# MessageFlow Documentation ## 👋 Welcome to MessageFlow! MessageFlow is a comprehensive tool to effective and engaging multi-channel communications. For two decades, we have supported companies to connect with their audiences through effectively delivered of Email, SMS, engaging Mobile Push notifications, RCS and OTT channels. We understand that communication is the foundation of successful business relationships, which are more important than ever in today's rapidly changing retail industry. Our platform is designed to make business communications more consistent, maximizing customer engagement with **Email**, **SMS**, **Push notifications**, **RCS**, **Viber** or **WhatsApp**. By integrating these channels into a single platform that you can manage through a user panel or **API**, we enable you to run precise and effective campaigns at any scale, increasing customer loyalty and satisfaction. MessageFlow allows you to enjoy **99,98% message deliverability** **in global markets**, while powerful data analytics provide actionable insights. Our team of experts supports you every step of the way - from configuration to campaign implementation. Our platform is highly reliable and meets the highest security standards, ensuring your campaigns are always protected, compliant with local regulations, and effectively reach your audience. Check out our knowledge base and if you have any questions, write to us at 🙂 {% hint style="info" %} Take a look at our [API documentation.](https://dev.messageflow.com/) {% endhint %} ### More from MessageFlow

📖 Blog

Expert tips, information and advice on cross-channel communication topics.

🧑‍💻 For developers

An overview and clear documentation of the RESTful API, code examples in various programming languages, a testing environment, and dedicated support to ensure seamless integration.

# Dashboard 1. After logging into the panel at [app.messageflow.com](https://app.messageflow.com/), the interface displays as follows:

{% hint style="info" %} If any fields or buttons appear grayed out, this means that the option is unavailable with your current plan. To change your plan, please contact our team at . {% endhint %} **The top menu displays the following sections:** * **Home**: Main view of the panel with a summary of recent actions. * **E-mail**: This section displays your email campaigns and editable versions, along with options to create a new campaign and review reports from previous actions. * **SMS**: This section displays your SMS campaigns and editable versions, along with options to create a new campaign and review reports from previous actions. * **Push**: This section displays your push campaigns and editable versions, along with options to create a new campaign and review reports from previous actions. * **Contacts**: Section where you can manage contacts—add, delete, archive groups, and create dynamic segments. * **Account**: Section where you can manage your account details and, depending on permissions, handle billing, settings (security, API, Webhooks), and view documents related to GDPR compliance. # User panel 1. After logging in, go to the **Account** tab.

2. In the panel on the left you will find tabs such as: 1. **Users**: here you will find information about the users assigned to the account, such as the user's email address, phone number, first and last name - here you can manage users - add new users, delete them and change their data 2. **Settlements**: contain two sections - data and invoices, in data you fill in billing information about your company, in invoices you will find the entire invoicing history with a search engine so you can find a specific invoice 3. **Settings**: include three sections - Security, APIs and Webooks: 1. **Security**: here you can add IP numbers and limit the ability to log in to the application only from the listed addresses, and you have the option to set 2FA 1. **API**: is where you can add API keys and edit the current ones 2. **Webhooks**: here you can set the URL of your script, to which we will forward reports on dispatches or information on user activity (opens/clicks) 4. **Notifications**: is the section where the user will find information about what has happened on the account, for example, the import of contacts has taken place 5. **List of operations**: this is the place where you can check in real time, for example, whether an import is 'in progress', 'completed', 'pending', or whether segmentation has ended, etc. 6. **File manager**: this is the place where you can upload files 7. **GDPR**: here you can add Data entrustment and sub-trust cards

# Settlements ### Company Details 1. Log in to the application. 2. In the panel, select **Account -> Billing -> Company Details**. 3. The VAT number you provided when registering your account in the survey is added automatically and is not editable in the panel. If you need to change it, please contact Customer Service at: 4. You can add and edit other data yourself -> you can also use the option under the **Fill data using TIN** button, which will automatically complete the fields. Information to complete: 1. Company name 2. Address 3. Invoice email 4. Website (optional)

5. After adding all the data, click **Save** and confirm the changes. ### Invoices 1. In this section you can check all the invoices assigned to your account. Thanks to the search engine, you can find them more easily by completing such data as: 1. Date range 2. Status 3. Invoice name

# Settings # Security The **Security** section allows you to protect your account from unauthorized access and enhance its security. With features such as **IP Authorization** and **Two-Factor Authentication (2FA)**, you have full control over who and how can log into the panel. Enabling these options significantly strengthens your account's protection, even if login credentials are exposed. # IP Authorization The **IP Authorization** feature allows you to restrict login access to selected IP addresses or entire ranges. This ensures that even if your password is compromised, access to your account remains secure. To configure this option: 1. Log in to the application. 2. Go to **Account** → **Settings** → **Security**. 3. In the **IP Authorization** section, find the field for entering addresses. 4. Enter a specific IP address or provide an IP mask to define the entire access range, then click **Add**. To remove an IP address, click the **Delete** button next to the corresponding entry in the IP list.

# Two-Factor Authentication (2FA) Refer to the [**Two-Factor Authentication (2FA)** ](/account/login-and-account-management/two-step-authentication-2fa)section for setup instructions. # API The MessageFlow API gives you full control over your communication. Through integration, you can send messages, monitor detailed statistics, exchange data, and automate various processes directly from your applications. {% hint style="info" %} API-related services are an additional option available for purchase. Contact our Sales Team to learn more -> {% endhint %} # Webhooks **Webhooks** allow automatic transmission of event data to a specified URL, enabling effective communication tracking. After the data is received by the script, the system should return the appropriate message. To learn more, contact our **Sales Team** -> -> **availability of event monitoring depends on the plan you have selected.** #### **Channels and events** In the MessageFlow panel, you can configure webhooks for the following channels and events: * **Transactional emails** – delivery reports * **Email campaigns** – unsubscribe reports * **Transactional SMS** – delivery reports * **Transactional SMS** – link clicks * **2-way communication** – incoming SMS * **Panel emails** – reports #### **Data Transmission** You can send data to the specified endpoint using a **POST** request -> each event is an object, and its structure varies depending on the type of event. More information on the structure descriptions can be found in our [**API documentation**](https://dev.messageflow.com/). {% hint style="info" %} Your endpoint should: * **Check authorization** according to the settings in the panel, * **Save the received object** (JSON payload), * Respond with **HTTP status 200 OK.** {% endhint %} # Application logs The **Application logs** tab serves as a system event journal. It grants administrators full visibility into actions performed by all users with access to the MessageFlow web application. This is a crucial tool for security verification and for auditing changes made to the team configuration. ### **Search and Filtering** The dashboard enables you to quickly locate specific actions using filters positioned above the results table: * **Select range:** Defines the time frame for displayed logs (by default, the system shows history from the last 30 days). * **Event type:** Enables the selection of a specific action category. The system records events such as: * Logged into panel (authorization history). * User added (granting access to a new person). * User removed (revoking permissions). * User rights edited (changing roles and access levels). * **Users:** Allows you to isolate and view the activity of a specific team member (by email address).

### **Event Register** Results are presented as a chronological list. Individual columns provide the following information: * **Time and date:** The exact moment the event occurred. * **Section:** The area of the system the action concerned (e.g., *Account*, *Administration*). * **Event:** Name of the performed action. * **User:** Login of the person who initiated the action. * **IP:** IP address of the device from which the operation was performed. This is essential information when verifying unauthorized access attempts.

#### Details Preview Rows in the table are interactive. Clicking on any event expands a section with detailed system messages regarding that specific operation. # Notifications **Notifications** are available from the main menu bar – it’s the bell icon, which shows the number of **unread notifications** about recent operations. When you click on the bell icon, a list of the **most recent events** on your account will appear.

# Operation list The **Operations list** is a section of the panel that allows you to check the statuses of all operations you have initiated. It also allows you to download generated lists or reports for export. 1. To access the operations list, click on the **profile icon** in the top right corner:

2. From the dropdown list, select **Operations list**. or 1. Select the **Account** tab from the main menu.

2. In the left-hand menu, choose **Operations list**.

## **Available Operations in the List** In the list, you can find various operations and also search for specific ones using the search bar. Below is a description of the types of operations you can find in the list: ### **Operation Types** * **Import contacts** * **Create groups from campaigns** * **Operations on groups** * **Archive contacts** * **Restore contacts** ### **Operation Status** * **Pending start** – operation that has not been initiated * **In progress** – operation in progress * **Completed** – operation successfully finished * **Error** – operation encountered an issue and could not be completed * **Contact limit exceeded** – operation was stopped due to exceeding the contact limit ### **Downloading Files** To download an exported report or contact group, click the **Download** button next to the operation. # File manager **File Manager** allows you to manage files necessary for conducting campaigns, such as contact lists and email materials. In addition to being used by teams working together on campaign deliveries, it can also be used for the **secure exchange of documents** with the Customer Service team.

### **Creating Directory** It allows for the organization of files within the team. 1. To add a folder, click the blue button **+ New directory**.

2. Name your folder and click **Add**. 3. To add files to the folder, select your folder and click the **Upload** button.

{% hint style="info" %} The maximum capacity of the file manager is **250 MB**. {% endhint %} # GDPR If you communicate with recipients in the European Union, you must sign an GDPR agreement to ensure compliance with data protection regulations.

In the **MessageFlow** panel, there are two types of agreements available: * **Data Processing Agreement** – for users who act as the **administrator** of the subscriber database and use it for their deliveries. * **Data Subprocessing Agreement** – for users who send messages on behalf of their clients but are not **administrators** of the contact database. ### **Signing the GDPR Agreement** 1. To sign the GDPR agreement, log in to the application and navigate to **Account → GDPR** in the panel, then click the **+** button in the top-right corner.

2. Select the type of agreement you want to sign, then fill out the form.

{% hint style="info" %} Once you complete the form, you will receive an **SMS code** to confirm the signing of the agreement. The code will be sent to the number provided in the form. {% endhint %} 3. After signing the agreement, you will receive an email with the document. The email will be sent to the address associated with your account. You will also have access to the signed agreement in the panel – go to the **GDPR** tab, where all signed agreements will be visible along with the dates they were signed.

# Login and account management # How to create an account? The registration and account activation process on the MessageFlow platform consists of the following steps: 1. Go to and complete the details in the form (E-mail, login, password)

2. Read the applicable terms of service, anti-spam policy, and privacy policy, then accept their terms. 3. Submit the form by clicking Register. 4. Check your inbox, open the verification email, and click the **Activate Account** button. 5. Complete the profile survey (covering your company details and information about your planned sending activity). Once correctly filled in, you will gain full access to the panel. {% hint style="info" %} The TIN address you enter in the survey will be editable only after contacting Customer Service. You will not be able to edit this number yourself. {% endhint %} #### **Quick Start: Test Sandbox Domain** Uponsuccessfully completing the registration process and gaining access to your account, the system automatically assigns a test sandbox domain to it. This mechanism enables you to immediately carry out technical verification and test email sends, both from the panel and via API/SMTP integration - without needing to make any prior changes to your DNS records. Please note that the sandbox domain is intended solely for initial validation and does not guarantee high deliverability. When upgrading to a paid plan, the sandbox domain is permanently removed along with all associated sender addresses. To carry out regular production sends, authorization of your own domain is required. # Logging into the platform 1. Go to 2. Fill in your login information\ Enter your username and password that you provided during registration.

3. Complete the survey after the first login 4. When you log in for the first time, the system will also ask you to fill in additional details, such as: * tax number, * company name, * address and other details. # Resetting the password 1. Go to the login page and select -> **Forgot your password?**

2. You will be redirected to a new view.

3. Enter the required data. Enter your Login and Email, then click -> **Change Password**. 4. Receive an E-mail with a link to reset your password. You will receive an email with a link to reset your password at the address you entered. Click the link and follow the instructions to set a new password. # Changing your password in the App 1. Log in to the app and go to **Account** → **Users**. Find the profile for which you want to change the password and click **Edit**.

2. In the **Basic Info** tab, you’ll see your **Login** and **Password**. Next to the password field, click the **pencil icon**.

3. A window will appear. Enter your **current password**, then create a **new password** that meets the following criteria: 1. At least one **uppercase letter** 2. At least one **lowercase letter** 3. At least one **number** and one **special character** 4. Between **12 and 30 characters** long

4. Repeat the new password and click **Change Password**. {% hint style="info" %} Regularly updating your password helps keep your account secure. Be sure to store your passwords safely in a trusted password manager. {% endhint %} # Two-step authentication (2FA) Two-factor authentication (2FA) significantly increases your account's security. It works by requiring an additional, one-time code during login, on top of your standard password. {% hint style="success" %} **Good to know**: On every new MessageFlow account, the 2FA feature is active by default with SMS verification. This guide shows you how to manage its settings. {% endhint %} ## **How to Configure 2FA?** {% stepper %} {% step %} ### Locate the Feature You can find the two-factor authentication settings in your panel by navigating to **Account** > **Settings** > **Security**. Look for the **Two-factor Authentication (2FA)** option and make sure it is enabled.

{% endstep %} {% step %} ### Choose Your Verification Channel The system allows for a flexible choice of channels for receiving your codes. The available channels are: * **SMS** * **App** (e.g., Google Authenticator) * **Hardware security** **key** (U2F standard) You can select a single, primary verification channel or combine the App/Hardware key with SMS, which can then serve as an alternative method. {% hint style="warning" %} **Important**: The 2FA configuration you set here is shared across the entire account. This means that the chosen authentication methods will be mandatory for all of its users. {% endhint %} {% endstep %} {% step %} ### Set Up Trusted Devices You can specify how long your device should be treated as "trusted," which eliminates the need to enter a code at every login. * Single sign-on * 1 Day * 1 Week * 30 Days {% endstep %} {% endstepper %} Finally, save the configuration using the **Save** button. From that point on, during subsequent logins, the system will ask for the additional verification. {% hint style="info" %} ### **Information for Account Administrators** * Enabling verification via SMS will trigger a system check to see if all users have phone numbers assigned. You will be notified of any missing information with an additional message. * With the SMS method active, providing a phone number is mandatory when adding new users to the account. {% endhint %}

# Resetting 2FA Settings 1. To reset the **2FA settings**, go to the **Account → Users** tab, select the user, and click the **Edit** button. 2. Then, select the **2FA Settings** tab.

