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Email Notifications : Reply-To Address
Email notifications can get treated as Spam (Address Spoofing) if the From-Address ist not "notify@teamdesk.com".

When sending out emails to customers, they should be able to reply directly to one of our company email addresses, so it would be great if we could set a "Reply-To" address.
ID
571
Category
Setup
Author

Christof Sulzer
Date Created
11/6/2012 9:56:55 AM
Date Updated
2/25/2021 4:39:53 AM
Status
Under Consideration
Score
150
Promoted By
Luison LassalaRobert GustavssonAaron Kenter
Dale OliverJoseph KurianPierre
Dave Ah ChingJorge SoláChris Swanson
Nick AshcroftOndrej CholevaBernhard Schulz
Jeff ZortmanScott MillerChristof Sulzer
Comments
gerardo garcia 11/6/2012 10:09:09 AM
Hello Christof. You could try the:

FROM : "specific email address", "Me", "The User" or "The address listed in the column"

options on the general section of the email notification settings.
Hope this helps.
Regards.
Christof Sulzer 11/7/2012 1:22:33 AM
Hi Gerardo

When letting the Teamdesk server send the Email as "Me" for example, the Email can be rejected or treated as spam by the recipient mailserver because of Address spoofing.

Therefore, the idea is to send the mail with From-Address "notify@teamdesk.net", and being able to set a Reply-to Address to which the recipient can directly reply.

Thanks,
Christof
Kirill Bondar  Staff  11/7/2012 5:05:43 AM
As receiving SMTP servers often do reverse DSN lookup to prevent spam, IMHO for TeamDesk we should always send from "notify@teamdesk.net" and rename existing logic for "From" to "Reply To".

For custom domains such as in dbFLEX/Enterprise we should allow specifying alternate SMTP server to use for sending emails.
gerardo garcia 11/7/2012 5:02:22 PM
@Kirill

As today we use the "specific email address" a lot. It would be of impact for us if the only option was "reply to notify@teamdesk.net".

Maybe consider extending alternate SMTP for customers with "external users pack" also.
Kirill Bondar  Staff  11/8/2012 3:28:22 AM
@Gerardo: No, I suggest to leave the only option for From: "From: notify@teamdesk.net" and use existing variety of options for reply-to - e.g. you'll be able to setup to reply to specific email address. Moreover, To, CC and BCC options will remain the same.
Scott Miller 4/14/2016 8:06:31 AM
Im not sure if this is going to become more relevant over the coming months but I have just received a notification saying that Gmail and Yahoo will be clamping down on this method of spoofing. The Reply-To idea would seem to be a good option.
Kirill Bondar  Staff  4/15/2016 5:35:46 AM

Scott Miller 4/15/2016 1:11:26 PM
@Kirill: will you also be looking at this?
For custom domains such as in dbFLEX/Enterprise we should allow specifying alternate SMTP server to use for sending emails.
Kirill Bondar  Staff  4/18/2016 1:19:03 PM
We are planning to introduce this feature via labs and generate fake addresses such as noreply@customdomain.teamdesk.net or noreply@customdomain.dbflex.net for From field with an options to provide sender's name as a string.
Bernhard Schulz 9/17/2016 12:58:36 PM
Would be great if that feature could be implemented asap, as many of our clients do not receive any emails due to the fact that we have to use our address as "from" email in order to make the client able to reply.
Nick Ashcroft 4/18/2019 5:32:58 AM
we are also running into issues using our company email as the 'from' address, due to anti-spoofing, so have to use the 'notify@teamdesk.net' but this isnt very helpful for replying to.

Please add a 'reply to' address option and serious consider adding the option to use alternative (our own) SMTP email servers instead of TeamDesk ones.

thanks
Nick
Andrew Winters 3/1/2020 3:41:12 PM
Aside from the "reply to" issue, we prefer to use our own domain as the sender address - not "notify@teamdesk.net". We have marketing emails going to potential clients and the teamdesk domain could be confusing, leading to a low open rate.

When using the "specific email address" option in teamdesk the message comes from us but is marked "warning: this message may be spam or spoofed" when I tested in gmail. So it sends but will either be filtered into spam or regarded with suspicion by the recipient.


Pierre 7/24/2020 2:15:54 AM
Hello Team

I agree with everybody to say that this issue is important.
The present solution works quite well for us, except that when Teamdesk send messages for us, some recipients see the mail as below:

From: notify@teamdesk.net [mailto:notify@teamdesk.net] On Behalf Of contact@sapfrance.fr

So the customers start writing to "notify@teamdesk.net" and do not understand why I did not get it.


I understand the potential solutions to would be:
- a reply address
- using the smtp of TeamDesk customer
- using a teamdesk address specific to each TeamDesk customer (ie mycompany@teamdesk.net ) that each Team Desk customer would re-route
- changing "notify@teamdesk.net" by donotreply@teamdesk.net

Kind regards,

Pierre

Nick Ashcroft 7/24/2020 2:59:45 AM
would be willing to upgrade to Enterprise edition if it could allow to use our own mail servers
Joseph Kurian 7/30/2020 8:30:03 PM
There is no update from Teamdesk on this subject. I would like to use our own smtp server to send mails from Teamdesk. Currently all the mails coming from Teamdesk is marked as spam by our mail server (Gmail).

CDS Notification 1/26/2021 8:25:02 AM
I think Teamdesk should allow to customers who at least have the external package to set up their own SMTP to send mails. For our internal users we can set the mail server not to filter the mails coming as address spoofed (we did it and now mails coming from Teamdesk as not marked as spam in our organization), but when we add external packs and when we have 1000+ external users it is not possible to ask everyone not to filter the address spoofing in their mail server.

We sent several mails to our external customers, and none of them are responding and it is disappointing. Our upper management is not willing to change the from address to Teamdesk.net and they are not very happy with the current set up; looks like I am in trouble in choosing this tool.
Nick Ashcroft 1/26/2021 10:52:26 AM
we ended up creating a mail API service (ultimately) using our internal mail system and use the TeamDesk 'call url' action to connect to it and send mails with our own senders. However, although we can send with our own addresses this way, we are severely restricted on the formatting/content of the mails and miss the full capabilities offered by the send 'email alert' action or the email-notification functions.
Scott Miller 1/26/2021 10:54:19 AM
not sure if the EU Server offers help as the emails are sent via Sendgrid?
Pierre 2/25/2021 4:39:53 AM
To find a solution, I registered with SendGrid which I understands sends 1000 mails for a Euro or so (there are many alternatives and I could not see many differences between them).

Integration is very quick and easy, thanks to the recent functions added by TeamDesk.
You have your mails - with no formatting options- within an hour.
The sender identification is exactly the one you want it to be as you give an access to your DNS.

As Nick mentioned, setting the formatting options is more difficult. I wonder if any of you has found ways do deal with it:
- How to generate text with the formatting (color) options of the Teamdesk Fields (may be translating the formatted Teamdesk Text into html?)

Also
- The transformation of Teamdesk-Documents of attachments (ex PDF) is possible (thanks to the incredible support of the TeamDesk team). [I would appreciate if TeamDesk would ease this transformation process by creating a specific command.]
- Having a simple access to the TeamDesk mail notification fields (%RecData%, %RecLink%, ...) through dedicated functions would also be nice.



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