Gmail's new guidelines and their impact on Deluge

Hello everyone,

We'd like to inform you about the upcoming changes to Gmail's guidelines, set to take effect on February 1, 2024, which will have implications for send mail Deluge tasks across Zoho services.

Gmail is rolling out policy changes with the primary goal of fortifying security and reducing spam within its platform. Take a look at Gmail's announcement for more details.

The impact of the updated guidelines on Deluge can be categorized as follows:

Gmail address in from address value

High-volume emails to Gmail addresses

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Gmail address in from address value

This pertains to when the sender's email address for emails sent from Deluge is a Gmail address(both gmail.com and googlemail.com).

Policy change

Gmail will begin using a DMARC quarantine enforcement policy. DMARC allows domain owners to specify policies that instruct receiving email servers on how to handle messages that fail DMARC authentication.

Impact

This implies that emails sent with "gmail.com" or "googlemail.com" as the sender (or from) domain will be quarantined by the recipient servers.

To prevent delivery issues and potential IP reputation damage, emails with a sender domain of "gmail.com" or "googlemail.com" will not be triggered from Deluge after February 1.

Please be aware that this limitation is specific to when gmail.com and googlemail.com is the sender domain. If you have a custom domain, such as zylker.com, hosted on Google Workspace, then it will not be impacted by the new sender email limitation.
Note: It's worth noting that the Deluge script execution itself will not encounter any issues if Gmail's criteria are not met. The failure is limited to the delivery of emails from the send mail task.

Plausible scenarios

Super Admin/admin email addresses - If a Gmail address is the account mail id, then such accounts will be affected.

loginuserid in the from address - If the zoho.loginuserid returns the domain value 'gmail.com' or 'googlemail.com' and is used in the 'from' address, the email will not be sent.

Verified email addresses - In cases where the verified email address of users is a Gmail address.

Resolution

To resolve this situation, we encourage the use of email addresses other than Gmail, preferably non-public email addresses.

For example, if the Super Admin or admin has an email address with a Gmail domain, then they can update the workflow by replacing the zoho.adminuserid with another verified email address (e.g., xyz@zylker.com).

Before:

sendmail
[
from: zoho.adminuserid
to: "<recipient mail id>"
subject: "<subject>"
message: "<message>"
]

After:

sendmail
[
from: "xyz@zylker.com"
to: "<recipient mail id>"
subject: "<subject>"
message: "<message>"
]

To manage verified email addresses, kindly contact support@zohodeluge.com.

-----

High-volume emails to Gmail addresses

This pertains to when a considerable number of emails (5,000 and above) are intended to be sent to Gmail addresses.

Policy change

The revised policy mandates that domains sending more than 5,000 emails per day to Gmail addresses need to adhere to enhanced authentication requirements.

Plausible scenario

Consider an organization, Zylker, which manages a supplier management portal with 10,000 portal users, all using Gmail addresses. Zylker regularly dispatches emails to these 10,000 users from its dedicated address (admin@zylker.com). Now, this domain, zylker.com, needs to fulfil Gmail's new guidelines for the emails to be delivered.

Resolution

DKIM alignment - Authenticating your domain will verify your DKIM record and help fulfill Gmail's criteria. For adding DKIM Record(s), kindly contact support@zohodeluge.com.

DMARC record - Ensure that the DMARC record for the domain is published, with at least the policy be set to "none".

For example, assuming you purchased your domain on Dreamhost.com, you must visit their platform and configure the DMARC policy as "none," following the provided instructions.

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Why is compliance with the new guidelines essential?

The stipulated requirements must be met by February 1, 2024. As per Gmail's announcement, emails failing to adhere to these criteria may face rejection or be flagged as spam by their servers.

We appreciate your understanding and cooperation in ensuring that the necessary adjustments are made to your email configurations before the specified rollout date.

If you have any questions or concerns, please feel free to reach out to us at support@zohodeluge.com.

Regards,

Deluge Team

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