How to prevent emails sent from Salesforce being classified as spam?

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The usual way to distribute finalized invoices, dunning reminders or account statements is email. To this end, JustOn Billing & Invoice Management relies on the email service provided by the Salesforce Platform by default.

Emails sent from Salesforce may be considered non-personal bulk email, and therefore get caught in spam filters, or may not be delivered at all. This classification may be based on your email deliverability settings or on the email recipient's spam filter settings.

Info

Be aware that the information in this article does not cover issues for emails sent through external systems such as Amazon SES, Gmail or Office 365.

Checking Email Deliverability

Email deliverability settings may improve your organization’s email deliverability.

1. Click to enter Setup, then navigate to Email > Deliverability.

2. Check the following settings.

   Access to Send Email

   Controls the type of email your org sends. Available options include

   • All email
   • System email only – Only sends automatically generated emails, like new user and password reset notifications
   • No access – Prevents all email except for password reset emails
   Bounce Management

   Controls notifications on invalid recipients and prevents emails to them until they are validated.

   Email Security Compliance

   Salesforce uses the Sender Policy Framework (SPF), an email authentication method designed to detect forged sender addresses, aiming at reducing spam and fraud. Email providers use SPF to verify the authenticity of email senders based on the sender address of the email envelope (which is different from the email header's From: address displayed to users).

   Enabling email security compliance sets the envelope sender address to bnc.salesforce.com. This is an authorized domain, so emails sent from Salesforce will pass SPF checks. The header From: address remains set to the configured sender's email address. For details, see Sender Policy Framework (SPF) in the Salesforce Help.

   Some recipients may use the (less common) Sender ID email authentication protocol. As an option, Salesforce can, additionally, enable Sender ID compliance. Doing so sets the envelope sender address to noreply@salesforce.com. Consequently, a number of email clients append a phrase like Sent on behalf of to the header's From: field if the sending domain (in the envelope) differs from the domain of the configured sender's email address. Users then may see, for example noreply@salesforce.com on behalf of .... For detals on removing noreply@salesforce.com or Sent on behalf of from outgoing email, see How to remove noreply@salesforce.com from sender address?.

   Transport Layer Security

   Controls how Salesforce uses the TLS protocol. Available options include

   • Preferred – Uses TLS if the remote server supports TLS, if not, Salesforce continues the session without TLS
   • Required – Delivers emails only if the remote server supports TLS
   • Preferred Verify – Uses TLS if the remote server supports TLS and a valid certificate is available. Without valid certificate, Salesforce terminates the session and does not deliver the email. If TLS is not available, Salesforce continues the session without TLS.
   • Required Verify – Delivers emails only if the remote server supports TLS and a valid certificate is available

   For details, see Guidelines for Configuring Deliverability Settings for Emails Sent from Salesforce in the Salesforce Help.

Monitoring Email Delivery

For tracking or debugging purposes, or in case of errors, you may want to monitor the email delivery. There are several options for doing so:

• For invoice emails, JustOn writes specific history tasks, which you can display on the relevant invoice records, see Controlling Email Tracking Options.
• You can enable batch chain notifications. If configured accordingly, JustOn will notify you if the EMAILJOB batch chain has produced log output on ERROR level, for example.
• For any emails sent from your Salesforce org, you can request email logs. The logs include information like sender and recipient, date and time, delivery status, or associated errors, which may indicate possible solutions. For details, see Use Email Logs to Monitor Emails Sent from Salesforce in the Salesforce Help.

Preventing Emails Being Filtered as Spam

Emails sent from Salesforce may be considered non-personal bulk email, and therefore get caught in spam filters. To prevent this from happening, you can use Salesforce's email relay functionality, which routes outgoing emails through your company's mail server using your real email address.

1. Request the "Email Relay" feature for your org.

   Create a support case with Salesforce Customer Support, specifying the org ID for which you want email relay enabled and the text Allow Email Relay Enablement.

2. Configure your email relay as required.

   1. Click to enter Setup, then navigate to Email > Email Delivery Settings > Email Relays.
   2. Click Create Email Relay.
   3. Set the host, port, TLS setting, SMTP authentication, username and password.
   4. Click Save.

3. Configure an email domain filter.

   1. Click to enter Setup, then navigate to Email > Email Delivery Settings > Email Domain Filters.
   2. Click Create Email Domain Filter.
   3. Set the sender domain, recipient domain, email relay and the activation status.
   4. Click Save.

For details, see Set Up Email Relay and Set Up an Email Domain Filter in the Salesforce Help.

Related information:

Guidelines for Configuring Deliverability Settings for Emails Sent from Salesforce in the Salesforce Help
Considerations for Setting Up Email Relay in the Salesforce Help
Email Verification FAQ in the Salesforce Help
Email from JustOn
How to remove noreply@salesforce.com from sender address?