If you have a problem with Candidates, Hiring Managers or even Users receiving emails from the system, you may be able to find the cause of the issue within Validate Emails.
To jump to a specific section in this article, please use the links below:
- Important Information
- Using Validate Emails
- Email Methods
- Configure AWS - Reply To / AWS only
- Testing - Internal & External
- Access to Validate Emails should be reserved for only your Admin Users, as inadvertently making changes could result in emails not being received from the system.
- Please be cautious when making changes in this module and ensure you discuss any changes with Eploy Support - there may be settings on our side which we also need to update.
- To implement any changes, you may need to access the DNS records of your domain, so ensure that you have appropriate resource available before making changes.
Using Validate Emails
As long as you have the relevant permission, you can access Validate Emails within Admin > Security Settings > Validate Emails.
Once within Validate emails, you will see which email method is currently being used for your system and a list of all the different email domains found across all of your user types. Each domain is listed, so that you can ensure that each can receive emails from the system.
Before running any tests or checking your SPF / DNS records, it's important to understand which method is currently in place and how to update it if required. As standard, we are able to offer the following:
- Amazon AWS (SPF) - This means that emails sent from Eploy will spoof your domain, so will need to have an SPF record added. This is our standard method and offers the best recipient experience.
- SMTP Relay - This is only available if you are unable to add an SPF record to your domain and will mean that emails sent from Eploy will be directed via your server first. This can be particularly useful if you do not have access to your DNS records.
- Reply To (Basic) - This method is only available in extenuating circumstances, where you are unable to use the SPF or SMTP relay methods. This offers the worst recipient experience, as emails will be received from an Eploy domain, but when responding they will be returned to the original sender.
- Reply To (Advanced) - This offers a better recipient experience than the basic reply to, as it uses an alternative domain. All responses are sent through to the original sender.
- IIS SMPT - This is our old method of choice, before we upgraded to Amazon AWS. If you have been using Eploy for some time you may be using this method, but we would recommend upgrading to Amazon AWS.
Important - You can use the drop down list to change the email method, but DO NOT use Set Default until the chosen method has been configured. Doing so without the appropriate configuration will mean that emails sent from the system will fail and not be received by Candidates / Hiring Managers etc.
Configure AWS - Reply To / AWS only
Once you have selected the required email method, you can review the grid of domains to check the SPF record or ensure that the AWS is configured correctly.
By clicking Configure within the AWS column, you can access the relevant DNS and DKIM (optional) entries which need to be added to your domain. This also includes the re-evaluate option, which you can use to assess the changes once complete.
Testing - Internal & External
For all methods, once configured, you will want to test both internal emails (sent from your domain, to your domain) and external emails (from your domain to a 3rd party / external domain).
To run a test, click the Test option within either the internal or external columns, where you can pick a recipient of an email or type in an email address. This will trigger an email to that recipient, which includes a confirmation link - all they need to do is click the link to confirm that the email has been received. This will then update on Eploy to show that the test was successful. Repeat for each domain to ensure that all of your users are able to send and receive as required.
Hint - The History Icon will allow you to keep track of your previous tests and we recommend to retest your domains each time a change is made to the DNS record, or if you start using a new domain.