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Configure your DNS Records (SPF, DKIM, DMARC) for System Emails

Overview

This article provides information on configuring your domain’s SPF, DKIM and DMARC DNS records to allow CIMcloud email servers to send email on behalf of your domain.

CIMcloud does not have access to configure your domain’s DNS records. DNS management is typically handled by our customer’s IT Department or IT Service Provider. The information in this article can assist them with the DNS configuration.

SPF (Sender Policy Framework)

A SPF record identifies what email servers are allowed to send email on behalf of your domain.  Receiving email servers check your SPF record to verify the email is actually coming from you (to protect against spoofing and phishing).  Configuring an SPF record for your domain can help prevent CIMcloud system emails from getting marked as spam.

There are several helpful online tools that provide more information on SPF records, including tools you can use to lookup your current SPF record.  For example, https://mxtoolbox.com/spf.aspx.

Configure Your SPF Record

Your SPF record is typically hosted with your domain name provider where you setup your DNS settings.  To allow CIMcloud email servers to send email on behalf of your domain, add the following value to your SPF record:

include:_spf.mycimcloud.com

Here is an example SPF record that only allows email to be sent by CIMcloud:

  • Type: TXT
  • Host: @
  • Value:
    • v=spf1 include:_spf.mycimcloud.com ~all

Your SPF record should also identify ALL other email services that send email for your domain, including your primary corporate email and any other 3rd party services.

Here are some common services provided for convenience:

Here is an example of a complete SPF record of a CIMcloud customer that uses Google for corporate email, and no other 3rd party email services:

  • Type: TXT
  • Host: @
  • Value:
    • v=spf1 include:_spf.mycimcloud.com include:_spf.google.com ~all

Note: It can take up to 48 hours after updating/adding your SPF record for authentication to start working.

SPF Troubleshooting Tips

The following tips can help if you are experiencing issues with emails getting delivered to you or your customers.

  1. Use an online tool like https://mxtoolbox.com/spf.aspx to confirm there are no errors in your SPF record
  2. Verify your SPF record is for the domain you are using as the “from email address” on your CIMcloud system emails.
    1. In the Worker Portal Settings Workspace, navigate to Customer Site Settings, edit your customer site, and then click Emails.
    2. The “From Address” domain should have an SPF record configured
    3. Note: older versions of the platform may have Email Settings under System-Wide Settings
  3. Make sure your domain has only one SPF record

DKIM (DomainKeys Identified Mail)

DKIM is an email security feature that helps prevent email spoofing, where someone sends emails pretending to be someone else. It works by letting an organization add a digital signature to its outgoing emails. This signature is then verified by the recipient’s email server to ensure the email is genuinely from the stated source, improving the trustworthiness and security of the email communication.

Currently no configuration is available for DKIM

DKIM will be available soon in a upcoming update.

DMARC (Domain-based Message Authentication, Reporting, and Conformance)

DMARC (Domain-based Message Authentication, Reporting, and Conformance) is a security protocol for emails that helps prevent email phishing and spoofing. It allows an email sender’s domain to indicate that their emails are protected by SPF and/or DKIM, and tells the recipient’s server what to do if neither of those authentication methods passes – like reject the email or send it to spam.

Configure your DMARC Record

DMARC affects all email sent by all parties, including by CIMcloud, on behalf of your domain. Because of this your DMARC policies must take into account all email services you use to prevent delivery problems. It is recommended you work with your IT Department or IT Service Provider to determine the suitable DMARC configuration.

A DMARC policy that rejects or quarantines emails based on DKIM alignment will cause delivery issues for emails sent from CIMcloud on behalf on your domain.

Still experiencing issues with emails sent from your CIMcloud application?

Our Support Team is happy to help, just submit a ticket in Extranet.

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