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    • Email Address Configuration

    Owned by Kyna Finch
    Last updated: Feb 23, 2024
    3 min read

    Emails sent from the platform have a variety of triggers, more information about transactional emails can be found here: Comments and Email Notifications.

    This documentation gives an overview of the options available for choosing from which email address you would like customers to receive transactional emails sent from the platform.

    Choosing one of the two options provided below will ensure that emails sent from your platform will be successfully delivered to the customer’s inbox. Complete setup is important to avoid issues with emails being blocked or quarantined by your customers’s mail provider.

    There are currently two options available for email address configuration. Please click on one of these options to read more and see examples for each scenario.

    1. Using the 3YOURMIND email domain

    2. Using a freely chosen email address (Recommended Option)

    Using the 3YOURMIND email domain

    This option provides the quickest solution to configuring your email-from address for transactional emails. Customers who receive an email from the platform, will receive this email from noreply@3yourmind.com, as shown in the screenshot below. It is possible to customize the name which appears in the sending-from information (e.g. OnPoint Parts), however the email-from address will be noreply@3yourmind.com.

    image-20240202-132050.png

    Advantages

    • This option requires minimal set-up.

    • The 3yourmind domain used in the email address is fully verified. Therefore, there will be no issues with email deliverability.

    Disadvantages

    • Less customization - the email-from address will include the 3yourmind domain.

    • The noreply@3yourmind.com inbox is managed by 3YOURMIND and cannot receive mails. If a customer responds to this email, the email will not be delivered and the customer will receive a bounced email response.

    Setting the 3YOURMIND mail-from address

    To configure the email-from address to noreply@3yourmind.com. Please follow the steps below:

    1. In the Admin Panel, go to B3_Organization > Oganization themes

    2. Expand the ‘Email Footer’ section

    3. Specify the platform name and email-from details in the following format [Platform Name <noreply@3yourmind.com>]. The required formatting is shown in the example below.

    image-20240202-134136.png
    B3_Organization > Oganization themes > Email Footer

    Using a freely chosen email address (Recommended Option)

    If you already have an email address which you use to manage enquiries, then this address can also be used as an email-from address for transactional emails from the platform. For example, info@customer.com.

    To ensure that the emails sent from this address are received by customers using the platform and to avoid deliverability issues, the necessary DKIM and SPF records which we generate for this domain must be added to your DNS server.

    This will require the input of the 3YOURMIND Technical Support team and the ability for you to access and add records to your own DNS server. Please contact our technical support team for more information.

    Advantages

    • Customers will receive emails from an email address with your platform domain.

    • This email inbox will be managed by you.

    Dependencies

    • Some extra setup is required to create the DKIM and SPF records for your domain, requiring input from the 3YOURMIND Technical Support team. Both the email address and the domain must be verified.

    • You must have the access and capabilities to add the generated records to your own DNS server.

    • If these records are not verified, the deliverability of your emails could be impacted.

    Configuration Steps:

    The high-level steps to configure the necessary DKIM and SPF records are outlined below. Please note that specific steps may vary depending on the DNS hosting provider's interface and DNS changes may take up to 72 hours to propagate. You can check whether the DNS propagation has been successful using tools or websites that provide DNS lookup services.

    1. After informing the Technical Support team of your chosen email-from address, the DKIM public and private keys, as well as the SPF (MX and TXT) records will be generated and these will be provided either by the TS team or your Project Manager.

    2. Login to the DNS hosting provider's portal.

    3. Navigate to the DNS management section.

    4. Add the three DKIM records of Type CNAME.

    5. Add the MX and TXT records for SPF configuration.

    6. Once the records have propagated successfully, set the email-from address in the admin panel using the following steps, except using your custom email address instead of noreply@3yourmind.com: Setting the 3YOURMIND mail-from address.