FAQ# 8005-en
My employees cannot receive e-mails sent by OroTimesheet.com
Description
When you send e-mails via the application (eg when a timesheet was rejected), OroTimesheet can use the e-mail address you indicated in your employee file as the sender address.
In most cases, OroTimesheet.com will be able to send e-mails to your employees on your behalf without any problems. However, in some cases it may happen that the recipient does not receive your e-mail.
Indeed, to avoid fraudulent emails or prevent spam, some mail servers are doing additional verifications and will not accept your e-mails if they are not coming from servers that have been previously authorized.
Usually, the way to allow a server to send e-mails on your behalf is using a record of type SPF in the DNS of your domain name.
Note : Access option Application configuration (section Sending e-mails) for other e-mail options, if you do not want to adjust your SPF record in the DNS of your domain name.
In most cases, OroTimesheet.com will be able to send e-mails to your employees on your behalf without any problems. However, in some cases it may happen that the recipient does not receive your e-mail.
Indeed, to avoid fraudulent emails or prevent spam, some mail servers are doing additional verifications and will not accept your e-mails if they are not coming from servers that have been previously authorized.
Usually, the way to allow a server to send e-mails on your behalf is using a record of type SPF in the DNS of your domain name.
Note : Access option Application configuration (section Sending e-mails) for other e-mail options, if you do not want to adjust your SPF record in the DNS of your domain name.
Solution
Since by default, OroTimesheet.com servers are not allowed to send e-mails on your behalf, in this case, you have to add their names in the DNS for your domain name using an SPF record.
Here is what you need to add in your existing SPF record to allow OroTimesheet.com servers to send emails on your behalf:
include:spf-for-apps.orotimesheet.com
Ask your computer technician or the person in charge or your web site or domain name to add it in the SPF record of your DNS domain name. If you do not already have an SPF record into your DNS, just create a new one.
Here is an example of an SPF record entry that you could add into the DNS of your domain name:
v=spf1 mx a include:spf-for-apps.orotimesheet.com ~all
In addition to updating your SPF record in your DNS, we also recommend adding the following two CNAME entries in your DNS:
Type : CNAME
Host : orotimesheet-1._domainkey
Points to : orotimesheet-1._domainkey.orotimesheet.com.
Type : CNAME
Host : orotimesheet-2._domainkey
Points to : orotimesheet-2._domainkey.orotimesheet.com.
In fact, to help prevent spam and phishing, our servers comply with the DKIM standard and sign all emails sent. By adding the two CNAME entries above in your DNS, our servers will be able to sign e-mails with your domain name. This will make it even more likely that e-mails sent by our servers on your behalf will arrive in the recipient's inbox and not in their SPAM folder.
Note: The domain name is the name indicated after the character @ of your e-mail address. If your e-mail address is john.doe@my-company.com, then, the domain name in that case is my-company.com. So, this is in the DNS records of the domain name my-company.com that you will have to edit or add the SPF record.
For more information about records of type SPF, we invite you to visit the Wikipedia web site at the following adresss:
http://en.wikipedia.org/wiki/Sender_Policy_Framework
For more information about DKIM standard, we invite you to visit the Wikipedia web site at the following address:
http://en.wikipedia.org/wiki/DomainKeys_Identified_Mail
Here is what you need to add in your existing SPF record to allow OroTimesheet.com servers to send emails on your behalf:
include:spf-for-apps.orotimesheet.com
Ask your computer technician or the person in charge or your web site or domain name to add it in the SPF record of your DNS domain name. If you do not already have an SPF record into your DNS, just create a new one.
Here is an example of an SPF record entry that you could add into the DNS of your domain name:
v=spf1 mx a include:spf-for-apps.orotimesheet.com ~all
In addition to updating your SPF record in your DNS, we also recommend adding the following two CNAME entries in your DNS:
Type : CNAME
Host : orotimesheet-1._domainkey
Points to : orotimesheet-1._domainkey.orotimesheet.com.
Type : CNAME
Host : orotimesheet-2._domainkey
Points to : orotimesheet-2._domainkey.orotimesheet.com.
In fact, to help prevent spam and phishing, our servers comply with the DKIM standard and sign all emails sent. By adding the two CNAME entries above in your DNS, our servers will be able to sign e-mails with your domain name. This will make it even more likely that e-mails sent by our servers on your behalf will arrive in the recipient's inbox and not in their SPAM folder.
Note: The domain name is the name indicated after the character @ of your e-mail address. If your e-mail address is john.doe@my-company.com, then, the domain name in that case is my-company.com. So, this is in the DNS records of the domain name my-company.com that you will have to edit or add the SPF record.
For more information about records of type SPF, we invite you to visit the Wikipedia web site at the following adresss:
http://en.wikipedia.org/wiki/Sender_Policy_Framework
For more information about DKIM standard, we invite you to visit the Wikipedia web site at the following address:
http://en.wikipedia.org/wiki/DomainKeys_Identified_Mail