By configuring domain authentication (SPF or DKIM) settings for bulk email, you can show that emails are sent from a legitimate server and not spoofed. This reduces the risk of emails being misidentified as spam. Also, messages such as "via sansan.com" will no longer appear in some email clients.
Key Points
- Use of this function requires admin access.
- Some records need to be registered in the DNS of the target domain you're using. Ask your network admin about specifics.
- Once this setting is made, bulk email will not be available for non-configured domains.
- You can add up to 10 domains with this setting.
Details
The domain authentication setting allows Sansan to prove it is authorized by the domain administrator of the “From" email address to send email.
Each record is described as follows.
MX record
- Sansan uses this information for proving domain ownership to the email delivery provider used by Sansan.
- It does not interfere with sending/receiving email on an existing domain because it sets records for a subdomain of the existing domain.
First TXT record (SPF record)
- Used for SPF authentication.
- When domain authentication is configured, the “From” envelope of the delivered email will be a subdomain of the registered domain.
- Example: When setting the example.com domain, the “From” envelope is sansanxxxxxxxx.example.com (subdomain of example.com, where xxxxxxx is a random character string).
- This setting is needed to respond to the inquiry of the IP address of the source email server for SPF authentication, which is performed for “sansanxxxxxxxx.example.com”.
- It does not interfere with SPF authentication of the existing “example.com” domain because it sets a record for a subdomain.
Second TXT record (DKIM record)
- Used for DKIM authentication.
- When domain authentication is configured, the registered domain will be used as the DKIM signature for emails delivered.
- Example: When setting the example.com domain, the DKIM signature will be example.com and the selector will be xxx (a random character string).
- This setting is needed to respond to the public key query for DKIM authentication, which is performed on the “xxx” selector in “example.com”.
- The selector is a random character string and won't interfere with DKIM authentication with existing selectors.
Steps
Registering DNS records
1. Click "Admin Settings" > "Domain Settings".
2. Enter "Sender Domain".
3. Register the displayed records in your domain in "DNS Settings".
*1 There is no impact on the existing email delivery environment because a dedicated subdomain is allocated for email delivery use.
*2 It may take up to 48 hours for the registered information to be reflected.
4. After confirming that the records are effective in the DNS, return to the domain authentication setup screen and click the "Verify" button. If the settings are correct, the status will be "Active".
Checking DNS records
Click on the domain name in the list to see the DNS records needed for configuration.
Deleting the domain
Select the target domain and click "Delete".
Frequently asked questions
Q. Even after 48 hours, I'm still getting an error message on the Sansan screen.
A. There may be a problem with the DNS records you entered. Use a command that queries DNS, such as "Dig", to check if the DNS records are reflected. If the ANSWER is empty, it means the record doesn't exist or isn't being reflected. Please review and revise the settings.
| Command (example) | Type |
|---|---|
| dig mx sub.example.com | MX |
| dig txt m1._domainkey.sub.example.com | TXT |
| dig txt sub.domainkey.example.com | TXT |
Q. I checked with the "Dig" command and there's no problem, yet it's not working. What else might be wrong?
A. Please check the following.
-
Domains in DNS records may be automatically converted
Some registrars will automatically add the domain name to the end of the DNS record. For example, "mail.example.com" may be converted to "mail.example.com.example.com". In that case, if you register only a subdomain ("example"), it will be converted to the correct domain. When adding DNS records, follow the rules for existing records. -
“v=DKIM1” is indicated in the DKIM VALUE
Although we recommend that the VALUE in the general DKIM record be stated, the authentication may not succeed, so please remove it and try again. -
TXT record is split
"k=rsa; t=s; p=..." Check if enclosing the TXT VALUE in quotation marks like this solves the problem. -
There are duplicate DNS records.
Make sure there are no duplicates of existing MX or TXT records. -
Underscores cannot be used
Some registrars don't accept underscores. Unfortunately, the domain setup cannot be completed correctly if this is the case with your registrar. -
Spaces
Make sure there are no extra spaces in the domain name.
Q. What should I do if selecting recipients for bulk email delivery does not complete because of an error?
A. To specify an email address that includes “@gmail.com" or “@googlemail.com", you need to set domain verification. Please set it or remove the recipient. If an error message appears and recipient selection cannot be completed, “@gmail.com” and “@googlemail.com” will be temporarily removed from the recipient list for delivery.
Here's what to do
- Search for “@gmail.com” and “@googlemail.com” in the search window at the top of the contact screen.
- Add a special tag to the contacts/cards shown in each search result.
- Use Advanced search to search for contacts that include tags for delivery and do not include tags assigned in step 2.
- Add a new delivery tag to the contacts shown in the search results.