3. Below the summary list, you will find the **Reset 2FA Settings** button. 4. In the next step, the system will ask you to confirm the action → click **Yes**. {% hint style="info" %} Resetting the **2FA settings** may require reconfiguring the **mobile app**, **hardware key**, or **SMS method**, depending on your chosen preferences. {% endhint %} # User and role management 1. After logging into the panel, go to -> **Account** -> **Users**

2. To add a user, click the **+** in the right corner, fill in the user's information and assign the appropriate role.

**Specify the storage period of the devices** Specify the desired length of time for which the devices are to be remembered and then implement the changes. # Adding a user 1. After logging into the panel, go to the **Account** -> **Users** tab. 2. To add a user, click the **+** button in the top right corner, fill in their details, and assign the appropriate role. 1. **Login** 2. **First and Last Name** 3. **Email** 4. **Phone** 5. **Default language** (e.g., Polish or English) 3. Click **Save and Assign Permissions** to proceed to assigning permissions. # Assigning permissions 1. Go to the **Account → Users** tab. Select the user, click the **Edit** button, and then go to the **Permissions** tab.

2. In the **permissions section**, select the areas that the user will have access to. After making your selections, click **Save** to confirm the assigned permissions. ### **Types of permissions granted to users** Below are the types of permissions you can grant to a user. If a drop-down icon (downward arrow) appears next to a permission, it means you can assign the permissions in even more specific areas. ### **Email** (Email Campaigns and Email API)

### **SMS**

### **Account**

### **Contacts**

{% hint style="info" %} For **Email API**, it's necessary to define which SMTP sub-accounts will have specific permissions granted. {% endhint %} # User account activation 1. After creating a new user, the system will send them an email with an activation link. 2. By clicking on the link, the user will be able to set their password to complete the activation process.

# Editing and deleting a user 1. After logging into the MessageFlow panel, go to the **Account** -> **Users section, t**o edit an existing user, select the **Edit** option. 2. After making the necessary changes, click **Save**. 3. To delete a user, click **Delete.** # Adding contacts # Adding contacts manually 1. Under **Contacts** -> **Contact List**, click the **+** sign on the right and enter the contact's information. The required data is email address or phone number.

2. After saving the basic data, the contact will appear in the contact list. It is possible to edit it and add, for example, data to the additional fields that are defined in the account, as well as manually assign the contact to one of the groups created earlier. # Importing contact lists (CSV, Excel) 1. To import contacts, a file with a .csv extension (e.g., in Excel) must be created. This file should contain at least one column with the header and phone numbers (in the format +48xxxxxxxxxxxxx, 0xxxxxxxxxxx, xxxxxxxxxxxxxxx):

{% hint style="warning" %} **Important configuration note**: \ To prevent file signature mismatch errors and ensure all special characters are processed correctly, the file must be saved using the CSV UTF-8 (Comma delimited) format. If the preferred spreadsheet editor does not offer this specific option, saving the file with UTF-8 encoding that includes a Byte Order Mark (BOM) is required before upload. {% endhint %} 2. Once the file has been created, go to **Contacts** -> **Import** and click the box below selecting the file you created, or drag it to the indicated location:

3. Once the file is loaded correctly, you need to pair the columns from the loaded file to the system fields. It is required to pair at least a cell phone and/or Email address. If the column with the phone number is named "cell" or "number" - the linkage will occur automatically.

4. Once the field linkage has been confirmed, the newly created contact group should be named or, alternatively, the imported contacts can be added to an existing group in the account.

5. If the option "**Do existing contacts update with data from file**?" is checked, all additional fields will be updated for the contact with data from the imported file. # Additional fields Additional fields allow personalization of marketing campaigns and segmentation of audience groups. To add an additional field in the panel, go to **Contacts** -> **Additional Fields** tab. ### Adding an additional field 1. Go to the **Contacts** section. 2. In the menu on the left, click on **Additional Fields.**

3. Click the "**+**" button. 4. In the new window that opens, enter the name of the field (e.g. discount code, address, birthday).

5. Decide what type of data you want the field to contain (e.g., text, number, date, etc.). 6. After filling in all the necessary information, click the **Create** button.

### Linking a field to an Excel file when importing a group of recipients 1. When you want to import a group of recipients from an Excel file, ensure the data is properly prepared. The columns in the file must match the names of the fields you have previously added in the panel. 2. Go to the import section. 3. Select the Excel file you want to import. 4. During the import process, the system will ask you to associate the columns from the Excel file with the corresponding fields in the panel. 5. Here, you need to associate the added field with the corresponding column in the file. For example, if you have a Discount Code column in the Excel file, link it to the Discount Code field you added earlier. # Contact segmentation Segmentation is the process of dividing your contact base into smaller, precisely defined groups of recipients. This allows you to send more relevant and personalized communications, which directly translates into higher engagement and better results for your campaigns. In MessageFlow, we offer two types of segmentation that serve different purposes: 1. **Static Segmentation (Group Operations):** Quick, one-time operations for combining or subtracting existing contact lists. 2. **Dynamic Segments (MessageFlow Segments):** An advanced tool for creating "live" lists of recipients that update automatically based on the rules and contact behaviors you define. # Static segmentation Static segmentation is the ideal solution when you want to perform a one-time operation on existing contact groups, such as merging several lists into one or subtracting one group from another. This operation results in a new, unchangeable (static) group that you can use in the future. ### **When should you use static segmentation?** * When you need to quickly prepare a list for a one-off campaign. * When you need to "clean" one list of contacts that are on another (e.g., from an unsubscribe list). * When you want to find common recipients for several different groups. ### **Available segmentations** You can perform several types of operations on your groups. After clicking **"+ Add operation"**, you will see the following options: * **Add contacts from other groups:** This acts as a **Union**. It creates a new group containing all unique contacts from the groups you select. * **Example:** You combine the "Webinar A Attendees" and "Webinar B Attendees" lists to create a single, common mailing list. * **Remove contacts from other groups:** This acts as a **Difference**. It creates a new group that contains contacts from the main group, but without those that are also in the second, specified group. * **Example:** From the "All Customers" group, you remove contacts from the "Made a Purchase in June" group to send an offer only to those who haven't bought anything yet. * **Add contacts based on filters:** Allows you to add contacts to a new group that meet specific conditions (e.g., have the SMS channel blocked). * **Remove contacts based on filters:** Allows you to remove contacts from a new group that meet specific conditions. * **Split group by percentage:** Allows you to randomly divide one group into several smaller, percentage-defined parts (e.g., for A/B testing). # How to perform static segmentation 1. Log in to the panel and go to the **Contacts -> Group List** tab. 2. Click the **Group Segmentation** button to open the tool.

3. Decide whether you want to create a **New group** or modify an **Existing group**. If you are creating a new group, enter a name for it. 4. From the list, select the type of action you want to perform (e.g., `Add contacts from another groups`).

5. Depending on the chosen operation, select the group or groups of contacts you want to operate on and define the segmentation parameters. 6. Click the **Segmentize** button. After a moment, the new or updated group will appear on your list in the **Contacts -> Group List** tab. You can track the status of the operation in the **List of operations** section. # Dynamic Segments (MessageFlow Segments) **MessageFlow Segments** is an advanced tool for automatically grouping contacts based on their attributes, behaviors, and interactions. A full description of the service, its benefits, and how it works can be found in the [MessageFlow Segments](/advanced-features/messageflow-segments) # Creating a new dynamic segment 1. Go to the **Contacts -> MessageFlow Segments** tab. 2. Click the **+ New dynamic segment** button in the upper right corner.

4. **Basic Information:** * **Group name:** Enter a unique and easily identifiable name for your segment (required field). * **Description:** Add an optional description to clarify the segment's purpose.

4. **Condition Configuration:** * **Logic within a condition group:** Within a single group (e.g., "Segment 1"), decide whether contacts must meet **all** of the defined conditions or **any** of them. * **Defining a single condition:** * **Data type:** Choose the data source for the condition. \ (Check [MessageFlow Segments](/advanced-features/messageflow-segments#how-dynamic-segments-work-data-sources)). * **Operator:** Select a logical operator (e.g., Equals, Contains, Before). The available operators depend on the selected data type. * **Value:** Enter the value to compare against.

* **Adding more condition groups:** You can add more independent condition groups (e.g., subsegment or "Segment 2") and connect them to the first group using **and** / **or** logic.

5. After configuring all conditions, click **Create** to save the dynamic segment definition. ### **Using Dynamic Segments** * **For panel campaigns only:** Defined dynamic segments can only be used as target groups for campaigns (email, SMS, push) created and sent from the MessageFlow panel. * **On-the-fly generation:** The actual list of contacts meeting the segment's criteria is dynamically generated the moment you select the segment as the target for a campaign and initiate the send. * **No API access:** It is not possible to retrieve the list of contacts belonging to a dynamic segment via the API to target campaigns initiated from external systems. ### **Detailed Segmentation Operators** Below is a list of available operators for each data type. * **Custom Fields (contact attributes):** * **Text:** `equals`, `is not equal to`, `starts with`, `ends with`, `contains`, `doesn't contain`, `has no value`. * **Number:** `=`, `>`, `<`, `between`, `has no value`. * **Date:** `equals`, `not equals`, `is not equal to`, `before`, `after`, `between`,`has no value`. * **Boolean (true/false):** `is true`, `is false`, `has no value`. * **Website Visits:** *(Note: Please confirm the specific criteria with our support team).* * **System Events:** * **Event occurred:** `PushClick`, `MailClick`, `SmsClick`, `MailOpen`. * **Event did not occur:** `PushClick`, `MailClick`, `SmsClick`, `MailOpen`. * **Custom Events (API):** *(Note: The available criteria depend on the events and their attributes you send. Please confirm the details with our support team).* # Segmentation of customers The segmentator is used for e.g.: * combining several groups into one new group, * deleting from a group of contacts that are in another group, * create a new group based on filters or percentage breakdown. 1. After logging into the panel, go to **Contacts** -> **Group List** and click -> **Group Segmentation**:

2. Name the newly created group, or select from the list the group already in the account on which you want to segment, 3. Select what operation you want to perform:

2. Specify the parameters of the operation. 3. In the example below, we combine two groups previously imported into the account (Test Group 2 and Test Group) into a new group called "New Test Group." With this operation, a new item will appear in the list of groups.

# Archiving groups 1. After logging in, go to tab -> **Contacts** -> **Group list**

2. Select the desired group, then choose the reason for archiving and confirm.

# Deleting groups 1. After logging in, go to tab -> **Contacts** -> **Group list**

2. Select the desired group, and then choose the operation you want to perform.

# E-mail Overview #### Email: A Reliable Deliverability Engine Email messages form the foundation of digital communication. The MessageFlow infrastructure handles the full message lifecycle and ensures the highest deliverability. Manage bulk campaigns from an intuitive panel or integrate your own systems for handling marketing and transactional traffic via API and SMTP. The Email API channel enables the physical separation of both traffic streams, protecting critical system notifications from the impact of bulk campaigns on throughput and sending speed. #### Panel Campaigns (Marketing) The optimal module for bulk communication, newsletter distribution, and recurring promotional offers. Built for marketing teams that require visual content management, send scheduling, and seamless collaboration on contact segmentation. * **Design flexibility**: Build messages from scratch in a Drag & Drop editor or upload your own HTML code. * **Content optimization**: Use the AI assistant to generate high-performing subject lines. Run A/B tests on a small sample of recipients to automatically send the winning version to the rest of your list. * **Unlimited sending**: Enjoy unlimited sends on the Advanced and Prime plans. Pricing is based on list size, not the number of campaigns sent. * **Cross-channel Booster**: Drive conversions with automated follow-ups. Set up a reminder SMS to be sent to recipients who did not open your email. * **Data visualization**: Analyze engagement using heatmaps and create segments from recipients who clicked specific links with just a single click. #### Email API & SMTP (Transactional & Automation) Infrastructure dedicated to system notifications requiring real-time, instant deliverability. Integrate this module directly with external e-commerce platforms, CRM systems, or your own applications under a flexible Pay-as-you-grow model, bypassing any artificial rate limits. * **Integration methods**: Use the RESTful API for full control in modern applications or the universal SMTP Relay for legacy systems. * **Dynamic templates (server-side)**: Decouple the presentation layer from your application logic. Send only the template ID and variables in JSON format, allowing the system to substitute data on the fly. * **MessageFlow Priority**: Activate a dedicated routing layer for critical notifications. This mechanism guarantees priority handling for 2FA codes and security alerts by bypassing the standard sending queue. * **Full observability**: Receive delivery statuses via webhooks in real time. Use the panel's searchable log explorer to locate a specific email in seconds based on the Message-ID or recipient address. #### Deliverability Foundation The MessageFlow infrastructure actively protects your sender reputation. * **Test sandbox domain**: Immediately after account activation, the system automatically assigns you a sandbox domain. This allows you to start testing sends in the panel and via API/SMTP right away, with no DNS configuration required. Treat this solely as a technical validation tool. The test domain does not guarantee high deliverability and is permanently removed along with all associated sender addresses when upgrading to a paid plan. * **DNS configuration wizard**: Generate ready-to-use SPF, DKIM, and DMARC records to properly authorize messages from your own domain and begin regular production sends. Learn more: \[Sender Authorization] * **Reputation management**: The system automatically suppresses re-sending to addresses returning a hard bounce error and filters out known spam traps. * **IP strategy**: Start sending on high-quality shared IP addresses. As your volume grows, move to a dedicated IP address for full control over your own reputation with inbox providers. # E-mail Campaigns # Overview After logging into the application panel and going to the **E-mail** tab in the main view - **Dashboard** - you will see the following view.

**In the menu on the left, the following tabs are visible:** 1. Email Campaigns 1. Dashboard 2. Campaigns 3. Outgoing 4. Settings 1. Unsubscribe Pages 2. Email API 1. Dashboard 2. Email Reports 3. Tag Reports 4. Domain Reports 5. Blacklist Report 6. Whitelist Report 7. Settings 1. SMTP Accounts 2. Blacklist 3. Message Templates 3. Common Settings 1. Sender Authentication {% hint style="info" %} You can find the description of the entire Email API tab [here](https://dev.messageflow.com/). The Email API is a separate service and requires an additional purchase. If you are interested in this service, please get in touch with our Sales department or email us at . {% endhint %} # Dashboard The E-mail Dashboard is displayed as follows and provides a summary of the latest sends within the selected time range.

