NewUserFAQ:OutSMTP

From Greenview Wiki

In order to set up outbound SMTP service, You need to have enterprise edition enabled, and open a ticket requesting this feature be set up. We will reply with the following form that must be filled out, in order to set up the service:

Required information to start using SpamStopsHere outgoing SMTP filtering: 

1. Domain name(s) to use SpamStopsHere Outgoing SMTP filtering. 
2. Source IP Address(es) of outgoing SMTP traffic. 
3. Will you be using our Outgoing SMTP Filtering service to send out any bulk mail? (This would include e-mail newsletters to your customers.) 
4. What will the frequency of these mailings be? 
5. Approximately how many pieces of mail will be sent with each bulk mailing?
6. Do you agree to our outgoing filtering policy? 

Setup options: 

1. Use a "Smart Host" in your mail server configuration. Your mail server will send all outgoing e-mail through the Smart Host. It is then recommended that you change your firewall rules to only allow outgoing TCP port 25 traffic from your mail server. 

OR 

2. Change all of your workstations' e-mail client configurations to use our SMTP server hostname instead of your current mail server hostname, or by using a DNS CNAME/alias. 

#1 is recommended and requires the least setup time and effort. 

Answers to the above questions are required before we can activate the outgoing filtering service. Setup can take up to 2 business days. Please plan accordingly. 

Outgoing Filtering Policy 
1. While our support technicians are always available to help you with your outgoing issues, there is no guarantee of delivery, or delivery to the inbox of the recipient.  Any whitelisting, rate limiting, RBL listing, or CAN-SPAM compliance is the sole responsibility of the customer.

2. Any "bulk" email including newsletters and especially offers selling a product can only be sent to: 
* Customers that have previously paid for a product 
* Prospects that have previously sent an email to the company 
* Anyone else that has explicitly opted-in via to receive e-mail newsletters/offers and confirmed by e-mail. 

The following are explicitly not acceptable: 
* Any type of email list acquired, rented or bought from a third party 
* Email addresses collected from a website form that is not part of a purchase, unless they are confirmed opt-in (in which the user has to confirm their subscription by clicking on a link in a welcome e-mail). 

Additional requirements for e-mail sent: 
* All emails must be CAN-SPAM compliant and compliant with any state or local laws which may apply. 
* CAN-spam compliant emails are not acceptable unless they meet all conditions above. 
* In case of spam complaints, Greenview Data Inc (GDI) will ask for proof that these conditions have been met, and it is the customer's responsibility to maintain suitable records including date and IP address of the request as well as any confirmation. 
* For mailing list mailings, the recipient must be unsubscribed automatically on a "hard/permanent failure" (5.x.x error). 

In case of spam complaints, GDI will take the following action, depending upon whether in GDI's sole opinion, the complaint is mild, medium or serious: 

* Mild - GDI will ask for proof that the conditions above were met; 
if insufficient proof is supplied, it will be considered a 
a Medium or Serious problem. 
* Medium - GDI will cancel the customer's outgoing email service 
* Serious - GDI will take all available legal action to collect for damages, as unmeasurable harm is caused to GDI by improper bulk mailings 

Although it is not our intent to cover all CAN-SPAM requirements in this policy, the most common problems are: 

1. Not using a descriptive subject line. For example, "50% OFF SALE!" is not descriptive as it does not indicate what is on sale and who the vendor is. 
2. Not including unsubscribe methods, and your street address for sales or marketing e-mails, regardless of whether they also include account information. 
3. Using an unbsubscribe linke that is not working or requires logging in or anything other than an e-mail address to unsubscribe. 

Even if you're meeting all requirements, you can help prevent spam complaints with the following tips: 

1. Leave subscription checkboxes on web forms unchecked by default. 
2. Use a descriptive subject line such as "Company Name's Savings Newsletter for September". 
3. Indicate at the very top of the e-mail message why the user is receiving the e-mail and where (IP address and user's home city if they provided it) and when they subscribed/ordered. 
4. Provide instructions at the very top of the e-mail on how to unsubscribe, or indicate that the instructions are at the bottom of the e-mail. 
5. Ask your recipients to whitelist your newsletter's sending e-mail address. 
6. Include the user's first name in the salutation. 

If you need advice or recommendations on converting your mailing list to a confirmed opt-in list, please let us know.