When you're sending contracts, invoices, and other important messages to your clients via email, it's important to ensure those emails are being delivered and not going into a spam folder. Authorizing Dubsado to send email on your behalf with an SPF record in your domain's DNS can help!
👋 Here's a tip... you can only create or edit an SPF record if you use an email address with a custom domain that you own, like email@example.com. If you connected an email to Dubsado that ends in @gmail.com, @outlook.com, or something similar, you don't need to customize your SPF record.
In this article
What is SPF?
Internet spammers will sometimes send emails through a domain that does not belong to them in order to fool the recipient. The Sender Policy Framework (SPF) was developed to help prevent emails with fake sender addresses from being delivered.
When you connect an email account to Dubsado for conversation mode, emails sent from your brand will still come from your email address. The only difference is that your email provider gets the email from Dubsado's servers instead of from your computer or phone.
Including Dubsado in your SPF record can help your email provider recognize emails that we submit on your behalf as legitimate. This in turn will help your client's email provider verify that emails you sent through Dubsado are legitimate and should be allowed through.
An SPF record can also help protect you against spammers abusing your domain for sending emails. All in all, it's a good thing to have set up if you're using an email with a custom domain!
Add Dubsado to your SPF record
⚠️ Heads up! Since there are a variety of hosting companies, Dubsado cannot provide instructions on how to set up an SPF record with your specific domain host. If you need assistance, we recommend reaching out to your domain host.
In order to add Dubsado to your SPF record, you'll need to access your DNS settings with your domain host. If you already set up a custom CNAME to white label your Dubsado URL, this process will be familiar!
Log in to your domain host and locate your DNS settings. These settings could be found in the cPanel or an advanced settings area, but you may need to review help articles or contact your host for assistance.
Look through your DNS records, and see if you can locate a record similar to the one pictured above. The record type should be TXT and the Data or Value field should begin with "v=spf1.
If a record already exists
You might already have an SPF record if you've authorized other servers to send mail on your domain. If this is the case, you'll need to add Dubsado to the existing record.
Edit the TXT record that contains the SPF record.
In the Data or Value field, add the following text just before the ~all with a space after:
Here's what the whole thing should look like if you already use GMail with your custom domain:
"v=spf1 include:_spf.google.com include:_smtp_out.dubsado.com ~all"
Here's another example if you're using Outlook/Office 365 with a custom domain:
"v=spf1 include:spf.protection.outlook.com include:_smtp_out.dubsado.com ~all"
It's ok if yours looks a little different! As long as the Dubsado SPF record was added in before the ~all with a space.
If no record exists
If you didn't find a TXT record in your DNS that contains an SPF record, you'll need to create one.
Add a new DNS record.
For the type, select TXT.
The name of the record can be left as the default "@".
In the Data or Value field, enter the following text:
"v=spf1 include:_smtp_out.dubsado.com ~all"
Once you save your changes, you should see the new record listed.
👋 Here's a tip... not comfortable editing or setting up your own SPF record? If your host offers good support options, you may be able to reach out and ask them to create one for you!
Check your SPF record
You can use a tool like the one linked below to look up your SPF record and ensure it's been set up properly.
Just enter your domain, click View Results, and you should see a report with no errors found and Dubsado's SPF record included:
👋 Here's a tip... once you add or update your SPF record, you may need to wait up to 48-72 hours for the changes to propagate across the internet.