* **Select range** – a date range that allows you to analyze email campaigns within the chosen period. * **Select campaigns** – choose campaigns for analysis. After clicking Select campaigns, an additional window will appear, where you can select recently sent email campaigns using checkboxes that you are interested in analyzing. You can also type their names to search for them.

* **Message delivery statuses** – in the dashboard view, you have access to a summary of campaign statuses. * **Injected** – messages accepted in the MessageFlow panel. * **OK** – messages successfully delivered to the recipient. * **Open** – messages opened by recipients. * **Track** – messages tracked (e.g., due to clicks on links).

* **Chart** – displays the linear distribution of messages over time. With checkboxes, you can select the injected and OK statuses to check the dates when the campaigns were conducted, how many messages were accepted in the panel, and how many were successfully delivered to the recipient.

* **Email Chart - Clicks and Opens Over Time** – the chart shows the total number of messages from the selected time range by day of the week and time of day. In the chart, you can choose the time range you are interested in and two options: * **Hours**\ In this chart, you can use checkboxes to select the open and track statuses and see their numerical distribution by hour within the selected date range.

* **Days of the week**\ In this chart, you can use checkboxes to select the open and track statuses and see their numerical distribution by day of the week within the selected date range.

{% hint style="info" %} With the above options, you can analyze when your recipients most frequently read the emails you send – on which days and at what times. You can use this knowledge in future campaigns to send messages more precisely, achieving better statistics. {% endhint %} # Campaigns # Campaign list In the **Campaigns** tab, in the **Campaign List** view, you can see a list of the most recently sent email campaigns from the panel, along with their details.

## Search In the search engine, you will find filters so that you can search for specific campaigns: * **Select range** - when you click on this filter, you will see a calendar where you can select the date range of campaign dispatches you are interested in * **Status** - search by campaign status * **Name** - search by campaign name * Created by user - search by the user (user account name) who sent the campaign -> the filter is visible after pressing the **Show all filters** button

## Features **Functions available in this view:** * **Add new campaign** – using the + icon in the top right corner, you can add a new campaign. * **Export campaign** – using the export icon in the top right corner. This allows you to export sent campaigns to a file. This way, you can analyze delivery data such as campaign results, send time, and the number of recipients. * **Search** – find campaigns by their names, statuses, or date ranges. * **Campaign list** – view the most recently sent email campaigns from the panel. * **Status** – check the status of your email campaign. * **Editing** – campaign being edited. * **Scheduled** – campaign scheduled for sending. * **Preparing** – campaign being prepared for sending. * **Sending** – campaign in the process of being sent. * **Sent** – campaign completed. * **Name** – name of your campaign. * **Details** – more information about the campaign: * **Recipients** – the group of recipients assigned to the campaign. * **Number of recipients** – the number of email addresses to which the campaign will be sent. * **OR** – Open Rate – message view rate. * **CTR** – Click-through Rate – the percentage of clicks on links in your sent campaign. * **Edit** – edit campaigns that have not yet been sent. * **Copy** – copy campaigns and edit or resend them to another recipient group. * **Delete** – delete campaigns that have not yet been sent. * **Report** – open the report for the selected campaign and analyze its results. You can find the discussion of campaign reports here. # Exporting campaigns from the list Using the export button in the top right corner of the panel, you can export the campaign list.

1. Click the **Export** button in the top right corner. 2. Once the export is ready, you will receive an email notification. 3. You can find the completed file in the **Operations List**: * Go to the **Account** tab (select Account from the top menu):

* Select **List of operations** from the left menu:

* Your file will be first on the list - using the **Download** button you can download the file to your drive. 4. The export file contains such information as: * **Status** - Campaign status (edited, sent, etc.) * **Campaign** - the name of the campaign * **Shipping time** - date and time of shipment * **Subject** - title of the message * **Id** - shipping number * **Number of recipients** - the number of recipients of the campaign * R**eport OK\[%]** - percentage of messages correctly delivered * **uCTR\[%] -** percentage of unique clicks about messages correctly delivered * **uCTR** - number of unique clicks * **uOR\[%]** - percentage of unique opens about messages correctly delivered * **uOR** - number of unique openings * **uCTR/OR\[%]** - percentage of unique clicks to openings * **uCTR/OR** - ratio of unique clicks to opens * **CTR\[%]** - percentage of all clicks about messages correctly delivered * **CTR** - number of all clicks OR\[%] - percentage of all opens about messages correctly delivered * **OR** - number of total openings * **CTR/OR\[%]** - percentage of all clicks about all openings * **CTR/OR** - ratio of all clicks to all opens * **From address** - sender's e-mail address * **From name** - sender name * **Reply-to** - e-mail address indicated as return * **Link tracking** - number of links tracked * **Google Analytics** - connection to Google Analytics * **Description** - additional description of the campaign * **Login** - login of the user who sent the campaign * **Unsubscribed** - the number of people who clicked unsubscribe after receiving the message # Authorization of domain and senders Before sending the campaign, you must authorize the shipping domain and add at least one shipping address. 1. After logging in to your account, go to the **E-mai**l tab, then in the menu on the left, select **Common Settings** and go to **Sender Authorization**. Here, select the tab of the tab, which is called **Domain Authorization**.

2. Click **+** to add a new domain. 3. To authorize a domain, follow [our instructions](https://docs.messageflow.com/communication-channels/e-mail/authorization-of-domain-and-senders/authorizing-domains-with-web-hosts/), which include information about authorizing domains with different hosting providers. 4. Complete the domain name, expand Advanced Settings, and check the necessary checkboxes.

4. Click **Next** and go to **DNS** settings.

5. Add the necessary information and click **Verify**. 6. After successful domain verification, go to the **Sender Authorization** tab.

7. Click **+** to add a new sender.

8. Select the appropriate SMTP domain, then enter the sender's address, select the domain, and add the name. Click Save. Now you can proceed to create a campaign.
# Authorizing domains with web hosts As of February 1, 2024, Gmail and Yahoo are introducing new rules for sender verification and message classification, aimed at increasing the security and effectiveness of spam filtering. These changes require senders to update their settings, such as implementing SPF, DKIM and DMARC protocols, to ensure better deliverability and protection of their email communications. Therefore, we have prepared a guide describing how to add a customized DKIM entry to DNS settings on the side of the most popular web hosts. The instructions can also provide a hint on how to add the other records as well. # Authorizing a domain hosted at Nazwa.pl 1. Log in to the customer panel at Nazwa.pl 2. From the menu on the left, select "My Services" and click "Domains."

3. Click "Configure" to create records for the selected domain.

4. Then, at the bottom of the page, click "Change" to proceed to the next configuration step.

5. Then click on the "Add new record" option.

6. Select the record type "CNAME" 7. Complete the required fields. In the "Name" field o : selector.\_domainkey.yourjadomena.pl 8. Complete the "Value" field with the value that was generated in the MessageFlow panel. 9. Click on the "Approve" option to save your changes.\

10. Waiting for the DNS system to approve changes can take several minutes or hours. It all depends on the propagation of DNS records. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorization of a domain hosted at Home.pl 1. Log in to the domain management panel at Home.pl

2. Select the "Manage DNS records" section for your domain

3. Then click "Add new record", which will allow you to add a new DNS record.

4. Select the "CNAME" record type.

5. Complete the "Canonical name" field with the value of the key generated in the MessageFlow panel.

6. Once the changes are approved, the new CNAME record will be added to your domain.

7. Waiting for the DNS system to approve changes can take several minutes or hours. It all depends on the propagation of DNS records. The default setting of TTL 3600 means that the waiting time is one hour. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorizing a domain hosted at cyber\_Folks 1. Log in to the Customer Panel of the cyber\_Folks service.

2. Then click on "Domains" to see active domains. 3. Next, select the domain where you want to configure the shipping domain. 4. From the drop-down menu on the right, select "Manage"

5. In the "Name" field, enter the domain with the string: selector.\_domainkey.yourjadomena.pl. \[make sure the value ends with "."]. 6. Select the "CNAME" record type. 7. In the "Content" field, enter the value that was generated in the MessageFlow panel. 8. Then click "Add." If you have any questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account.

9. Wait for the DNS system to approve the changes. This may take from a few minutes to 24 hours. This depends on the propagation of DNS records. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorizing a domain hosted on Zenbox 1. Log in to your Zenbox customer panel. 2. Go to the "Domains" tab and select the correct domain.

3. Go to "Domain Configuration", this will allow you to configure each domain record in detail.

4. Complete the required fields. In the "Name" field o : selector.\_domainkey.yourjadomena.pl 5. Complete the "Value" field with the value that was generated in the MessageFlow panel. 6. Then click the "Next" button to start updating the data.

7. Waiting for the DNS system to approve changes can take several minutes or hours. It all depends on the propagation of DNS records. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorizing a domain hosted on OVHcloud 1. Log in to the customer panel in OVHcloud. 2. Then go to the "Web Cloud" tab. 3. Go to the "Domains" tab and select a domain. 4. Then select "DNS zone." 5. Select the "Add record" option.

6. Next, select "CNAME" as the type of DNS field.

7. Then make the "Subdomain" field available by typing: selector.\_domainkey.yourjadomena.pl. 8. Complete the "Destination address" field with the value generated in the MessageFlow panel. \[Be sure to put "." at the end of the value]. 9. Click the "Next" button to proceed to the next step.

10. Then click the "Approve" button to save your changes.

11. Waiting for the DNS system to approve changes can take several minutes or hours. It all depends on the propagation of DNS records. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorizing a domain hosted on GoDaddy 1. Log in to your customer panel at GoDaddy. 2. From the menu on the left, select the "Domain" tab. 3. Then select the domain to be authenticated. 4. Click on "Manage DNS."

5. Then by clicking "Add new record" go to the next step.

6. Select "CNAME" from the "Type" drop-down list. 7. In the "Name" field, enter the domain with the string: selector.\_domainkey.yourjadomena.pl. 8. Complete the "Value" field with the value that was generated in the MessageFlow panel.

b. Give your campaign a name so you can easily identify it later.

### Step 1: Email creation: Choose a template that will be the basis of your e-mail message. You have a choice of: * Theme templates * Your templates * Templates from sent campaigns * Custom HTML code (if you have a ready-made creative) * After selecting a template or uploading your own design, proceed to the next step.

### Step 2: Basic Data: 1. Complete the key information: * **Message Subject:** You can use personalization, such as the recipient’s first name, by inserting the appropriate tags. You can also use the AI-powered title generation option. * Click **Generate title**.

* Choose either **Generate based on email content** or **Generate based on description**, then click **Generate**.

* If you select **Generate based on description**, fill in the following fields: * **Campaign type:** promotion, announcement, newsletter, event invitation, feedback or survey, re-engagement, other * **Message tone:** natural, formal, catchy, friendly, persuasive, professional, urgent * **Keywords:** the most important words to include in the subject line, e.g. *40% off sports accessories*

* **From address and From name:** Choose from which address and under which name the message will be sent. 2. Additional options (to the right): * **Campaign name** * **Campaign description:** visible only to you in the panel. * **Progress notification (e-mail):** enter the address to which a notification will be sent about the progress of the shipment. * **Return address:** you can modify the address to which recipients will be able to respond.

### Step 3: Recipients: 1. Select the group to which you want to send the campaign. You can select one group from those available in your database.

### Step 4: Summary: 1. Review campaign details: * Verify the sender, message subject, and recipient group. * Check the message preview using the email preview option. * Send a message test. ### Step 5: Testing an email campaign Email campaign testing is a test send of selected campaigns to selected email addresses. We recommend conducting tests before sending any email campaign. 1. Go to the **Email** tab → **Campaigns**, and click the **Select campaigns to test** button.

2. Select the campaigns you want to test by checking the appropriate boxes. You can only choose from campaigns that haven't been sent yet.

3. Once selected, click the **Send tests** button.

4. In the pop-up window, enter the test email addresses. If any selected campaign uses personalization, a Personalization section will appear. Choose the email address to simulate personalization.

### Step 6: Sending an email campaign 1. Set the date and time of shipment: * If you want to send the campaign immediately, check **Send immediately** and click **Save and Send.** * To set the campaign for a later date, select the date and time, click **Approve**, and then **Save** and Send. * If you want to save the campaign for further editing, select **Save**.

# Designing messages with a drag-and-drop editor The Drag & Drop email creator makes it easy to create your own email templates by intuitively dragging and placing elements in the desired places in the creation. ### Adding lines 1. To start creating a template, first go to the Row tab in the creator. 2. Choose a suitable row layout, such as one column, two columns or a more complex layout. 3. Drag the selected row to the workspace where you are building your template.

### Adding elements 1. After inserting a line, choose from the available options what you want to put in the line, for example: * Image * Icon * Text * Button: Place a Call to Action button and customize its text, color and link. * HTML code: If you have a ready-made code, you can paste it into an HTML block to advance customize your template. 2. Each of these elements can be freely moved, edited and customized in the creation.

### Modifying elements 1. Click on the selected item to open its properties and customize it: * Background color: You can set any background color for the whole block or individual sections. * Font: Edit the text by changing the font size, type, color and alignment. * Link color: If you create hyperlinks, you can customize their color to make them more visible or to match the rest of the design. * Linking elements: Images, buttons and text can be easily linked to external sites by adding the appropriate URL.

### Adapting the view to mobile devices Check and edit the layout for mobile devices, making sure everything is readable and well laid out on smartphones.

