Mastering the Email Game: From Authentication to Automation!

Image Displays Email Icon

 

Dear ACE Users,

We feel your pain. Email delivery can be a real headache. Nobody wants their emails to end up in the spam folder or get rejected like a sad puppy at a dog show. That's just not cool.

From authentication to automation, we'll guide you through the jargon and provide actionable steps to help your emails land in the inbox where they belong.

Image Displays Email

 

What is Email Authentication?

Email authentication is like giving your emails a suit of armor. It improves deliverability, reputation, and protects against spam and phishing. It builds trust, enhances brand credibility, and provides detailed performance reports. In short, it strengthens communication, safeguards your brand, and helps your emails reach recipients' inboxes.

Terminology:

Prepare to meet the VIPs (Very Important Protocols) of email authentication:

• DNS (Domain Name System): The internet's phonebook, ensuring your messages find their way home.
• DMARC (Domain-based Message Authentication, Reporting, and Conformance): Your domain's bodyguard, handling failed authentication emails.
• DKIM (DomainKeys Identified Mail): A fancy digital signature, verifying integrity and authenticity.
• SPF (Sender Policy Framework): Your personal email detective, sniffing out forged sender addresses.

Image Displays Deep Dive

 

What is the process?

Now, let's dive into the steps to configure email authentication for your domain:

SPF:

1. Identify the authorized sending servers for your domain.
2. Access your domain's DNS management settings. This is usually provided by your domain registrar or hosting provider.
3. Add an SPF TXT record to your domain's DNS settings, specifying the approved servers. 

Example of an SPF TXT record 

v=spf1 include:_spf.google.com include:spf.protection.outlook.com include:amazonses.com -all

   4. This SPF record includes the authorized sending servers for Gmail, Outlook, and Amazon. You can customize this record based on your requirements, such as including additional servers or  IP addresses. Feel free to modify this example to include any other authorized sending servers that you may have or require for your domain. Remember to update your SPF record based on your specific needs.

   5. Save the changes to your DNS settings. The new SPF record will be propagated across DNS servers, but it may take some time for the changes to take effect globally. 

   6. Use the MX Toolbox SPF Checker to verify the validity and proper configuration of your SPF record.

DKIM:

1. Generate DKIM key pair for your domain using your email server or a DKIM key generator.
2. Generate a private key: The private key should be kept securely.
3. Generate a public key: The public key is derived from the private key and will be added to your DNS records.
4. Access your domain's DNS management settings. This is usually provided by your domain registrar or hosting provider.
5. Add a new TXT record to your DNS settings for your domain.
6. In the TXT record value, enter the DKIM record following the DKIM syntax. It typically consists of two parts:
7. The selector: This is a unique identifier for the DKIM key. For example, "default" or "s1._domainkey" are commonly used.
8. The public key: This is the generated public key from step 1, enclosed in quotes or double quotes.

Example of a DKIM TXT record: 

default._domainkey IN TXT "v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAwKekfn2l5LOb3Fgk5sxO5PCBY95lBTmZmB5R4+OW5yGzOq6JvGYV/3nZRD9W5E6zj/dzStJdylZpExYVfSbFllKY8nZ1aR9tLaEgN8QYUyT4aXK2ZM5vbG4tGAP+0+AmkX9ed4Gj5S5x2DpO5zS2VgWJXjZnbMKKoBRLN8wTdPbEBY17juHYObxvwXHtyxUpJF1T7CENrl4x7b5NGy9v0Kg4oNwoQG2aHlG5R1Oq9KrGOEEbCkIwFVU2L0P5xi3ZHzA5roWLzgUErU5NUj4KQhExvLqou0TLuf93ZOFobAz4AWq1jKdfl+T/7M45BR9s1B3+6A61OPhM2Y1RtXh+tYdYnQIDAQAB"

   9. Add and save the generated DKIM DNS records to your domain's DNS settings. 

   10. Use the MX Toolbox DKIM Checker to verify that your DKIM record is correctly set up.

DMARC:

1. Create a DMARC policy by adding a DMARC TXT record to your domain's DNS settings. The DMARC policy specifies what actions should be taken when an email fails SPF or DKIM authentication. For example, you can choose to monitor the emails (p=none), quarantine them (p=quarantine), or reject them (p=reject).
2. Add a DMARC TXT record with your policy and reporting addresses, following the syntax: 

"v=DMARC1;p=quarantine;pct=100;rua=mailto:admin@example.com;ruf=mailto:admin@example;fo=1;adkim=r;aspf=r"

This example DMARC record sets the policy to "quarantine" (p=quarantine), applying to 100% of messages (pct=100). Aggregated DMARC reports are sent to "admin@example.com" (rua=mailto:admin@example.com), while forensic (individual) DMARC failure reports are sent to "admin@example" (ruf=mailto:admin@example). The record requests basic failure reports (fo=1), with relaxed alignment modes for DKIM (adkim=r) and SPF (aspf=r) authentication.

   3. Monitor and analyze DMARC reports sent to the specified email address (rua tag) for insights into email alignment and authentication. Adjust the policy based on the reports and address any issues.

   4. Gradually enforce the DMARC policy, moving from monitoring to enforcement mode (p=quarantine or p=reject) once legitimate sources are properly aligned with SPF and DKIM.

   5. Continuously monitor and fine-tune the DMARC policy based on reports. Take action to address any legitimate sources failing authentication.

   6. Consider using tools like dmarcian to ensure proper configuration of your DMARC record.

Bounce Handling:

1. Configure your email server or service provider to handle bounced emails and non-delivery reports (NDRs).

2. Use the MX Toolbox Blacklist Check to ensure your email server is not blacklisted.

In order to configure and use tools effectively, it is necessary to refer to documentation and support resources provided by your DNS Host as well as those provided by any vendors you are using such as MX Toolbox. They may provide tailored guidance related to configuring email authentication methods.

