vintrace can send outbound emails with the from email being an email address you specify. This is particularly useful for sending harvest reports to growers and reports to third party customers you may make wine for. You can ensure emails sent from vintrace look like they are coming from your mail service.
Your email domain must be correctly configured for this to happen and it would be best to pass on these instructions to your IT representative that takes care of your web domain name.
The core technology which prevents this from happening is the SPF (Sender Protection Framework). SPF is configured as a TXT type domain record that is referenced on email receipt in order to validate a sending server (in this case, the vintrace servers). If the policy determines that the email sender is not valid then the email can be marked as junk mail or blocked entirely.
In order for emails to work correctly out of our system you must configure an SPF record for your domain.
Setting Up SPF Records
The process of setting up SPF records differs depending on your domain provider. We recommend you forward these instructions on to your IT provider if you are unsure what this means.
If you don’t already have an existing SPF record we recommend the following base SPF record by default:
v=spf1 include:mail.vinx2.net ~all
If you already have an SPF record setup for your existing email provider you can include our SPF records contained in mail.vinx2.net.
Google Mail example
v=spf1 mx include:_spf.google.com include:mail.vinx2.net ~all
Office 365 example
v=spf1 mx include:spf.protection.outlook.com include:mail.vinx2.net ~all
In the future, the vintrace application will use one of our domains as the email domain with the company name as the sender name, for example:
Acme Wines <firstname.lastname@example.org>
When the recipient clicks reply they will see the proper email address instead of our default.
This is being done to reduce emails being flagged as SPAM out of our application for customers that haven’t configured SPF correctly or are using domains where this cannot be accomplished; for example gmail.com or outlook.com.