# Email creation specifications ### Proper preparation of HTML mailing creations Building an email creative is different from building a website. While web browsers strive toward uniform standards, most email or webmail programs interpret HTML and CSS inconsistently and selectively. While CSS continues to be refined and expanded, styles in email templates are severely limited. Therefore, it makes sense to keep your emailing code as simple as possible and avoid ignored tags. As a rule, we will not be able to select campaign audiences to group opening addresses on specific programs or devices, so it is worth ensuring that the template also displays correctly on the most restrictive client among the popular ones. In the Polish market of significant applications, Gmail appears to be the most impermeable. Webmail from WP, ONET, or O2 and INTERIA is more versatile in relation to frequently used CSS styles. Conversely, among desktop applications, Outlook from the Office suite is the most limited, while Apple Mail for Mac is the closest approximation to an ideal client. In the context of mobile devices, the situation appears to be quite favorable, with a considerable range of styles exhibiting satisfactory display outcomes on the default clients for Android, iOS, and Harmony. ### HTML e-mail guidelines 1. The required email format is HTML. 2. The recommended width of the mailing is 600-700 pixels. 3. The HTML code itself should not weigh more than 100 kb. It is recommended that the message be as light as possible. 4. The required encoding is UTF8. 5. The email message is recommended to be built on tables, which allows you to maintain a certain width of a particular element. 6. Elements of the mailing should be sub-linked using the A HREF tag. The use of the AREA tag prevents the system from detecting the link, and further tracking the clickability of the link. 7. Do not include interactive elements like JavaScript, ActiveX, frames, and dynamic HMTL elements. 8. The background of the mailing should have a uniform color and be defined with the BG COLOR tag. Image backgrounds are not properly supported by mail programs. 9. It is recommended to use popular fonts,such as Arial, Verdana, Tahoma, Times New Roman, which display correctly on webmail and email programs. 10. Image files should have a JPG, PNG or GIF extension. 11. It is recommended to describe images using the ALT parameter. Thanks to this procedure, in the case of blocking images, the viewer will be shown the items described with text, which may induce further action - downloading images. 12. It is recommended to define border="0" attribute for images. 13. To center the creation, it is recommended to use the align="center" parameter. 14. The message should not contain positioning elements - the "position" declaration. 15. The MessageFlow system allows automatic integration with Google Analytics. Tracking codes of other programs like Gemius should be sewn into the links themselves. 16. Do not use the ROWSPAN attribute in the TD tag. 17. TITLE and META tags other than the font encoding declaration must not be compacted in the code. Also, the !DOCTYPE declaration should not be used. 18. CSS styles must be defined directly in the HTML code. 19. The style should be defined INLINE, via the STYLE attribute inside the tag. In addition, it is recommended to use inline style primarily in SPAN and A tags. 20. For defining margins, it is recommended to use the CELLMARGIN tag. 21. Do not include images in the STYLE section. Images can only be defined in IMG tags. 22. When preparing a message, it is worth turning your attention to the preheader, or the first sentence of the message. This is because this element has a major impact on openability. Ideally, the preheader should be an extension of the information contained in the title. 23. The prepared creative should be tested on as many email and webmail programs as possible, as well as on mobile devices. The MessageFlow system offers access to the EmailPreview service, which allows you to quickly preview messages on various programs, including mobile devices. 24. The prepared e-mailing should be packed into a ZIP folder. The HTML file should be named "index.html" and it must be in the same folder as the image folder. ### Additional tips for preparing HTML email creations #### Tables, instead of divs It is recommended that the structure of the mailing be constructed using tables, which allows you to maintain a certain width of the elements. Templates built on divs do not work well, as a large number of mailing programs do not maintain the desired structure (among other problems with float). The use of nested tables is an effective method; however, it should be noted that certain email clients, such as Gmail and Outlook 2007, may have difficulty interpreting margin and padding within cells. In regard to table widths, the most reliable method is to specify them for each cell individually, as opposed to doing so globally for the entire table. Furthermore, widths should be specified in pixels, as percentages are ignored, particularly in nested tables under Outlook. Horizontal merging of cells is permitted, but vertical merging is not. #### Coding It is best to assume that UTF8 is always used, regardless of the group of recipients of the mailing. #### Width of creation It is recommended not to exceed 600px. This width is based on statistical data regarding the average screen resolution and the amount of space typically occupied by side menus in webmail and desktop clients. This size is relatively scalable on mobile devices. #### **CSS inline** Gmail's webmail is the most limited in terms of how it embeds styles. While linking to external css resources (i.e. in head/body) does not work on almost any webmail, embedding styles as in head or body additionally does not work on Gmail. So the only sure way to declare styles is the INLINE method, that is, putting 'styles' in individual html tags (e.g. Abc). In addition, some clients do not recognize css abbreviations for color hex values (#ffffff instead of #fff), or abbreviations for margin, padding (margin-top:25px; margin-right:50px; marginbottom:75px; margin-left100px; instead of margin: 25px 50px 75px 100px;) #### Images Note that most webmails and clients do not automatically download images by default. So the first thing the recipient will see is the text itself without images and information about the possibility of loading graphics. In order to make the mailing look neat before and after downloading images, you need to remember a few things. It is always worth declaring the dimensions of images and using graphics with target dimensions, dynamic scaling through attributes does not always work. Using an image as a background image does not work under Outlook 2007, among others (there is, admittedly, a nifty way to do this), so if you already use a picture background, it is a good idea to also define a background color as an alternative. It is recommended to describe images with the ALT parameter. This way, at the stage of blocking images, the viewer will see the elements described with text, which may induce further action - downloading images. ALTs should be as short as possible, in the case of Outlook, the program displays before them a standard phrase about the possibility of downloading images. Extensions used: png, jpg, gif. In case of problems with surrounding images under Gmail and Outlook.com webmail, style="display:block;" and border="0" may be useful. #### **Preheader** When preparing a message, it is worth turning your attention to the preheader, the first sentence of the message. It is displayed especially on mobile devices, Gmail and Outlook. This element has an impact on openability. Ideally, the preheader should be an extension of the information contained in the title. #### Weight less than 100KB HTML code alone (without the weight of images) should not weigh more than 100 KB. It is recommended that the message be as light as possible. The weight of a single email is a key factor affecting the rate of mailing. #### **Links always \** Elements of the mailing should be sub-linked using the A HREF tag. The use of the AREA tag prevents the system from detecting the link, and further tracking the clickability of the link. #### **JavaScript not accepted** Do not include interactive elements like JavaScript, ActiveX, frames, and dynamic HMTL elements. #### **Standard fonts** It is recommended to use popular fonts, such as Arial, Verdana, Tahoma, Times New Roman, which display correctly on webmail and email programs. #### **Google Analytics and other systems** The MessageFlow system allows automatic integration with Google Analytics. Tracking codes of other programs like Gemius should be sewn into the links themselves. #### **Other tips:** * The message should not contain positioning elements - "position" declaration - The use of * The prepared creative should be tested on as many email and webmail programs as possible, as well as on mobile devices. The MessageFlow system offers access to the EmailPreview service, which allows you to quickly preview messages on various programs, including mobile devices. * The prepared mailing can be packed into a ZIP folder and uploaded to the MessageFlow server during the steps of the email campaign wizard. The HTML file should be named "index.html". # Personalizing email campaigns In the MessageFlow panel, you can personalize your email campaigns by including the recipient’s first name. To do this, simply include a first name column next to the email addresses in your imported file, as shown below: | email | first\_name | | -------------- | ----------- | | | Piotr | Next, upload this database into the system. In the first step, make sure the fields from your file are correctly mapped to the corresponding fields in MessageFlow. You can find step-by-step instructions on how to upload a contact database [\[here\]](/contacts/adding-contacts/importing-contact-lists-csv-excel). While creating your email campaign, open the **Merge Tags** dropdown and select **First Name**. This will insert the tag `##FirstName##` into your email. When the message is sent, this tag will be replaced with the actual first name assigned to that specific contact. Additionally, you can personalize emails with any custom data. To do this, first create a new custom field under **Contacts → Custom Fields** in MessageFlow. Then, add a column with that same field name to your contact file. **Example:** | email | first\_name | code | city | | --------------- | ----------- | ----- | ------ | | | Katarzyna | ABCDE | Warsaw | | | Magdalena | FGHIJ | Poznań | | | Tomasz | KLMNO | Gdańsk | | | Piotr | PRSTU | Kraków | The column names (e.g. `code`, `city`) must exactly match the names of the custom fields you created in the MessageFlow panel. # Creating and downloading message templates ## **Creating a message template** While creating a message in the editor, you have the option to save it as a template. 1. To save the message as a template, click the **Save as new template** button located in the top bar of the panel:

2. Then enter the template name and click **Save**.

3. Once saved, the message template will appear in the first step of creating an email campaign: **Email creation**, under the **Your templates** tab.

## **Downloading a message template** 1. To download a message template, go to the **Your templates** tab in the first step of creating an email campaign: **Email creation**. Hover over the selected template and click **Download**.

2. The message template will be downloaded directly to your device. The downloaded file will be named **index.html**. {% hint style="warning" %} Templates by default include an unsubscribe link for panel-based campaigns. If you do not remove this link, download the HTML template, and use it in an API send, the unsubscribe link will not be clickable. {% endhint %} # A/B campaigns *A/B campaigns: Effectiveness optimization* A/B testing serves as an effective tool for communication optimization. It allows verifying which message variant resonates best with recipients, resulting in higher open rates (OR) and click-through rates (CTR). The process begins by selecting the **Create campaign** button on the campaign list, providing a name, and then clicking **Create A/B campaign**. The system guides the user through a dedicated five-step workflow.

{% stepper %} {% step %} ### Step 1: A/B settings This section defines the foundation of the test: * **Element to test**: The parameter to be compared. Available options include Subject, Sender, and Email creation. The Subject option verifies which title encourages more opens. The Sender option tests different sender names. The Email creation option compares different layouts, content, or CTA buttons. * **Number of variants**: The selection ranges from 2 to 5 versions. * **Percentage of recipients**: This setting determines the portion of the audience participating in the test, ranging from 10% to 90%. The remaining database segment automatically receives the winning version. * **A/B Test Winner Criteria**: The system identifies the winner based on either the highest number of opens or clicks. * **Test duration**: A specified number of hours after which the system concludes the test and distributes the winning version to the remaining recipients.

{% endstep %} {% step %} ### Step 2: E-mail creation The configuration in this step depends on the selected test element: * When testing the **Subject** or **Sender**, appropriate fields are configured for each variant. Options include personalization features or an AI assistant for title generation.

* When testing **Email creation**, separate graphic designs are prepared for each version. This configuration is completed using the drag and drop editor, custom HTML code, or existing templates.

{% endstep %} {% step %} ### Step 3: Basic information This step involves providing information common to all variants, excluding the tested element. It includes configuring click tracking, Google Analytics integration with UTM parameters, and adding potential PDF attachments. {% endstep %} {% step %} ### Step 4: Recipients The target group for the test is defined in this section. Available options include static contact lists or dynamic segments. The MessageFlow Segments feature operates as an additionally paid module available in selected packages. The system automatically divides the chosen group according to the percentages established during the first step. {% endstep %} {% step %} ### Step 5: Summary This stage provides the final verification before launching the test: * **Distribution visualization:** A pie chart displays the percentage distribution of campaign recipients between the test variants and the group designated to receive the winning version. * **Data verification:** The summary section allows reviewing the configured subjects, senders, and the recipient count. * **Send test:** Test messages of all variants can be dispatched to a specified address to ensure personalization and links function correctly.

{% endstep %} {% step %} ### A/B campaign execution Once the configuration is complete, two final actions are available. Selecting the **Save** button preserves the campaign in draft mode for future modifications. Selecting the **Save and send** button finalizes the setup. The test then initiates immediately or at a scheduled time. From this point, the process becomes fully automated. The system dispatches the test variants, waits the specified number of hours, analyzes the results, and delivers the best-performing version to the remaining audience. {% endstep %} {% endstepper %} # Booster for e-mail campaigns ## Intro Booster is a tool that enables automatic follow-up messaging within a campaign. Available in the MessageFlow panel, it lets you schedule automated messages to be sent within a specific timeframe (from 2 hours up to 7 days) to recipients who didn’t open the original message. Booster can be used with Email, SMS, and PUSH campaigns. {% hint style="warning" %} For Email campaigns, Booster allows you to send an additional SMS or Email. Please note: the Booster feature is not available for A/B test campaigns. {% endhint %} ## **Example use case** You’re launching an Email campaign promoting products with a discount that ends in 7 days. After the initial send, you receive a performance report. Three days before the promotion ends, an automatically scheduled follow-up SMS or Email is sent to those who didn’t open the first message. ## Billing Messages sent as part of a campaign with Booster enabled are billed according to your account settings and existing contract. All Booster-sent SMS and Emails appear under the Campaign tab with the name “Booster for....”. ## Where to find Booster in email campaigns You can enable Booster during the final step of setting up your Email campaign — the summary stage. The Booster function is turned off by default and must be activated manually.

## Access and permissions If your account does not include SMS capabilities, the Booster option will be greyed out. A message will prompt you to contact our sales team to unlock the feature.

## Audience selection Booster messages are targeted at users from the original campaign audience who, within a defined window (2 hours to 7 days), did not open or click the original message. Importantly, contacts are selected just before the Booster send. If a recipient opens the original message shortly before the Booster is scheduled, gets deleted, or is blocked — they will be excluded. The list of contacts who received the Booster is not visible in the Groups section. You can find this data in the [campaign report](/email/e-mail-campaigns/campaigns/campaign-list). ## Booster eligibility based on main campaign status | **Main channel** | **Status** | **Booster channel** | **Booster delivery** | | ---------------- | ---------- | ------------------- | ----------------------------------------------------- | | email | HARDBOUNCE | email | Not sent | | email | HARDBOUNCE | SMS | Possible | | email | SOFTBOUNCE | email | Possible | | email | SOFTBOUNCE | SMS | Possible | | email | SPAMBOUNCE | email | Not sent | | email | SPAMBOUNCE | SMS | Possible | \ **Booster messages will not be sent to:** * Recipients who opened or clicked the main campaign message * Deleted contacts * Blocked contacts * Contacts without a phone number * Groups with 0 contacts * Groups with 100% open rate for the main campaign (you’ll be notified if Booster gets cancelled for this reason) * Contacts marked as "Spambounce" after the main Email campaign (applies to Email→ Email follow-ups) ## Unsubscribe link Unsubscribing from a Booster campaign works the same way as with [other campaign types](/email/e-mail-campaigns/settings/adding-a-sign-out-page). {% hint style="success" %} **Want to learn more about the capabilities of Message Booster?** See how it works, explore its benefits, and discover how it can boost your campaign performance on the product page: [**Message Booster**](https://messageflow.com/message-booster/) {% endhint %} # Instructions for sending an e-mail campaign with the Booster option 1. Set up your campaign following the instructions here:\ [How to create an Email campaign](/email/e-mail-campaigns/campaigns/creating-e-mail-campaigns) 2. At the summary step, enable the Booster by toggling the switch and filling in the required details.\

3. Choose the message type for the Booster campaign: **Email** * Enter or generate a subject line * The message body and settings will match the main campaign

**SMS** * Enter sender ID * Compose the message * Add personalization if needed * Include tracked links

{% hint style="warning" %} When creating your Booster message, keep in mind the same rules for message length, billing, and use of special characters apply as for the main campaign. Campaign throughput is fixed and cannot be changed. {% endhint %} Set delivery conditions: * Choose when the Booster should be sent (between 2 hours and 7 days after the main campaign) * Decide whether to target contacts who didn’t click or didn’t open the main message {% hint style="warning" %} If click tracking is disabled in the main campaign, the “didn’t click” option will not be available. {% endhint %} 4\. Test your Booster using the **Send Booster Test** button. 5\. Finally, either **Save** your campaign or **Save & Send**. {% hint style="warning" %} Both the main and Booster campaigns can be edited up until the main campaign is sent — that is, while its status is “edited” or “scheduled.” The Booster can be canceled up to the moment it’s due to start. {% endhint %}

{% hint style="success" %} **Want to learn more about the capabilities of Message Booster?** See how it works, explore its benefits, and discover how it can boost your campaign performance on the product page: [Message Booster](https://messageflow.com/message-booster/) {% endhint %} # Reports & analytics ## Campaign List You’ll find your sent Email campaigns — including Boosters — under **EMAIL → Campaigns** SMS Boosters are listed under **SMS → Campaigns.** Each campaign (main and Booster) has its own report. On the main campaign list, you’ll see a notification in the “**Details**” column if a Booster has been sent.

