Domains Authorization

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).

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.

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.

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., [email protected], [email protected], etc.).

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.