The SoftwareKey System has many features to automate license management for your company, including sending various email notifications to your customers. Because the content and branding are completely customizable, there are important considerations for choosing the "from" address of these emails.
Free Email Service Providers Can't Be Used
If you use a free email service provider such as gmail.com, aol.com, outlook.com, yahoo.com, etc., you should not send emails from that email domain (e.g. firstname.lastname@example.org), as this is not allowed by these services for security reasons.
- To improve email deliverability, you should always send email from your company's domain name - presumably whatever domain name is powering your website.
- Note that if you are using a paid gmail account to accept email for your company's domain name, this article does not apply to you as long as you are always using a "from" email address pointing to your company's domain name instead of gmail.com.
Only company email addresses like email@example.com should be used!
Summary of the Problem
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 difficult or even impossible to use these email address when sending messages through other systems:
- Sender Policy Framework (SPF)
- Domain-based Message Authentication, Reporting and Conformance (DMARC)
If emails from your SOLO Server Automation account are not being delivered, the problem is most likely caused by your IT department using SPF or DMARC policies to prevent anyone from impersonating your company to send malicious or phishing emails (which can lure unsuspecting users into providing sensitive information to hackers).
Our company uses a commercial 3rd-party service for sending emails, and they have a mechanism in place to configure your company's Domain Name Service (DNS) records to reliably send emails on behalf of your company.
For further guidance, please have the appropriate person in your company's IT department contact us regarding DNS administration.