## Google Analytics GA settings from the main campaign are inherited by the Booster. The utm\_campaign parameter is automatically updated with the Booster campaign name. ## Reports Main campaign report: 1. Navigate to **EMAIL → Campaigns** 2. The summary will show: "**Includes: Booster campaign**" 3. Click **View Booster Report** to access the follow-up report 4. The report becomes available after the Booster is sent. Before that, you’ll see a message indicating whether it’s scheduled or in progress ### Booster Report – Email Version: 1. For email Booster: 1. Follow the steps above for accessing from the main campaign 2. From the summary, click **View Booster Report** to view clicks and recipient tools ### Booster Report – SMS Version: 1. Go to the **SMS campaign list** 2. In the campaign summary, click **View Booster Report** 3. The summary lets you review clicks and tools used by recipients {% hint style="success" %} **Want to learn more about the capabilities of Message Booster?** See how it works, explore its benefits, and discover how it can boost your campaign performance on the product page: [Message Booster](https://messageflow.com/message-booster/) {% endhint %} # Analytics, audiences and reports # Monitoring deliverability, opens, clicks To check the results of the campaign go to email -> Campaigns -> Report. 1. **"Summary" tab** This tab contains basic information about the campaign, such as: * Campaign name * Shipping time * Customer group and number of customers * HTML preview of Email creation * Statistics: number of messages sent (injected), opened (open), tracked clicks (track), unsubscribed (unsubscribe), and types of deliverability errors (hardbounce, spambounce, softbounce).

2. **Openings**\ This section shows charts of email openings: * Broken down by hour within the first 24 hours of shipment. * By day, for the first 7 days after shipment.

3. **Clicks**\ In this section you will find statistics on clicks on specific links in the message. * Ability to export clicks to an Excel file. * The ability to create a group of recipients who clicked a link.

4. Domain report * Statistics of the domains to which the campaign was sent, along with information about the domain with the highest number of opens and clicks.

5. **Heat map** * Visualization of clicks on different areas of the email creative, with color-coding of the areas that were clicked most often.

6. **"Geo/tech report" tab**\ Opening messages with a breakdown: * Cities * Countries

7. "Tools" tab * Ability to export undelivered messages along with the reason for non-delivery. * Create groups of recipients based on activity (e.g., who clicked, opened the message or who did not).

8. Statuses in reports * **OK:** shows how many emails have been successfully delivered to recipients. * **Hardbounce:** This indicator refers to messages that have been permanently rejected by mail servers. This usually happens when the email address is inactive or does not exist. Softbounce: This refers to messages that have been temporarily rejected. This can be due to a full mailbox, server problems or other technical difficulties. * **Spambounce:** Indicates messages that have been blocked by spam filtering systems. This may be because the content of the message was deemed suspicious or the sender was marked as spam. {% hint style="info" %} For a full explanation of all message statuses (Injected, OK, Softbounce, Spambounce, Hardbounce, Dropped, Deferred, Open, Track, Feedback), see [Message Statuses](https://docs.messageflow.com/email/message-statuses). {% endhint %} # Storage of email campaign reports Email campaign reports are retained for a period according to the package purchased. **The minimum retention time is 3 months.** Depending on the selected plan, this period may be extended. **Information on undelivered messages** (addresses to which messages could not be delivered) is retained for **10 days after sending.** ### Email message billing Billing of email messages is stored for 40 days after shipment. Such billing includes information such as: * recipient's email address, * the date the message was sent, * the status of the message. # Email address archiving, removing hard-bouncing addresses, unsubscribes To manually add a contact to the archive, first go to the contacts list, select the contact, and then check it using the checkbox. After selecting the contact, simply click the **Archive** button to move the selected address or number to the archive. This ensures that these addresses will not be considered in future campaigns. Additionally, after each sent email campaign, a report appears with an option to archive undelivered messages. This functionality allows for the automatic transfer of addresses that received a **hard bounce** (i.e., in the case of email). A **hard bounce** means that the message could not be delivered to the recipient, most often due to a non-existent email address or server error. Addresses moved to the archive due to a hard bounce are automatically excluded from future email sends and will not be accepted during new data imports. Moreover, if an email recipient clicks on the unsubscribe link (e.g., in the message footer) and confirms their unsubscription, they will also be moved to the archive. # Outgoing # Outgoing List In the **Outgoing** tab, in the **Outgoing List** view, you will find a collection of information about the recipients of the latest sends of your campaigns.

In the **Search** bar, you can specify: * Date range * Recipient's email address * Campaign name * Sender's address You can then search for recipients from the selected send ranges and either export them using the export button in the top right corner or analyze them within the panel. The view available in the panel includes details such as: * Recipient's email address * Sending time * Campaign name * Sender's address * Status * Opening time * Click time * Preview of the sent message * Subject of the sent message * Sender's header

{% hint style="info" %} With this section, you can analyze audiences in terms of open and click times, as well as their statuses, and export those audiences that interest you. {% endhint %} # Export list Using the **Export** button in the top right corner of the panel, you can export the recipient group.

* Select **List of operations** from the left menu:

* Your file will be first on the list - using the **Download** button you can download the file to your drive. 4. The exported file contains the following information: * **Recipient** – recipient's email address * **Sent** – date and time of the send * **Campaign** – campaign name * **Subject** – message subject * **Status** – message status * **OK** – messages delivered successfully * **Hardbounce** – messages not delivered. The user does not exist or the address is incorrect. The reason for the delivery failure is permanent, and no further delivery attempts should be made. * **Softbounce** – messages not delivered. The reason for failure is temporary, and the message may be delivered on the next attempt. The cause could likely be a full inbox. * **Spambounce** – messages not delivered. The recipient’s mail server classified the message as SPAM. * **Unsubscribe** – the recipient unsubscribed from the mailing list after receiving the message. * **Sender name** – name of the campaign sender * **Sender email** – email address from which the message was sent * **Opened** – date of opening * **Clicked** – time of click # Settings # Adding a sign-out page 1. Select the **Email Campaigns** tab -> **Settings** -> **Unsubscribe Pages**\

2. Adding a New Unsubscribe Page: 1. In the **"Unsubscribe Pages"** section, click the "+" icon. 2. A field will appear where you can name the unsubscribe page template.

3. Unsubscribe Page Builder: 1. After clicking **"Create"**, the page builder will open, allowing you to design the unsubscribe page yourself. 2. The builder functions similarly to the email campaign editor, enabling you to: 1. Add text, 2. Insert images, 3. Add links and buttons, 4. Paste ready-made HTML code. 4. Creating the Unsubscribe Confirmation Page: 1. Click **"Next"**. 2. Another section of the builder will open, where you can design the unsubscribe confirmation page. 3. You can design it using the same tools (text, images, HTML) as the unsubscribe page.

5. Completion and Save: 1. When both templates (unsubscribe and confirmation pages) are ready, click **"Save and Close"** to save your changes. # E-mail API # Dashboard #### Dashboard (E-mail API) The Dashboard tab within the E-mail API module is the first screen visible upon selection. It serves to monitor current statistics, check sending health, and verify the reputation of your SMTP servers. The panel is designed to deliver key data across several clear sections: ### Search At the top of the page, you will find advanced filters allowing you to narrow down the presented data to a specific segment of traffic. You can filter statistics by: * **Select range:** Define the analysis period (by default, the system shows the last 30 days). * **SMTP Accounts:** Choose whether to view aggregate data or data for a specific sub-account only. * **Recipient domains (max 10):** Manually enter domains (separated by commas) to check deliverability to specific providers (e.g., *gmail.com, yahoo.com*). * **Sender:** Analyze traffic based on: * **Sender domains:** Domains verified in the system. * **Sender addresses:** Specific e-mail addresses (*From* field).

The **Search** button updates the view, while **Reset** restores default filter settings. {% hint style="info" %} Data retention policy: * Detailed data (hourly and daily) is available for 60 days from the moment of dispatch. * For periods older than 60 days, the system stores only monthly data. {% endhint %} ### Efficiency Statistics This module provides a quick preview of four key performance indicators (KPIs). Tiles automatically compare current results with the previous period, marking the trend (upward or downward) with a color and arrow. * **INJECTED:** Number of messages accepted by the system for processing. * **DELIVERY RATE:** Rate of correctly delivered messages (status `OK`). * **OPEN RATE:** Percentage of unique opens relative to delivered emails. * **CLICK RATE:** Percentage of unique link clicks relative to delivered emails.

### Performance chart over time Data visualization has been split into two tabs, allowing for separate analysis of sending volume and recipient engagement. #### Historical data - line chart This chart presents the number of messages and their statuses over a selected time. It allows you to quickly spot anomalies in sending. * Interval: You can switch the view between Hours, Days, and Months. * *Remember:* Hourly and daily views work only for a range of up to 60 days back. * Chart configuration: Below the chart, you will find a legend with options to toggle specific statuses on/off: * **Deliverability:** `injected`, `ok`. * **Interactions:** `open`, `track`, `feedback`. * **Rejections:** `softbounce`, `hardbounce`, `spambounce`, `dropped`.

#### Clicks and opens over time - bar chart This view is used to analyze recipient behavior. It shows when your database is most active. The chart aggregates data for `open` and `track` events in two views: * **Hours:** Activity distribution throughout the day (e.g., peak opens at 9:00 AM). * **Days of the week:** Activity distribution in a weekly cycle (e.g., higher click-through rate on Thursdays).

### Server Information The bottom section lists all your SMTP sub-accounts. It enables a quick overview of the status and details of individual sending channels. The table presents: * **Login:** Username used for SMTP authorization. * **Name:** Your label identifying the sub-account. You can edit it in the account settings. * **Reputation:** Current assessment of sending quality (calculated based on the ratio of delivered messages to bounces). * **Type:** Type of assigned IP address (e.g., Marketing, Transactional, Priority). * **IP:** The IP address from which messages originate. * **SMTP Account Settings:** Shortcut to the advanced configuration of a given sub-account.

# Analytics **Email API Analytics** (visible in the web application's side menu as **Analytics**) is an advanced reporting and analysis tool that provides a full picture of the effectiveness of email dispatches sent exclusively via the API channel. Its main goal is to enable rapid diagnosis of problems with message reception by servers and to optimize dispatch strategies based on hard data. The system automatically collects and analyzes data on delivery statuses (registered at the recipient server level), recipient engagement, and dispatch quality, presenting them in an intuitive analytical panel. This module offers four specialized reports, allowing data analysis across multiple dimensions: * Mail providers report * Recipients domain report * Senders report * Bounce report {% hint style="warning" %} Note: The feature is available for selected plans. The availability of historical data for comparisons (e.g., percentage change indicators) depends on the log retention period in the user's plan. {% endhint %} # Mail providers report This report allows you to quickly assess delivery and engagement rates among key mail providers (e.g., Gmail, Yahoo, Outlook) to whom you send the most messages. It automatically presents data for the TOP 10 providers. Unlike the 'Recipients domain report', you cannot manually select the analyzed domains in this view. ### Search Filters This section allows you to filter data by: * **Date range**: Allows you to select the analysis period. * **Sender**: Option to filter by **Sender domains** or **Sender addresses**. * **SMTP accounts**.

### Results for TOP 10 providers Results are presented in two formats: #### Charts * **Pie chart (Share of providers in sent (Injected) messages):** \ Visualizes the percentage share of dispatches to each mail provider. * **Tiles (TOP 10 Providers):** Next to the pie chart is a list of tiles. It presents the TOP 10 providers who received the most messages, along with "Other" and "All" tiles. Each tile shows: * Provider name (e.g., GMAIL.COM). * Number of sent (Injected) messages. * Percentage share of total dispatches. * A comparative indicator to the previous, analogous period (e.g., selected 7 days vs. the 7 preceding days).

{% hint style="info" %} The availability of historical data for comparison depends on the log retention period in the user's plan. If data for comparison is unavailable, the message "We are unable to display the indicator due to lack of data" is shown. {% endhint %} * **Line chart (Deliverability and interaction analysis):** Allows tracking trends in hourly, daily, or monthly views. You can analyze the following metrics: Delivery Rate, Click Rate, Open Rate, and Bounce Rate.

#### Table (Detailed summary) Presents raw data in columns: Domain, Injected, Ok, Hardbounce, Softbounce, Dropped, Open, Track. The table has a toggle to display data in numeric or percentage view.

# Recipients domain report This report is for detailed analysis of results for specific, manually selected recipient domains. Use it to check how your messages are performing, for example, for a key customer or business partner (unlike the "Mail providers report" which shows an automatic TOP 10). ### Search Filters This section allows you to filter data by: * **Date range:** Allows you to select the analysis period. * **SMTP accounts** * **Recipient domains** **(Required):** Manual entry of up to 10 domains. * **Sender:** Filtering by **Sender Domains** or **Sender Addresses**.

