Introduction

Do you send a significant volume or bulk emails regularly (5000 emails or more) from Vtiger CRM via Gmail and Yahoo? Then, you need to authenticate your emails with well-established best practices. 

To protect user inboxes, both Gmail and Yahoo have introduced a new set of guidelines. Email senders must meet these guidelines by February 2024 for mail to be delivered (as expected) to their subscribers.
 

Email Guidelines for Gmail and Yahoo Users

Vtiger CRM users using Gmail and Yahoo to send bulk emails are required to authenticate their sending domains with SPF and DKIM. This will ensure smooth delivery of emails and prevent rate limitations, message blocks, or spam markings. 

Users who do not authenticate their domains won’t be allowed to send any emails from Vtiger CRM. 

Note: 

• Complete the authentication by February 2024.
• Click the links to know more about the new requirements by Google and Yahoo!
• Click the links to  learn more about authenticating emails with SPF and DKIM,

Vtiger recommends performing these checks before:

• Sending email campaigns 
• Sending outgoing emails (Adhoc emails)
• Workflow emails
• Cases email

Following are the requirements you must meet to send bulk emails:

• Email Authentication
  • Mandate strong authentication for significant email volumes - that is, implement SPF, DKIM, and DMARC for sender authentication.

• Easy Unsubscription
  • One-click unsubscribe for email recipients from large senders.
  • Process unsubscription requests within two days.
• Prevent Unwanted Emails
  • Enforce a spam rate threshold to reduce inbox clutter.
  • Maintain a spam-free mailbox for users, as Google has mandated that an email sender’s spam rates should be below 0.3%
• Configure Your DMARC Policy: Set up a DMARC policy on your root domain via your DNS provider. Follow these steps to configure your DMARC policy:

1. Publish a DMARC record (the policy can be “p=none”).
2. Ensure alignment with their SPF/DKIM domains.
3. Implement a DMARC reporting solution (recommended). 

To know more about the DMARC, click here.

Benefits

Following are the benefits of Implementing SPF, DKIM, and DMARC for sender authentication:

• Enhances email security and prevents spoofing and phishing attacks.
• SPF specifies authorized mail servers, reducing spam and preventing email spoofing.
• DKIM adds digital signatures for email integrity and sender authentication.
• DMARC enforces policies, prevents phishing, and provides reporting for visibility.
• Together, they protect brand reputation, build trust, and ensure email security.

Implementing SPF, DKIM, CNAME and DMARC for Sender Authentication

To implement SPF, DKIM, and DMARC sender authentication, consider the DNS provider as GoDaddy. To learn more about adding SPF, DKIM, and DMARC records for other DNS providers, click here.

To watch a video on how to implement SPF, DKIM, and CNAME sender authentication.

Follow these steps to add a SPF or DKIM record to your domain:

1. Log in to your CRM account.
2. Click the User Menu.
3. Click Settings.
4. Click Email Settings under Configuration. You will see a list of sender authentication domains.
5. Click View on the required domain. You will see SPF and DKIM record details.
6. Copy or note down the HOST Key and TXT Value.
7. Now login to your DNS provider.
8. Open the Domain Settings.
9. Select the required Domain.
10. Click Manage DNS.
11. Click Add.
12. Enter or select the information for the following:
    1. Type: Select TXT as type.
    2. Host: Paste or enter the copied HOST key.
    3. TXT Value: Paste or enter the copied TXT value.
    4. TTL Value: Select the default value as 1 hour.
13. Click Save.