In AssetSonar, system-generated emails are sent from firstname.lastname@example.org for notifications and reminders. The emails sent to the users regarding an equipment return date or reservation starting dates are sent from the AssetSonar domain.
Let’s look at how to use these system-generated emails in more detail!
- Enabling System Generated Emails
- What is an SPF Record?
- Configuring SPF Records
- Verifying your SPF Records
1. Enabling System Generated Emails
In AssetSonar, you can choose to send the system-generated emails from your organization’s email address. You can enable this feature from Settings → Company Settings → Company Profile → System Generated Emails.
Every email that is sent out has a sender address and a recipient address. You can either choose to set these addresses as your email address or you can only change the ‘Reply to Email’ address while keeping the sender’s address as email@example.com.
To set up your own sender’s address in AssetSonar, you would need to set up authorization in your DNS settings. Doing this would send AssetSonar an alert on your behalf. Once you have changed the address, click on ‘Verify SPF Settings’ and then hit ‘Update’.
Domains that belong to you or your organization can only be configured on your AssetSonar account. Other Simple Mail Transfer Protocols (SMTP) servers are not supported by the application.
2. What is an SPF Record?
An SPF (Sender Policy Framework) record is a list of servers that are allowed to send emails from your domain. It helps protect your domain against spoofing and reduces spam activity. Furthermore, an SPF Record will drive the traffic directly to your domain. In simpler terms, SPF records are a simple list of ‘approved’ servers that are allowed to send emails from your domain.
3. Configuring SPF Records
Follow these steps to create an SPF record for a domain:
- Log in to the administrative console for your organization’s domain.
- Locate the page from which you can update the DNS records. It is possible that you would have to enable your advanced settings.
- Create a TXT record containing this text: v=spf1 mx a ptr ip4:126.96.36.199 a:assetsonar.com ~all
- Publishing an SPF record that uses -all instead of ~all may result in delivery problems.
- Your registrar may also require a host setting (such as @)
4. Once done, save and update your changes.
- Keep in mind that changes to DNS records may take up to 48 hours to propagate through the internet.
Note: Multiple SPF records are not recommended and may cause delivery and spam classification issues.
If you have difficulty creating an SPF record, contact your domain provider for assistance.
Most organizations feel the need to set up and prioritize email alerts for different processes and want notifications at different stages of their operations. You can opt for different email addresses for sending out notifications on Purchase Orders and Work Orders. These email addresses can be applied to both sender and recipient addresses.
Go to Settings → Company Settings → Company Profile → System Generated Emails. Under the Actions column, click the edit button.
From this setting, you can decide whether you want to use an admin email address, a custom email address (e.g. firstname.lastname@example.org), or the email address of a prompter (the user who pushed an action on a purchase or work order).
Note: For these settings to work properly, Purchase and Work Orders must be enabled in Settings → Add Ons.
4. Verifying your SPF Records
Organizations can check their SPF Records using MX Toolbox’s SPF Lookup. It’s a free online tool and is easy to use. Go to the website, type in your domain, and click on the ‘SPF Record Lookup’ button. The tab highlighted in green will display all your SPF Records as shown below:
Keep in mind that only emails generated from email@example.com can be substituted with your organization’s email address.