### Results for selected recipient domains Data is presented in two views: #### Chart (Deliverability and interaction analysis) Allows tracking trends for the selected domains in hourly, daily, or monthly views. It allows analysis of: Delivery Rate, Click Rate, Open Rate, and Bounce Rate.

#### Table (Detailed summary) Presents raw data for the selected domains in columns: Domain, Injected, Ok, Hardbounce, Softbounce, Dropped, Open, Track. The table has a toggle to display data in numeric or percentage view.

{% hint style="info" %} For a full explanation of all message statuses (Injected, OK, Softbounce, Spambounce, Hardbounce, Dropped, Deferred, Open, Track, Feedback), see [Message Statuses](https://docs.messageflow.com/email/message-statuses). {% endhint %} # Senders report This report allows you to compare the effectiveness of different senders (domains or email addresses) you use for API dispatches. Use it to check which sender generates the best engagement or highest deliverability. ### Search Filters This section allows you to filter data by: * **Date range:** Allows you to select the analysis period. * **Sender (Required):** Option to filter by **Sender Domains** or **Sender Addresses** (max 10). * **SMTP Accounts** * **Recipient domains**

### Results for selected senders Data is presented in two views: #### Chart (Deliverability and interaction analysis) Allows tracking trends for the selected senders in hourly, daily, or monthly views. You can analyze the following metrics: Delivery Rate, Click Rate, Open Rate, and Bounce Rate.

#### Table (Detailed summary) Presents raw data for the selected senders in columns: Sender, Injected, Ok, Hardbounce, Softbounce, Dropped, Open, Track. The table has a toggle to display data in numeric or percentage view.

# Bounce report This tab is key for monitoring deliverability issues. It allows for a detailed analysis of the dynamics and types of bounces (undelivered messages), dividing them into permanent (Hardbounce), temporary (Softbounce), and spam-related (Spambounce) errors. ### Search Filters This section allows you to filter data by: * **Date range:** Allows you to select the analysis period. * **SMTP Accounts** * **Recipient domains** * **Sender:** Option to filter by **Sender Domains** or **Sender Addresses**.

### Analysis and dynamics of email bounces The report presents data in several formats: * **BOUNCED tile:** Displays the total number of bounces along with the percentage change compared to the previous, selected period. * **Pie chart:** Shows the percentage breakdown of bounces into three categories. Hovering over it reveals detailed data for Hardbounce, Spambounce, and Softbounce (including count, percentage change, and percentage share of all bounces). * **Line chart:** Shows the dynamics of the three bounce categories over time (hourly, daily, monthly). Hovering over the chart displays a breakdown of softbounce, hardbounce, and spambounce counts at that point in time.

### Bounce category definitions * **Hardbounce:** A permanent delivery error; the email address does not exist, the domain is incorrect, or the mailbox has been deleted. * **Softbounce:** A temporary problem with delivery (e.g., recipient's mailbox is full). * **Spambounce:** The message was rejected because the recipient's server classified it as spam or blocked it due to local anti-spam policy. # E-mails report The **E-mail reports** tab provides access to detailed real-time message logs. This feature allows the monitoring of the status of each message in real time, making it extremely useful for tracking its journey from the moment it is handed off to MessageFlow until it is delivered or rejected. This tool enables a thorough understanding of what happens to each message at every stage of the delivery process. ### Search In the Search section, you can define search criteria for email logs, allowing for precise retrieval of information about sent messages. The user can utilize the following filtering options.

#### **Search Options** * **Select date:** This function allows the choosing of the date range in which the emails were sent. This is a key parameter that narrows the results to messages sent within the specified time frame. * **Status:** This option allows the filtering of messages based on their current status, e.g., injected, ok, hardbounce, open, etc. * **E-mail to:** Enables the searching for messages based on the recipient's email address. This is useful when seeking detailed information regarding correspondence with a specific recipient. * **Message ID:** This feature allows precise searching for messages based on their unique identifier, assigned to each sent email message. * **SMTP Account:** Allows the narrowing down of search results to messages sent from a specific SMTP subaccount. Clicking the **Search** button after defining the search criteria will display the results. ### E-mail List The E-mail List section displays detailed logs of messages that meet the selected search criteria. Each message is presented in a table with basic information such as: **Date Injected**, **E-mail to**, **Message ID**, **Account**, and **Status**. #### **Detailed Message Logs** To access full information about a message, click on its record in the table. Upon expanding, detailed data is visible, including: * **Injection and delivery times:** Exact dates of status changes. * **Header data:** Sender, Recipient, Subject. * **Statuses:** Final status (e.g., `ok`, `hardbounce`) and any error messages from the receiving server (e.g., rejection reason). * **Engagement:** Information about email opens and link clicks (along with dates). * **Tags:** Assigned labels (if tagging was used). * **Message size:** Total size of the email including attachments.

### Exporting Logs (CSV) The web application allows you to generate a log report to an external file. To do this, use the **Export** button located above the Search. How to download the file? Due to the large amount of data, the report is generated in the background. 1. Click the **Export** button. 2. Go to the **Operations list** tab. 3. Next to the generated report, click the **Download** button.

The downloaded `.csv` file contains detailed technical and status data for each message, including the unique message identifier, creation and last log update time, tags assigned to the message, recipient, sender, subject, message size, and KPI indicators. # Tag report The Tags feature allows for the automatic assignment of labels to groups of emails, making it easier to categorize and track them. Tagging emails is particularly useful for monitoring and analyzing the effectiveness of marketing communications, automation, and transactional emails. Tag configuration can be done in the following section: **E-mail API** -> **Settings** -> **SMTP Accounts** -> **Additional settings** -> **Tags**. The Tag Report tab enables the reviewing of results for the configured tags, offering two main analytical functions: Compare statuses and Compare tags. #### Compare statuses The Compare statuses feature allows the selecting of any tag and analyzing of the individual statuses assigned to messages labeled with that tag. This way, it can be checked how many emails with the selected label were delivered, opened, bounced, etc. **Search Tool** In the Search Tool for the Compare statuses report, the search criteria for the selected tag can be defined.

Available options include: * **Select range**: Allows choosing the time range for analyzing messages. * **Select SMTP**: Allows selecting the SMTP account to be analyzed. * **Tag**: Enables choosing the tag to include in the report. * **Statuses**: Allows selecting the message statuses to include in the report, such as ok, hard bounce, and open. Clicking the Search button after defining the search criteria will generate the report. **Tags report search results** The tag report search results will be presented as a line chart, displaying the analysis for the selected tag in the context of various message statuses. This enables quick data comparison and monitoring of the effectiveness of emails labeled with specific tags.

#### Compare tags The Compare tags feature allows the selection of multiple tags to compare their performance based on assigned statuses. This is particularly useful for situations where A/B tests are conducted within an email campaign. This feature helps evaluate which version of the message or which group of communications performs better by comparing different statuses, such as email opens or link clicks. **Search Tool** In the Search Tool for the Compare tags report, search criteria can be defined to obtain detailed information about selected tags. Available options include: * **Select range**: Allows choosing the time range for analyzing message data. * **Select SMTP**: Allows selecting the SMTP account to be analyzed. * **Tags**: Enables selecting specific tags for comparison, e.g., campaign1, campaign2. * **Status**: Allows selecting the message status to include in the report, such as open. Clicking the **Search** button after defining the search criteria will generate the report. **Tags report search results** The Compare tags report results will be presented as a line chart, displaying the analysis of the selected tags based on the specific status. This allows for an easy comparison of the effectiveness of different tags and helps monitor the results of email campaigns or other types of communications labeled with specific tags.

# Domains report The **Domains Report** is a tool that enables a detailed analysis of email deliveries, categorized by various delivery statuses and popular mailbox providers. This data helps identify deliverability issues specific to certain ISPs and take corrective actions to improve the effectiveness of email campaigns. #### Search Tool The **Search Tool** allows to define the search criteria to generate a domain report.

The following can be specified:: * **Select range**: Defines the time range for the data to be analyzed. * **Select SMTP**: Allows the choosing of the SMTP account from which the messages will be analyzed. Clicking the **Search** button after defining the search criteria will generate the report. #### Search results The Domain report search results are presented in three different formats, allowing for a detailed analysis of email deliverability based on the provider and message statuses: **Numerical data in the selected time range** In this mode, the report presents data in numerical form, showing the number of messages for each status within the selected period. Detailed information is provided on the number of messages with specific statuses, broken down by ISP.

**Percentage data in the selected time range** This report presents the percentage breakdown of different message statuses relative to the total number of sent messages in the selected timeframe. This feature facilitates the identification of the proportion of messages that were delivered, bounced, or rejected for a particular ISP.

**Deliverability per providers** In this mode, the report facilitates an analysis of message deliverability categorized by ISP (e.g., Gmail, Interia, Onet). It presents the number of messages with the selected status (e.g., ok, hard bounce, spam bounce) for each provider, along with the percentage share of these statuses relative to the total number of messages sent to the respective provider.

# Blacklist Report The **Blacklist Report** provides control over managing blocked email addresses and domains. It enables monitoring, addition, and removal of the entries from the blacklist, which is particularly useful in maintaining effective email deliverability. Email addresses that receive a Hard bounce status are automatically added to the blacklist. Additionally, individual addresses can be manually added, lists can be imported from .csv files, or managed via API. ### E-mail Blacklist #### Search Tool * **Select SMTP**: Allows filtering the blacklist by the SMTP subaccount. * **Select Range**: Defines the date range for displaying blocked addresses. * **E-mail**: Enables searching for specific email addresses on the blacklist. Clicking the Search button displays results based on the selected criteria **Adding and Exporting Email Addresses** ![](https://lh7-qw.googleusercontent.com/docsz/AD_4nXdwWSoIv94e9dXQQ7IhjkFY70_nZ3rKcmxoMY_ew98HdZruj11_d8RL1tH4FhTmVfLRGQJf3J0EY4LwRDWFZARKY16svzEjPPfCRwGjmdaSAXfJyb8EsCspmtvdvUeWldLkN8u1NPVbmkm4ct6oBegNnjA?key=Ux5Hanj683yPPkgvA1AoXQ) **Importing Email Addresses to the Blacklist** To import email addresses: * Email addresses can be imported by dragging and dropping a .csv file into the provided area, or by clicking the grayed-out field to browse and select a file from the computer. * **Select SMTP**: The SMTP account for which the list will be imported. * **Reason**: A reason for the block (e.g., Hard bounce). Clicking Save imports the addresses after completing the fields.

**Exporting Email Addresses from the Blacklist** Exporting email addresses is possible after setting the criteria: * **Select Range**: The date range for the exported addresses. * **Select SMTP**: Allows choosing the SMTP subaccount. Clicking the Export button downloads the list. Regular exporting of the blacklist and removing inactive addresses from recipient databases are recommended.

**Adding a New address** Adding a new email address to the blacklist requires selecting the Add option: * **Select SMTP**: The SMTP account where the added address will be blocked. * **Reason**: A reason for blocking (e.g., Hard bounce or Unsubscribe). * **E-mail**: The e-mail address to be blocked. Clicking Save confirms the operation.

### Domain Blacklist This feature allows blocking entire domains, useful for handling frequently misspelled domains (e.g., "gamil.com") or domains of unwanted recipients. **Search Tool** * **Select SMTP**: The blocked domain list can be filtered by the SMTP account. * **Domain**: Enables searching for specific domains. Clicking the **Search** button displays results based on the selected criteria. **Adding a New Domain** The Add option is available on the right side. * **Select SMTP**: The SMTP account where the domain will be blocked. * **Domain**: The domain to block Clicking **Save** confirms the operation.

### Import List This feature allows reviewing previous imports of email addresses or domains added to the blacklist. **Search Tool** * **Select Range**: The date range for the imported records to be searched. * **Select SMTP**: The results can be filtered by the SMTP subaccount. Clicking the **Search** button displays results based on the selected criteria.

### Export List This option leads to a list of operations on the account, where blacklist export activities can be reviewed. **Search Tool** * **Type**: Selecting the Export type narrows the results to export operations. * **Status**: The status of the operation, such as "In Progress" or "Finished". Clicking the Search button displays the export history after setting the criteria.

# Whitelist report The whitelist is a tool that ensures attempts to deliver messages to selected recipients, implemented to bypass the internal blacklist in the panel. This feature is particularly useful for critical communications, such as internal messages or those sent to key clients. {% hint style="info" %} **Note:** Requests to add addresses or domains to the whitelist may be denied if: * They are added for spamming purposes. * They originate from general provider domains (e.g., wp, onet, gmail). * There are other legal or formal reasons preventing acceptance. * They are marked as "unsubscribe" on the blacklist. {% endhint %} #### E-mail addresses whitelist **Search Tool** * **Select SMTP**: The whitelist can be filtered by SMTP subaccount * **E-mail**: The e-mail address to be searched. Clicking the **Search** button displays previously added addresses after setting the search criteria.

**Add new address** * **Select SMTP**: The SMTP account that will not block the added address. * **E-mail**: The e-mail address to be added to the whitelist. * **Substantiation**: The reason for adding the address to the whitelist. Clicking **Save** confirms the operation. #### Domain Whitelist **Search Tool** * **Select SMTP**: The domains added to the whitelist can be filtered by SMTP account. * **Domain**: The domain name to be searched. Clicking the **Search** button displays results based on the selected criteria. **Add New Domain** * **Select SMTP**: The SMTP subaccount where the domain should be added. * **Domain**: The domain name to be added to the whitelist. * **Substantiation**: The reason for adding the domain to the whitelist. Clicking **Save** adds the domain to the whitelist after completing all fields.

# Settings ### SMTP accounts The Additional Settings button, available next to the IP address, provides access to advanced features that can be customized individually for each SMTP subaccount.

To obtain a detailed description of each setting, the menu on the left should be used.

### General settings In the General Settings tab, it is possible to change the name and password of the SMTP account. * **Changing the SMTP Name**: The Name option allows the definition of a name that will be visible in the panel and associated with a specific type of email traffic sent through the given SMTP account. It is recommended to choose intuitive names that reflect the nature of the messages being sent, making it easier to manage multiple SMTP accounts. * **Changing the Password**: Here, the SMTP account password can be changed. By clicking the Change Password checkbox, a field for entering the new password will appear, along with a password generator that will automatically generate a strong and secure password. To ensure account security, the password should be changed regularly.

