The guidelines below are presented for your convenience to assist you with setting up and using email effectively.
· Enabling new email services in SuccessWare21 can quickly increase the volume of email you send from your email server.
· Be aware that email service providers have limitations to the services they provide. These limitations may include things like maximum number of recipients per message, message size, messages per hour, or outgoing bandwidth per hour. Please check with your email provider regarding any email limitations you may have. Overstepping your email providers’ limitations frequently may impact the access to your email service or negatively impact the reputation of your email account or provider.
· The reputations of Email Servers are monitored by services on the internet and these services can blacklist email servers that develop bad reputations. Blacklisting may result in failure to deliver email messages. Many factors can influence the reputation of email servers including sudden increases in outbound email volume.
o Self-Hosted Email Services are likely to handle a smaller number of emails compared to Consumer Class or Business Class Email Services. When hosting your own email server it is up to you to monitor and manage reputation issues when they occur.
o Consumer Class Email Services may not be sufficient in dealing with large email volumes and helping you deal with reputation management.
o Business Class Email Services are the most capable in terms of dealing with large email volumes and helping you deal with reputation management.
· Check with your local, state, and federal laws regarding e-mail content and anti-spam regulations. Regulations may vary from country to country.
· Periodically monitor your email provider account for errors or conditions reported by your provider. Failure to correct issues reported by your provider may negatively impact the reputation of your email account or provider.
· Ensure email addresses entered into the program are valid email addresses and remove invalid or non-functional email addresses. In most cases SuccessWare21 will check the format of email address to help prevent badly formatted email addresses from entering the system but it cannot validate if the email addresses are legitimate. Having a large number of failures due to bad email addresses may negatively impact the reputation of your email account or provider.
· Manage the content of your emails to reduce the chances that your emails will be identified as SPAM. Having a large number of emails identified as SPAM may reduce the effectiveness of your communication to your customer as those emails may be stuck in customer SPAM filters. If large amounts of emails are identified as SPAM it may also negatively impact the reputation of your email account or provider.
· Test your email setup to ensure it is working correctly before using it.
· Maintaining a good email reputation is the number one way to keep your email reliability high.
· Understand the different classes of email servers and services available to you. Please be aware of the different risks and limits involved with using each of these and how they might affect your ability to send email and how that may affect your business.
· You may want to consider using a business class email service. Business class email services specialize in handling large email volume and reputation management.
The SuccessWare ASP Email Server is provided for SuccessWare®21 ASP installations as a convenience only. This single simple server is shared by many ASP users and therefore is affected by the volumes and quality of emails generated by other companies hosted on the ASP. While a convenience, this server’s risk of being blacklisted may be higher than consumer or business class services. The reliability of your email communications from SuccessWare®21 may be improved by using another consumer or business class email service.
Also see Email Content Guidelines