Improving Email Deliverability

Are your emails from Paperless Parts to your customers ending up in the spam or junk folder? Are you receiving messages warning about spoofed messages? 

This happens for some of our customers while onboarding Paperless Parts depending on the setup of the email domain and your customers' spam criteria. Automated emails sent out of Paperless Parts are sent by Amazon SES (Simple Email Service), but appear to come from your address. There are a few steps we can take to improve the flow of Paperless Parts emails through your email to prevent emails from going to spam.

1. Verify your Email Address with Amazon SES

When you created your Paperless Parts account, you should have received an email from support@paperlessparts.com with subject line "Finish connecting your email to Paperless Parts." All you need to do is click the link at the bottom of the email and your email address will be verified.

Once you verify your email address with Amazon SES, emails from Paperless Parts will originate from our servers but will be sent with a @ your-company-email.com email address in the FROM field. If your email has not been verified with Amazon SES, it will come from noreply@digital-quote.com

You can view which emails have been successfully verified with SES by navigating to the Teams page, or by clicking this link, and clicking the edit pencil next to each member. 

If a team member still needs verification, you can resend the verification link:

This member has now been successfully verified with SES, shown with a green check:

In the event that you are attempting to add a new team member and the invitation is not being sent, check your spam folder. You can also update your spam filters and whitelist the following domains listed here.

2. Authenticate your Email

After making sure each team member's email address is verified, the next step is to add SPF and DKIM records to your domain’s DNS settings. SPF and DKIM are email authentication mechanisms that will tell your customers' email servers that emails originating from an Amazon server but sent from an @companydomain.com address are not spam. DKIM works similarly to SPF but with an added layer of token key verification. 

To add SPF records to your domain's DNS settings, your IT manager needs to edit your TXT DNS record on companydomain.com and add "include:amazonses.com" to it. Amazon provides good documentation on how to set up SPF here.

To add DKIM records to your domain's DNS settings, you'll need to add three custom DNS CNAME records to your domain's DNS record. We will generate these records, and they will remain valid for 72 hours. If they are not appended to your domains CNAME within that window, we will need to regenerate the records.

If you are having issues with this process, here are some resources provided by AWS:

If you would like to start this process or have any questions about this, please reach out to support@paperlessparts.com

What are the different email authentication mechanisms?

There are 3 email authentication steps your shop can take to ensure emails sent by Paperless Parts are delivered successfully. These steps are SES, SPF, and DKIM authentication mechanisms.

1. SES

SES verification allows Amazon to send emails on your behalf (for the purpose of sending quotes, order confirmations, etc.). However, this can create some "threat" from an email security perspective as you have discovered. SES will remove the threat. Once all of the    @companydomain.com have been verified with SES, the next steps would be below.

We need to add SPF and DKIM records to your domain's DNS settings. SPF and DKIM are email authentication mechanisms that will tell your customers' email servers that email originating from an Amazon server but sent from an email address is not spam.

2. SPF

Amazon provides good documentation on how to set up SPF, it is fairly simple:

https://docs.aws.amazon.com/ses/latest/DeveloperGuide/send-email-authentication-spf.html

In short, your IT manager needs to edit your TXT DNS record on your   companydomain.com and add "include:amazonses.com" to it.

3. DKIM

For DKIM, the last email authentication mechanism, you'll need to add three DNS CNAME records to your domain's DNS record. Please reach out to support@paperlessparts.com to start this process and generate the records. Typically, your DNS provider will have documentation for this on their help pages.

Once we initiate the process to generate these records, they will remain valid for 72 hours. If they are not appended to your domains CNAME within that window, we will need to regenerate the records.

If you have any questions about this process, please do not hesitate to reach out to support@paperlessparts.com

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