### IP authorization The IP Authorization feature allows access to the SMTP server to be restricted to a specific IP address or group of IP addresses. This significantly reduces the risk of unauthorized access, even in the event of a password breach. To configure IP authorization, the following steps should be taken: * The IP address or mask should be specified in the appropriate field of the form. * The Add button should be clicked to include the IP address or mask in the list of authorized addresses. After being added, the list of IP addresses authorized to connect to the SMTP server will be displayed below.

### SPF SPF (Sender Policy Framework) is an email authorization standard that helps verify whether the sender can send emails on behalf of a particular domain. This mechanism protects against sender spoofing and enhances the credibility of the sent emails. The functionality is enabled by default. An appropriate entry must be added to the domain's TXT record in its DNS settings to ensure proper operation. Detailed instructions for adding an SPF record can be found.

### S/MIME S/MIME (Secure/Multipurpose Internet Mail Extensions) is a cryptographic standard used for encrypting and signing email messages, ensuring the security of their content, and verifying the authenticity of the sender. With S/MIME, emails are protected from unauthorized access, and recipients can trust that the message originates from the correct sender. To use S/MIME, a digital certificate must be purchased and provided for configuration. The certificate assigned to the email address can be found. For information regarding the cost of implementing the S/MIME certificate, contacting the support team is recommended. ### Block disposable temporary addresses The feature allows for the automatic blocking of emails sent to temporary email addresses provided by services such as Temp Mail or YOPmail. Temporary mailboxes allow users to create email addresses without registration, and messages sent to these addresses are deleted after a certain period. When the Block disposable temporary addresses option is enabled, any message sent to a temporary email address will automatically be marked with the status dropped and added to the blacklist, preventing further delivery attempts to these addresses.

### Tags The Tags feature enables automatic tagging of groups of emails by assigning appropriate labels. Tags can be applied to messages based on the sender's address or the subject line. * **From Field Rule**: A tag will be assigned to messages based on the sender’s email address. A specific email address must be entered to create the rule. * **Subject Field Rule**: Tags will be assigned based on the message subject. Adding an asterisk (\*) at the end of the phrase will tag all messages containing the specified phrase and any additional content following it. If the asterisk is not used, only messages with an exact match to the phrase will be tagged. {% hint style="info" %} The asterisk (\*) can only be used for subject fields. {% endhint %} ### **Configuring a New Rule** * To configure a new rule, the Add New Rule should be selected * The method for assigning tags can be chosen by selecting either From Field or the Subject Field. * The Search Phrase and Tag fields should be filled in. The "Search Phrase" field allows the use of alphanumeric characters and special symbols: @ / \ ( ) + - # % ! & , . ' " | : ? Once all fields have been completed, the Add button should be clicked on. Created rules will be displayed in a list below, where they can be reviewed and deleted if necessary.

### Headers The Headers feature allows additional parameters to be added to email messages that are passed to the recipient’s server. These headers help mailbox providers such as Gmail or Yahoo understand the nature of the message and categorize it into the appropriate folder. **Configuring Headers** To enable this option, the switch next to the Headers feature in the SMTP server settings should be slid.

Next, the type of email delivery should be selected. Three options are available: * **No type:** In this case, the "precedence" header will not be added. This option is suitable for general emails. * **Transaction shipping list:** This type of message is sent to a single recipient and has a transactional nature, such as registration confirmations or password reminders. * **Bulk marketing sending:** This type of message is sent to multiple recipients simultaneously, such as newsletters or sales offers.

After selecting the desired option, the Save button should be clicked on. ### Footer The Footer is a permanent signature placed at the bottom of every sent email. It may contain contact information, links to websites, privacy policies, and other relevant content. **Configuring the Footer** To configure this option, the switch next to the Footer feature should be slid.

Next, the prepared footer should be added: * **HTML Version:** Allows the inclusion of the footer in HTML format, enabling the use of HTML code for formatting and styling the footer content. * **Text Version:** Allows the inclusion of the footer in plain text format, where the content is added without formatting (TXT version).

After completing the configuration, Save and turn on should be clicked to enable the footer in email messages. ### Link tracking The Link Tracking feature allows monitoring of recipients who clicked the links in an email. The system collects not only click data but also the geolocation, operating system, and browser information of the user. These insights help optimize communication strategies by better understanding recipient behavior. **Configuring Link Tracking** * To enable this feature, the switch for Link Tracking in the SMTP server settings should be slid.

* Then, the checkbox for Tracking plain-text e-mails should be marked.

* Save should be clicked to activate the feature.
### Open tracking The Open Tracking feature allows tracking of email opens, helping to monitor which messages have been opened. This provides insights into recipient engagement and reactions to sent communications. **Configuring Open Tracking** To enable Open Tracking, the switch in the SMTP server settings should be slid.

### Deep links Deep Links are special hyperlinks that redirect email recipients directly to a specific resource or section within a mobile app or website. Unlike standard links that lead to general pages, deep links direct users to specific content, such as products, offers, or articles, improving the user experience and increasing the effectiveness of marketing efforts. To activate deep links, the technical support team should be contacted. ### Google Analytics The Google Analytics feature allows the addition of special parameters to the links within emails. This enables tracking of user traffic and behaviors, such as purchases, registrations, or clicks on email links. These data are passed to Google Analytics, allowing for better analysis of the effectiveness of email marketing campaigns. **Configuring Google Analytics** * To activate Google Analytics, the switch for Google Analytics in the SMTP server settings should be slid.

* Next, Add a new rule should be clicked. * A rule can be set for the From fields (sender's address) or the Subject fields of the email. * In the Search phrase field, the term to be searched in the respective fields should be entered. * In the utm\_campaign field, a unique campaign name that will be visible in Google Analytics should be entered. * For emails that do not match the defined rules, the default campaign name will be "default."

After adding the rule, it will appear in the list below, where it can be removed if necessary by clicking Delete. ### Unsubscribe The Unsubscribe feature allows easy management of user opt-outs from email subscriptions in compliance with GDPR privacy regulations. This ensures that users can conveniently unsubscribe from receiving emails, ensuring legal compliance. **Configuring Unsubscribe** To activate Unsubscribe, the switch for Unsubscribe in the SMTP server settings should be slid. Two configuration options are available: **Unsubscribe Page** This option generates a ready-made page where recipients can unsubscribe from the email list. To configure it, the following should be completed: * Add a logo. * Fill in the following fields: * Unsubscribe details * Button Title * Appreciation text

In the email message, the following code should be inserted: \{{ link text }}\ where {{ link text }} can be replaced with any text, such as "Click here to unsubscribe."\ \ Additionally, the "Lis unsubscribe" option can be activated, which adds an "Unsubscribe" button next to the sender field in some email clients like Gmail and Outlook.\
**Redirect to a Specified Page:** In this option, the recipient will be redirected to a specified URL after clicking the Unsubscribe link. At the same time, their email address will be automatically added to the blacklist in the panel.

To enter the full URL address where the user is going to be redirected after clicking on the “Unsubscribe” button, the appropriate field should be filled in. Clicking Save confirms the operation. ### Blacklist The Blacklist settings are used to manage the scope of email address blocking. **Types of Blacklist** Two options are available in the Email API: * **Blacklist by SMTP:** Allows the creation of independent blacklists for each SMTP subaccount, enabling precise management of blocked addresses. * **Blacklist for all SMTP accounts:** Creates a single blacklist shared across all SMTP subaccounts, simplifying global management of blocked addresses. **Validity of entries on the blacklist** This setting defines how long blacklist entries will be retained in the system: * **No expiration:** Entries remain on the blacklist indefinitely. * **1 to 6 Months:** Entries are automatically removed from the blacklist after a selected period (from 1 to 6 months). **Bounce number before address blocking** This setting allows specifying the number of hard bounces after which an email address will be blocked: * **1 to 3 Bounces:** Provides the option to block an address after 1, 2, or 3 hard bounces. By default, the block occurs after the first bounce.

Note: The number of bounces only determines when the blocking mechanism is activated. An email address will be registered on the blacklist after the first hard bounce, regardless of the selected bounce threshold before the block.

### Messages templates This feature enables the creation and sending of personalized emails, where content is dynamically replaced by the appropriate variables. Templates can be uploaded directly to the servers and used for mass mailing via the API. **Configuring an Email Template** To add a new template, the "+" button on the right side should be clicked. Next, the following fields should be filled in: * **HTML version:** The HTML template, containing the appropriate tags for content replacement. * **Name**: A unique name for the template. * **SMTP Account:** The account from which the emails will be sent. * **Description**: A brief description of the template. * **Text version**: An alternative version of the template in plain text format. Clicking Save confirms the operation. **Sending Emails with a Template** Once the template has been added (via the panel or API), emails can be sent using the POST method (sendmail\_templates). During the sending process, an array of data is passed, including the recipients' email addresses and the variables that will be inserted into the template. The system automatically replaces the variables, generates the emails, and sends them to the specified recipients. * The method supports sending to up to 200 recipients in a single array. * Multithreaded sending can be utilized, significantly speeding up the process. Details about sending emails with templates can be found in the API documentation.
# Advanced Options E-mail API ## Priority Email Sending - Email Priority For time-critical email messages, such as authentication codes, one-time passwords, or security alerts, MessageFlow offers a dedicated channel: MessageFlow Priority. This service ensures maximum processing and sending priority within our infrastructure. Detailed information regarding MessageFlow Priority and its applications can be found in the dedicated section: [MessageFlow Priority](/advanced-features/messageflow-priority) # Sender security The Sender Security section is the key administrative module responsible for email communication reputation and deliverability. Proper configuration of the parameters available within it ensures that sent messages land directly in recipients' primary inboxes, minimizing the risk of being caught by spam filters. # Senders Authorization The **Senders Authorization** tab is the central hub for authenticating sending domains and addresses. Correct configuration of this area is an absolute requirement before running your first bulk campaign. This process unambiguously confirms sender identity to mail service providers (such as Gmail, Outlook, and Yahoo) and actively protects your brand against impersonation attempts (phishing). {% hint style="info" %} This configuration applies to all email sends carried out via MessageFlow, regardless of the channel used (e-mail campaigns or API/SMTP integration). If you are just getting started with the platform, however, the system allows you to carry out your first sends in a production environment using an automatically generated domain. Learn more: [Sandbox Domain](/email/sender-security/senders-authorization/sandbox-domain) {% endhint %}

Authorization mechanisms (SPF, DKIM, DMARC)

To ensure the highest level of security and deliverability for your emails, MessageFlow supports and recommends using standard authorization mechanisms: * **SPF (Sender Policy Framework):** This is a DNS record that precisely specifies which servers (IP addresses) are authorised to send emails on behalf of your domain. It allows the recipient's mail server to verify if an email it has received actually originated from a trusted and authorised source. * **DKIM (DomainKeys Identified Mail):** This method involves digitally "signing" the emails you send. This signature, unique to each message, is verified by the recipient's server using a public key that you publish in your domain's DNS records. DKIM ensures that the message content has not been altered during transit and confirms that the message originated from your domain. * **DMARC (Domain-based Message Authentication, Reporting, and Conformance):** This mechanism builds upon the results of SPF and DKIM verification. DMARC is a policy you publish in a special DNS record. It informs recipients' mail servers what to do with messages that claim to be from your domain but fail SPF and/or DKIM checks (e.g., reject them, move them to the spam folder, or deliver them unchanged – depending on the policy you define). Furthermore, DMARC enables you to receive detailed reports on attempts to impersonate your domain (phishing, spoofing) and on the verification status of your legitimate emails. In MessageFlow, the process of generating the appropriate values for the records needed for DKIM and DMARC configuration is automated to make their implementation as easy as possible for you.

#### Two Pillars of Sender Configuration In the MessageFlow system, the authorization process is divided into two distinct stages, each serving a different purpose: * **Domain authorization**: Securing your sending domain by implementing the appropriate DNS records (including DKIM). This is a foundational step that improves deliverability and the technical credibility of your sends. * **Email address authorization**: A process that confirms ownership of a specific mailbox (for example, ). These addresses then become available for selection in the "From" field when you design campaigns in the panel. This step requires prior and correct authorization of the domain under which the address operates. #### Step-by-step domain authorization process 1\. **Adding a domain** Go to the **E-mail -> Sender Security -> Senders Authorizatio**n tab and click the **+ Add Domain** button. Enter the full domain name. To keep the reputation of your marketing sends separate from your corporate communications, we recommend using a dedicated subdomain (for example, newsletter.yourcompany.com). 2. **Advanced configuration and DMARC policy (Optional)** {% hint style="info" %} Before you generate your DNS records, you can fine-tune your infrastructure parameters. Expand the Advanced Settings section to configure the following options: * **Use a dedicated Return Path**: Define your own subdomain to use as the return address for your messages. Simply enter a suggested phrase (for example, "mailing") and the system will automatically create the full address (for example, mailing.yourcompany.com). A dedicated Return Path actively helps build a consistent and positive reputation for your sending domain. * **Use a dedicated subdomain link (for tracking)**: This feature allows you to use your own subdomain in links that track clicks and email opens instead of the default MessageFlow domain. Enter a short phrase (for example, "click") and the system will generate an address in the format click.yourcompany.com. This improves visual brand consistency and positively influences how spam filters evaluate your links. * **Use a dedicated DKIM selector**: A selector is a special label used to look up the appropriate DKIM key in DNS records. You can define your own string here (between 3 and 7 characters required). * **Define custom DMARC settings**: Configure an advanced security policy directly in the panel. The system will provide a ready-to-use CNAME record to add to your DNS settings. The configuration covers three key elements: * **DMARC policy**: Defines how receiving servers should handle messages claiming to originate from your domain that fail SPF or DKIM verification. Options include none (monitor and deliver with a report), quarantine (treat the message as suspicious and move it to the spam folder), or reject (have the server block the message entirely). * **RUA (Reporting URI for Aggregate Data)**: Specify the email address to which you want to receive aggregate DMARC reports. These provide valuable insight into message volume and authorization status. * **PCT (Percentage)**: Set the percentage of messages (1 to 100) subject to the selected DMARC policy (quarantine or reject). This setting does not apply when you select the "none" option. The recommended practice is to gradually increase this value over time. {% endhint %}

3\. **Generating DNS records** After confirming your settings by clicking **Next**, the system will generate a set of CNAME records. Each record consists of a Host, Record Type, and Value. You must copy and implement these in the admin panel of your domain hosting provider. The method for adding records varies depending on the technical specifications of your DNS provider. Learn more: [Authorizing domains with web hosts](/email/e-mail-campaigns/campaigns/authorization-of-domain-and-senders/authorizing-domains-with-web-hosts) 4\. **Verifying propagation** DNS changes require time to propagate globally (typically between 15 minutes and 24 hours). Once this time has passed, return to the MessageFlow panel, locate the domain in the list, click **Preview**, and then click Verify. A successful verification changes the domain status to **Verified** and unlocks the ability to carry out sends. {% hint style="success" %} From this point on, you will be able to send emails using any email address configured under this authorized domain (for example, , ). {% endhint %} #### Access management (Optional) The system allows you to precisely restrict authorization to selected SMTP accounts only. In the details view of a verified domain (under the Status section), you will find a list of available SMTP sub-accounts. Use the checkboxes to grant or revoke permission to use the given domain for individual accounts within your organization's structure. # Sandbox Domain Once your account has been activated by the Support Team, the system automatically assigns a sandbox domain to your account. You will find it in the Domain Authorization tab. This solution enables immediate technical verification of connections and production sends from the panel or via API, with no prior DNS configuration required. To send your first message, you must generate a sender address (From) assigned to this domain. ### Instructions for creating a sender address for the sandbox domain 1. Go to the **E-mail addresses authorization** tab and click the **+ New sender's address** button. 2. In the window that appears, enter your preferred address prefix (the text before the @ sign). 3. From the dropdown list on the right, select the name of your sandbox domain. 4. Fill in the **From name** field (this will be visible to message recipients). 5. Confirm the changes by clicking **Save**.

