This Article Solved My Issue

Recruiting: Add SPF Record and Enable DKIM Signing to Improve Email Delivery and Security

Describes how to increase mail delivery rates by editing your Domain Name Service (DNS) records

SENDER POLICY FRAMEWORK (SPF) VALIDATION

  • While it is not required, having your IT/Mail Administrator edit your DNS record increases the deliverability rates of the email that you send from Recruiting (to reduce the chance your email is marked as spam).
  • This is not critical because our outbound email IP Address is very trusted and has very high deliverability rates already.

PROCESS

  1. Your company’s email administrator adds an SPF record to your DNS to tell people that Recruiting is authorized to send emails on your behalf. This is accomplished by adding a TXT record: 
    • If you don’t have a TXT record, add one like this (include the quotes): “v=spf1 ip4:198.37.147.129 ~all”
    • If you already have a TXT record, add this before any ~all or –all declarations.
  2. Using the OSX Terminal, you can verify this with (replace ourcompany.com with your company domain): Dig ourcompany.com in TXT
  3. And you should get a response like:
    ;;ANSWER SECTION
    ourcompany.com. 300 IN TXT “v=spf1 ip4:198.37.147.129 ~all”

DKIM and DMARC

  • If you are interested in setting this up, some collaboration is required. 
  • The actual work your IT group or Email Administrator needs to conduct to implement DKIM and DMARC is minimal (specific details are below).
  • As with any infrastructure related changes that affect email, it is critical to make sure your IT and HR teams are aware of this change and that it could affect Recruiting email deliverability.
  • If your company experiences email related issues with regards to Recruiting while adding support for DKIM and DMARC, please inform your IT Team and Recruiting Support immediately.
To start the process:  Email these requirements to recruitingsupport@paycor.com.

Requirements your company's IT or Email Administrator must complete to add support for DKIM and DMARC:
 

  1. Add three CNAME records (generated by SendGrid) to your DNS.
  2. Whitelist the SendGrid IP in your SPF record.
  3. Assuming your company can satisfy the above requirements, we need to understand the following before we initiate the set-up for DKIM and DMARC support:
  4. Does your organization use SendGrid currently, or do you have any other vendors sending email on your behalf via SendGrid?
  5. Do you have any spam/firewall appliances that might reject emails sent on behalf of other email addresses? If so, please add our IP 198.37.147.129 to the whitelist for the appliance.

We need to confirm a complete list of email domains that your company uses. Please list them here:

  1. Does your company currently use DMARC in any capacity?
  2. If so, what policy do you have DMARC set to?
  3. If set to Reject, can the policy be set to None or Quarantine for the purposes of this beta?

After we receive your response to the above questions, here is what will happen next:

  1. Recruiting will send you three (3) CNAME records that need to be created in your DNS, and the IP address that should be whitelisted in your SPF record (if you haven't already whitelisted it).
  2. After the CNAME records have been added, Recruiting will validate, then flip a setting to begin including a DKIM signature in all outbound Recruiting emails. When recipient servers see this signature, they will look up the new CNAMEs in your DNS and be referred to the corresponding DKIM record housed in SendGrid.
  3. After this change, as an initial test we will log into Recruiting and send out emails to various platforms such as Gmail, Yahoo, Hotmail, etc., as well as an address in your company’s domain. You are free to test with your own accounts if you would prefer.
  4. If all emails are sent and received successfully, we should be good to go. At this point the HR team should monitor their emails for deliverability and let us know if they run into any issues.
If you have any questions, contact recruitingsupport@paycor.com.

05/13/24 204 views


Give feedback about this article
Give feedback about this article
Our articles update frequently. Please be aware of this before printing.
Back to Top ↑