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Mailings : avoid being flagged as spam or blocked

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Summary This article discusses the measures one can take to minimise the risk of mailings being sent to spam or blocked by filters.
Applies to Askia Field, Tools, Design, Analyse.
Written for Survey programmers, Samplers, Project Admin, IT.
Keywords Link; Mail-out size; Mail frequency; SPF record; Supervisor; Mail template, Mailing, Plain text; Images; CCA; Blacklist; Server; i.p. address.; spam ; bounce ; bounced
  1. Kind of link. Ensure you have the DNS in the survey link rather than the i.p. address e.g. use: http://www.server.com/WebProd/cgi-bin/askiaext.dll?Action=StartSurvey&SurveyName=_SAmulti4 instead of http://192.168.0.1/WebProd/cgi-bin/askiaext.dll?Action=StartSurvey&SurveyName=_SAmulti4

  2. Batch frequency of emails (setting on Supervisor)

For this point, the defaults for each new list uploaded can be found in the below menus. You can change these per list also by going to list properties > Mailing > Mail grouping: Override defaults.

  1. Large number of images / animations in email – The fewer there are and the closer your email is to plain text the better for avoiding the varying strengths of spam filters

  2. On the same theme, a small, ‘hidden’ image is added by Cca to invites to record when an email is opened (email detection link). This is counted in List > Monitor > Statistics on mails > Not yet read / read figures. This image is added when you have an open and close body tag in the email invite. 

 

 

  1. Finally, you or your IT department can check the following:

Sender Policy Framework (SPF): https://en.wikipedia.org/wiki/Sender_Policy_Framework

This is used to identify 'spoofed' emails. If emails are being rejected, check the domain name for an SPF record. E.g. your company's servers may not be on any blacklists but if the reply address (Reply-To, FROM) has a domain name that is not yourcompany.com then it is important to make sure the SPF file includes your servers (smtp.xxx.xxx.com, 01.01.010.1/01) as authorised senders.

This is an example of an emailing flagged as junk-mail because senders were not on the authorised servers list:

You can check your DNS entry here: http://www.kitterman.com/spf/validate.html

This is an example of a good SPF record for the yourcompany.com domain:

You can also check the mail-server logs - some servers will reject a message immediately, while others will allow them but fail them internally. 

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