Once you complete these steps, the new address will appear in the campaign wizard and will be ready to use in API or SMTP integrations. ### Limitations and terms of use for the sandbox domain Using the sandbox domain comes with certain operational conditions: * The domain is intended solely for testing your connection and sends with MessageFlow and does not guarantee high message deliverability. * DNS settings and records within the sandbox domain are locked and cannot be edited. * When you upgrade to any paid plan, the sandbox domain is permanently removed. This also results in the deletion of all associated sender addresses and the disconnection of any campaigns that used them. * Before switching to a paid plan, we recommend completing full authorization of your own domain to build an independent sender reputation and ensure sending continuity. To activate a paid plan and transition to your own sending infrastructure, [contact our sales team](mailto:sales@messageflow.com) directly. # How to Authorize Senders in MessageFlow? {% hint style="info" %} You can find the sender authorization settings in the MessageFlow panel under **E-mail -> Common Settings -> Senders Authorization.** {% endhint %} In MessageFlow, email sender configuration involves two distinct processes that serve different purposes. Understanding this difference is crucial for setting up your sending correctly: ## **Domain Authorization** **Main purpose:** This process is for **securing your sending domain** by generating and correctly adding the appropriate DNS records (such as DKIM). This confirms the authenticity of your emails, protects your brand from impersonation, and significantly increases the deliverability and credibility of your email messages. It is an essential step for any professional email communication. ## Email Address Authorization (as a Campaign Sender in the Panel) {% hint style="warning" %} To effectively add an email address from which you will send your campaigns (i.e., the address visible in the "From" field of your messages), first **ensure that the domain of this address has been correctly and fully authorised.** Detailed instructions on domain authorization can be found in the [Domains Authorization](/email/sender-security/senders-authorization/how-to-authorize-senders-in-messageflow/domains-authorization) section. {% endhint %} **Main purpose:** This process is **solely for confirming that you have access to a specific email address** (e.g., `contact@yourcompany.com`) and can use it as the "From" address in email campaigns sent directly from the MessageFlow panel. # Domains Authorization {% stepper %} {% step %} ### **Logging in and adding a domain** * To begin the authorization process, log in to the MessageFlow panel. * Navigate to the **E-mail -> Common Settings -> Senders Authorization** section. * To add a new domain, click the **+ Add domain** button.

* In the displayed field, enter the full name of the domain you want to authorize (e.g., `yourdomain.com`). If you don't want to change the main DNS settings of your corporate domain, you might consider using a dedicated subdomain for sending (e.g., `newsletter.yourdomain.com`).

{% endstep %} {% step %} ### **Configuring advanced settings (optional but recommended)** After entering the domain name, before you proceed to generate DNS records, you have the option to configure additional settings. Click on the **Advanced Settings** section to customise your configuration: * **Use custom Return Path:** Here, you can define your own subdomain to be used as the Return Path address for your messages. Enter a suggested phrase, e.g., "mailing". The system will automatically append your authorised domain name to it, creating, for example, `mailing.yourdomain.com`. A dedicated Return Path helps build a consistent reputation for your domain.

* **Use a dedicated link to the subdomain (for tracking):** This option allows you to use your own subdomain in links that track clicks and opens, instead of the default MessageFlow domain. Enter a suggested phrase, e.g., "click". The system will append your authorised domain name to it, creating, for example, `click.yourdomain.com`. This improves brand consistency and can positively affect how your links are perceived by filters.

* **Use custom DKIM selector:** A DKIM selector is an additional label used to find the correct DKIM key in your domain's DNS records. You can define your own selector here, which **should be between 3 and 7 characters** long.

* **Define your own DMARC settings:** Configure the DMARC policy for your domain directly in the MessageFlow panel. The system will then provide the appropriate CNAME record to add to your DNS. * **DMARC Policy:** Specify what recipient servers should do with messages allegedly from your domain that fail SPF and/or DKIM checks. Available options are: * `none` (monitoring): Messages are delivered, and you receive reports. * `quarantine`: Messages are treated suspiciously, e.g., moved to the spam folder. * `reject`: Messages are rejected by the recipient's server. * **RUA (Reporting URI(s) for Aggregate Data):** Enter the email address (or addresses) where you want to receive DMARC aggregate reports (RUA). These reports provide information on message volume and authorisation status. * **PCT (Percentage):** Set the percentage of messages (from 1 to 100) that will be subject to the DMARC policy (`quarantine` or `reject`). This option does not apply to the `none` policy. It is advisable to increase the PCT value gradually.

{% endstep %} {% step %} ### **Generating and adding records to DNS** * After configuring all desired options (or if you are using the default settings), click the **Next** button. * The MessageFlow system will generate a set of DNS entries for you to add in the DNS administration panel of your domain hosting provider.

* Each generated entry consists of three key elements: **Host**, **Record Type** (CNAME), and **Value**. {% hint style="warning" %} **Important:** The process of managing DNS records can vary depending on your hosting provider or domain registrar. Some systems may automatically append your domain name to the end of the host entry you input, while others may require you to add a dot (`.`) at the end of the value. Always follow your provider's instructions or contact their technical support.\ \ You can also find specific instructions for popular domains providers in the section[Authorizing domains with web hosts](/email/e-mail-campaigns/campaigns/authorization-of-domain-and-senders/authorizing-domains-with-web-hosts) {% endhint %} {% endstep %} {% step %} ### **Verification and completing the process** * After correctly adding all the generated DNS records in your provider's panel, you need to wait for their **propagation**. This is the process by which changes in the DNS system are distributed across the internet. It can take from approximately 15 minutes to 24 hours, and in some cases, even up to 48 hours. * Once enough time has passed, return to the domain authorization section in the MessageFlow panel. Find your domain on the list and click the **Preview** button, and then **Verify**. * The system will check if the DNS records have been correctly configured and are visible. If the verification is successful, your domain's status will change to **Verified**. * From this moment, after successful verification, you will be able to send emails using all email addresses configured within this authorised "From" domain (e.g., `contact@yourdomain.com`, `offers@yourdomain.com`, etc.). {% endstep %} {% step %} ### **Limiting authorization to specific SMTP accounts (Optional)** * By default, after successful domain authorization, it can be used for sending by all SMTP sub-accounts associated with your MessageFlow account. * If you want to precisely manage which specific SMTP sub-accounts have permission to send messages from this authorised domain, you can use the option to restrict authorization: 1. Navigate to the authorised domain's details view in the panel. 2. In the **Status** section, a list of SMTP accounts linked to your MessageFlow profile will be visible. 3. By selecting or deselecting the checkboxes next to the names of individual SMTP accounts, you can grant or revoke their permission to send using this specific authorised domain. {% endstep %} {% endstepper %} # Authorizing domains with web hosts As of February 1, 2024, Gmail and Yahoo are introducing new rules for sender verification and message classification, aimed at increasing the security and effectiveness of spam filtering. These changes require senders to update their settings, such as implementing SPF, DKIM and DMARC protocols, to ensure better deliverability and protection of their email communications. Therefore, we have prepared a guide describing how to add a customized DKIM entry to DNS settings on the side of the most popular web hosts. The instructions can also provide a hint on how to add the other records as well. # Authorizing a domain hosted at Cloudflare 1. Log in to your Cloudflare dashboard. Then, select the appropriate account and domain.

2. From the left-hand menu, select the **DNS** tab, and then click on **Records**. 3. Select the **+Add record** button.

4. Configure the new CNAME record: * In the **Type** field, select **CNAME**. * In the **Name** field, enter your-selector.\_domainkey. {% hint style="warning" %} Note: Do not include your domain name in this field. {% endhint %} * In the **Target** field, enter the appropriate value that was generated in your MessageFlow panel. * Ensure that **Proxy status** is set to **DNS only.** * Set **TTL** to **Auto** or **1 minute**.

5. Click **Save** to update the changes. ### Verifying Authorization: Allow time for the DNS system to confirm the changes. This process may take anywhere from a few minutes to 24 hours, depending on the DNS record propagation time. Verify that the DKIM configuration has been successfully completed by clicking the **Verify** button in your MessageFlow panel. If the entry's status changes to **Verified**, it means the authorization was successful. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # Authorizing a domain hosted at Nazwa.pl 1. Log in to the customer panel at Nazwa.pl 2. From the menu on the left, select "My Services" and click "Domains."

3. Click "Configure" to create records for the selected domain.

4. Then, at the bottom of the page, click "Change" to proceed to the next configuration step.

5. Then click on the "Add new record" option.

2. Select the "Manage DNS records" section for your domain

3. Then click "Add new record", which will allow you to add a new DNS record.

4. Select the "CNAME" record type.

5. Complete the "Canonical name" field with the value of the key generated in the MessageFlow panel.

6. Once the changes are approved, the new CNAME record will be added to your domain.

2. Then click on "Domains" to see active domains. 3. Next, select the domain where you want to configure the shipping domain. 4. From the drop-down menu on the right, select "Manage"

3. Go to "Domain Configuration", this will allow you to configure each domain record in detail.

6. Next, select "CNAME" as the type of DNS field.

7. Then make the "Subdomain" field available by typing: selector.\_domainkey.yourdomain.com. 8. Complete the "Destination address" field with the value generated in the MessageFlow panel. \[Be sure to put "." at the end of the value]. 9. Click the "Next" button to proceed to the next step.

10. Then click the "Approve" button to save your changes.

5. Then by clicking "Add new record" go to the next step.

9. Click "Save" , to confirm your changes. 10. Wait for the DNS system to approve the changes. This may take from a few minutes to 24 hours. This depends on the propagation of DNS records. {% hint style="info" %} If you have questions or concerns, we recommend that you contact your hosting provider's support department directly so that you receive precise and most up-to-date instructions for your account. {% endhint %} # SPF Record Configuration The SPF (Sender Policy Framework) record is a fundamental element of your domain's security, authorizing servers permitted to send emails on your behalf. A correctly configured SPF record significantly increases the credibility of your emails and protects your brand. In MessageFlow, the recommended and simplest method to ensure SPF compliance is by configuring a **"Custom Return Path"** (described in detail in the [Domains Authorization](/email/sender-security/senders-authorization/how-to-authorize-senders-in-messageflow/domains-authorization)). MessageFlow then automatically manages the SPF record for your dedicated return path subdomain. However, if for any reason you wish to directly manage the SPF record for your main domain (or a subdomain used in your "From" address) via a TXT record, the following instructions will help you. ### **If Your Domain Does NOT Yet Have an SPF Record:** If your domain does not yet have a published SPF record, you will need to create one. {% stepper %} {% step %} Log in to your domain's administration panel (where you manage its DNS zone). {% endstep %} {% step %} Navigate to the DNS records management section. {% endstep %} {% step %} Create a new **TXT** record for your domain (or subdomain, if you use it as your sending domain). * **Host/Name:** Usually `@` (for the main domain) or the subdomain name. * **Type:** `TXT` * **Value/Data:** Paste the following string: `v=spf1 mx a include:_spf.messageflow.com ~all` {% endstep %} {% endstepper %} This entry informs mail servers that your domain also uses servers indicated by MessageFlow (via the `include:_spf.messageflow.com` mechanism) to send emails. The `mx` and `a` mechanisms mean that mail servers defined in your domain's MX records and the server(s) corresponding to your domain's IP address (A record) are also authorized. The `~all` (SoftFail) qualifier suggests that messages from other servers should be treated as potentially suspicious. ### **If Your Domain ALREADY Has an SPF Record for Another Service:** If your domain already has an SPF record configured because you use other services for sending email (e.g., a corporate system, another provider), you must update it by adding authorization for MessageFlow's servers. **It is important that a domain has only one SPF record.** {% stepper %} {% step %} Log in to your domain's administration panel and navigate to the DNS records management section. {% endstep %} {% step %} Locate the existing TXT record containing the SPF entry for your domain. It will start with `v=spf1 ...`. {% endstep %} {% step %} Modify the existing SPF record. Before the terminating mechanism (e.g., `~all`, `?all`, `-all`), add the following entry: `include:_spf.messageflow.com` {% endstep %} {% endstepper %} {% hint style="info" %} *Example:* If your existing SPF record looked like this: `v=spf1 include:otherservice.com ~all` After adding the entry for MessageFlow, it should look like this: `v=spf1 include:otherservice.com include:_spf.messageflow.com ~all` {% endhint %} This updated entry will extend the list of servers authorised to send emails on behalf of your domain, including both MessageFlow servers and the servers of services that were previously defined. {% hint style="warning" %} Remember that changes to DNS records may take time to propagate (from a few minutes to 48 hours). {% endhint %} --- [Next Page](/llms-full.txt/1)