Image Displays Leveraging Email Tools

 

Leverage Email Health Tools:

Time to bring out the big guns! Unleash the power of email health tools like MXToolbox or Postmaster Tools by Gmail. They're like trusty doctors for your email campaigns, diagnosing issues and prescribing the perfect remedy.

These tools diagnose and resolve delivery issues, monitor sender reputation based on engagement, bounce rates, and spam complaints, highlight potential spam problems in your email content, and provide recommendations to enhance deliverability.

Don't have enough email addresses? Consider enlisting the help of skip trace vendors like The Transunion, Intelitech Group, LexisNexis, or Enformion. They're like the private investigators of email, tracking down those elusive recipients.

Image Displays a Maze

 

Email Content Best Practices:

When creating emails, it's vital to pay attention to the content in the email body. Issues like poorly formatted HTML, broken links, or incorrect coding can trigger spam filters and cause delivery problems. 

To ensure email construction excellence, try using a third-party tool like htmlemailcheck. It's like having a trusty grammar nerd by your side, ensuring your HTML is in tip-top shape.

To make your images shine, make use of the ACE File Manager's Public Folder for hosting them. This clever trick reduces email size, resulting in faster load times and compatibility across email clients, like Gmail or Outlook. It's like a VIP pass to the world of stunning visuals!

To improve deliverability and minimize spam complaints, give your recipients clear and user-friendly opt-in and opt-out methods. Nobody likes being held hostage in an email labyrinth. The ACE help article on ELS/Email Opt-In/Out Links will guide you through this maze. And for easy email content creation, the Email User Interface Template Editor in ACE offers convenient formatting tools. It's like having a personal stylist for your emails!

Streamline Email Testing:

Get ready to become an email superhero! Before you hit "Send," ensure your email shines in every mailbox and device. How? Testing tools like Litmus and Email on Acid have got your back. They help you identify and fix font, link, and image issues. And guess what? ACE has an Email Test Feature in its epic Email User Interface. So, go ahead, test like a pro, and conquer wonky displays. Your customers will be in awe of your polished emails. 

Image Displays Email Test Feature in ACE

 

Image Displays Analytics

 

Analytics and Strategies for Success:

Supercharge your email campaigns with data-driven communication! Analyze performance to uncover trends in open rates, click-through rates, and response rates.

Boost engagement by integrating phone calls and text messages into your multi-channel strategy. Automate workflows based on debtor actions or milestones for targeted email delivery.

Unlock the power of Enhanced ELS, offering real-time Email Status Updates: Sent, Bounce, Pending, Failed, and Opened. Gain comprehensive visibility with essential dates, including delivery, open dates, last open date, and failed delivery details.

With ACE's additional features, automate workflow and communication strategies. Take control of your campaigns and achieve success!

Image Displays Process Automation

 

How can ACE help?

Experience the transformative power of Enhanced ELS in streamlining workflows, managing email failures, and seamlessly handling bounced emails. Explore the following example strategies that can be effortlessly implemented with Enhanced ELS:

Received a complaint? Automate the workflow:

1. Set the onAfterDemographicEmailComplaint trigger to point to an action path.
2. Create the action path with appropriate flow actions. Example: Stop Letter Series, Send to Worklist, Set Next Work Date
3. Send a Demographic Email to the debtor, acknowledging receipt of their complaint.
4. Once the complaint is resolved: inform the debtor of the resolution

Email failed to deliver? Flag for enrichment:

1. When an email delivery fails, the email address will automatically deactivate. 
2. Set up the onAfterDemographicEmailFailure trigger to flag an account.
3. You could set up enrichment workflow to address the following:

• If no new demographic email address is located, start a letter series
• If a new demographic email is located, restart the email series
• If account has no valid email address or address, send to a worklist for review

Bounced Email Handling: 

1. The email will automatically be deactivated.
2. Set up a logic block that monitors changes in the system for email address updates.
3. If the email address is updated, and the account has no active email, assign it to a designated review worklist for further investigation and action.

Payment Progress Updates:

1.  Create a letter series to inform debtors on upcoming payments, remaining balances, or changes to payment terms.
2.  Set up automated payment reminders in Secured Payment Destinations.
3.  Determine the frequency and communication channels for the reminders.
4. The reminders are sent from the daily job Portal: Launch Date Triggers.

Post-Settlement Follow-Up: 

1. Utilize automated workflows for sending follow-up emails after settlement by leveraging the onSettled trigger.
2. Enable the trigger for multiple assessments to personalize reminders for scheduled payments, instructions, or support.

Considerations for Effective Automation:

• Tailor automation workflows to your specific collection process and debtor segments.
• Avoid excessive or harassing email communications.
• Determine a reasonable frequency for reminders, considering debtor preferences and legal limitations on communication attempts.

We believe that following these guidelines will support you in revitalizing your email authentication methods, refining your email content, and implementing effective strategies. By taking these steps, you can make significant improvements in your email deliverability and enhance communication with debtors.

Should you require assistance in implementing any of the recommended features or strategies, InterProse suggests dedicating 4 professional service hours to achieve email optimization. For further guidance, please reach out to Client Relations at sales@interprose.com or call 360-388-4085.

If you have any specific topics in mind that you'd like to see covered in "Unleashing the Power of ACE - Monthly Tips and Tricks," please feel free to respond to this email, and we'll ensure they are included in our future content.

Best regards,

InterProse Team