS only". Make sure you're using the "DNS only" option, as proxied records cannot be verified by OfficeRnD.

Verify the From Email in OfficeRnD

  1. Go back to OfficeRnD and navigate to Settings/Account. 
  2. Click Verify. If all three records (SPF, DKIM, CNAME) tasks are recognized as Completed in OfficeRnD, you will see an Active tag underneath the From Email field.  Otherwise, they will be tagged with a Pending status.
  3. Click Update.
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