In FSM, you can add email addresses from which you want to send emails. For example, you can add different email addresses from which you want to send your Estimates. However, these emails can be considered to be from unknown or unauthorized sources emails and can end up in the spam folder of your recipient. To avoid this, you need to authenticate the email domain. The following sections will describe the steps to authenticate your domain and verify the email addresses you wish to use as the sender email.
To authenticate the email domain:
- Navigate to Setup > Customization > Sender Email and click Add Sender.
- In the Add Sender popup, provide the following details and click Add Sender:
- Name: The sender's name
Email Address: The email address you want to configure as the sender email
- Click Authenticate Now.
- Use the DKIM (Host Name and Value) and SPF record values mentioned here and add it in the DNS settings of your domain provider (e.g. GoDaddy). Click Validate Records.
A SPF (Sender Policy Framework) record in a domain's DNS is used to identify the email server that is allowed to send email using the domain name. When you add the above mentioned SPF record in your domain's DNS, the recipient email server will be able to verify that Zoho FSM is sending the emails using your email address with your permission. DKIM (Domain Keys Identified Mail) is used by the recipient email server to verify the source of the email. The SPF and DKIM standards, combined together can help prevent your emails from being spoofed and they will not end up as spam.
Domains with both the DKIM and SPF records will be listed under Authenticated domains. These email addresses of these domains will be used in the From field of the emails sent from FSM.
Domains that do not have the DKIM and SPF records will be listed under Unauthenticated domains
. Emails sent using this domain will be replaced with email@example.com. This change will come into effect for the existing users.
If the user deletes the SPF and DKIM records from the DNS settings of a domain, then those domains will be moved to the Unauthenticated domains section and the email addresses of this domain cannot be used in the From field of the emails.
Email Address Verification
Once you have authenticated the domain, you need to verify the email address. To verify the email address, do the following:
- For the sender email you want to verify, click Verify.
- In the Verify Email popup, enter the verification code and click Verify.
If you haven't received the verification code, click Resend Code.
The status of the email address changes to Verified.
Delete Sender Email
You can delete the added sender email addresses. To do so:
- Hover over the email address you want to delete and click the delete  icon.
- Click Delete in the confirmation message.
Using Sender Email
The added sender email will appear in the From field of the email you want to send, say the estimate email.
If the sender email address is not configured, the emails will be sent from firstname.lastname@example.org. Click on Sender Email(s) to configure one.