The SoftwareKey System has many features to automate license management for your company, including sending various email notifications to your customers that are branded to come from your company. When developing the email templates used to send messages to your customers, you must choose which of your company’s email addresses should be in the “from” field.
If you use a free email service provider such as gmail.com, aol.com, yahoo.com, etc., you should not use that email domain in your SOLO Server configuration for any email addresses.
Today most spam email is being sent through either hijacked email accounts or through free email service providers. For this reason, free email service providers have started leveraging new email security standards to make it more difficult to use these email address when sending messages through other IT infrastructure, including services like SOLO Server.
If emails from your SOLO Server account are not being delivered, the problem is most likely caused by DMARC policy, which essentially prevents anyone from impersonating you or your company to send malicious or phishing emails (which can lure unsuspecting users into providing sensitive information to hackers).
If you use a third-party email service such as Gmail, Outlook, Office 365, Yahoo, AOL, etc…, and you are attempting to configure SOLO Server to send emails from the services domain (e.g. firstname.lastname@example.org), this is not allowed by these services.
You should always be using an email address like email@example.com to send email.
If you have your own domain already configured, you will need to check and possibly revise its DMARC policy to allow SOLO Server to send emails. See the additional resources below for further guidance from popular mail services.
Some additional DMARC resources:
SPF stands for Sender Policy Framework, which is another email security standard used to handle email sender validation for a domain. In addition to reviewing your domain’s DMARC configuration, it is a good idea to review your SPF record.
Here is a link to two free online SPF record testing tools:
Your SPF record advertises who is allowed to send email for your domain. Since the email is being sent from your domain, the DNS zone file for your domain would need to be changed.
Different email servers will handle SPF records differently. We would recommend a simple change to your DNS zone which will potentially increase the deliverability of emails sent from SOLO Server.
We recommend adding “include:spf.softwarekey.com” to your existing SPF TXT record. This advertises to the world that we are allowed to send email on your behalf.
Additional SPF resources:
DMARCIAN SPF Survey: This tool will look specifically at your SPF record and let you know if there are any concerns. You can use this information when you call your webhost to ensure that you are setting yourself up for success.
Need additional help?
Please contact us or your IT professional if you need further guidance on any of the information in this article!
Abram Pousada is one of the passionate Software Engineers with SoftwareKey.com. He started his career with SoftwareKey.com when he was in high-school and has been with the company for over a decade. After-hours, the self-proclaimed geek enjoys a variety of engaging hobbies ranging from even more programming to video games and mountain biking.
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