- Why am I seeing this Email Warning?
- Why would emails be more likely to get flagged as Spam?
- How do I fix this?
- I’m not allowed to create an SPF record for my domain!
- How do I know my SPF record is correct?
- Is there a way to remove the error without an SPF record?
Within Configure your Site > General Settings > Emails, within the Default Sender Address field, when a site is making use of a custom sender email (other than the default firstname.lastname@example.org) recipients of your emails are more likely to flag your emails as spam. If your email domain does not have an SPF Record applied to it, the system will display the above warning.
When a site is making use of a custom email sender address, the recipient sees that the sender is from one domain (i.e. email@example.com), and the mail server is from another (i.e. FluidReview). As a result of this mismatch, there is an increased chance that mail can be marked as spam, especially in cases of sending out to larger institutions with stricter mail filtering and holding processes (i.e. government, educational facilities, or large corporations).
NOTE: This is a process that would need to be updated on your end and we would be unable to provide assistance in regards to this.
In order to ensure mail being sent through your custom sender address is sent through normally, we are recommending that clients using our services create an SPF record for their domain. In most cases, the only information you require to achieve this is the IP address provided through the warning message:
The SPF record gives our mail server permission to send emails via any email address on your web domain, specifically this means we are permitted to send emails through FluidReview from your custom sender email address. Additionally, that email address can be switched out for any other sender email address on your domain once the SPF record has been set up.
The IP address listed above, and in the warning message, can be provided to your IT department for implementation.
There are bound to be some cases where setting up an SPF record is not possible, in those cases we recommend setting up a subdomain, and using an email address from that. The SPF record can be tied to the subdomain without impacting your domain. Again, your IT department should be able to set this up for you. If this method is also not possible, please get in touch with support so we can discuss any other options.
If you do not have a technical team to make these changes, the only other alternative would be to revert the default sender address to be firstname.lastname@example.org. For more information you can refer to Is there a way to remove the error without an SPF record?
When the SPF record has been set up successfully, the warning message will be removed from your site right away! The warning message is consistently checking the SPF record on the custom email entered in the sender address field in your General Settings, as soon as we verify a successful record the warning message will be removed.
TIP! There are also online tools that you can use such as MXToolbox which will allow you to troubleshoot your SPF record, if the warning is still appearing after you believe to have applied the record.
At present time the only option if you do not wish to set up an SPF record would be to revert the sender email address to email@example.com, which is our default sender address, and is already linked with our mail server.
To make this change:
- Click on Configure your Site
- Go to General Settings
- Go to Emails
- Update the default sender to be "Site/Admin Name" <firstname.lastname@example.org>