The company I work for has consultants that work off site. Because of policy we are not allowed to set up email forwarding so these users can receive their email. Obviously this is a problem as these users may miss important email. Can anyone recommend a way that we could inform these users they have email waiting for them?
If they have cell phones on their person you could send them an SMS. I'm not sure how you would hook up to that but you would want to have some kind of SMPP service from whichever provider you can find. With SMPP you can actually re-encode the email and send it that way. For users with Blackberries it wouldn't be too painful to read emails that way.
Could you set up a system to send them an email to let them know they have an email waiting for them? Similar to what banks do to let you know you should log on to your account, without sending any actual information in the email?
Whoever came up with this policy should be made responsible for coming up with a solution for the off-site consultants. Policies like this that are in conflict with technical reality should be re-evaluated; there is no harm in asking for an exception for a limited amount of time given the circumstances.
Note that any other solution amounts to an 'end run' around the policy, violating the spirit of the policy if not the letter of it as well. If the policy exists for 'security' reasons, then the 'security' experts will need to come up with an alternative. If you just bypass the policy and something goes wrong it could be very bad for all involved.
I would think that the best thing to do here is see if you can change the policy. If you cannot email your consultants due to some policy then it is the policy that is preventing you doing your job correctly, not a technical issue.
I'm sure these consultants have their own email accounts (be it through their consulting firm or personal). So just email them the necessary messages to those accounts.
Why can't you just send an email to their 'normal' email address?If not, a phone call works and offers a good time to connect, chat and discuss status.
I fail to understand if the consultants are using your company email address or do they have their own email address which they use when conducting the consulting business with other company s.
I had a similar problem where I had to check emails when off site and this was a 24/7 support gig. I had to build a an app where my emails would be piped into a php scripts and sent as a sms and this script ran only 22h00 - 07h00 other wise it would use a normal forwarding to my email.
The other option, use cellphones which support pop3 mail protocol and they can be configure to check at intervals and download snapshot of the email....
sms script is very nice tool to have for a 24/7 support type of environment other wise I would recommend the second option(The cell phones)
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In Cuba, web access is extremely censored, so I created a tool that allows more than 50,000 people to browse the Internet through email. Cubans send me an email with an URL in the subject line, and I email them back with the response. Read more at https://apretaste.com.
It was working like a charm, till the communist government of Cuba started blocking my emails. My solution was rotation.
I started with Amazon SES, and I was changing the domain each time it was blocked, but Amazon adds a header to all emails, and once they blocked the header no email from SES was able to reach Cuba any more. The same happened with Mailgun and others, they all add headers.
Currently I am creating Gmail accounts and sending via SMTP, but Google blocks me for no reason and only allows to send 100 emails a day per account. Also I can only create few emails using the same IP address/phone, so I was forced to use anonymous proxies and fake Chinese phones. Now I am fighting a war on two fronts.
An email can be blocked by three parameters: IP address, domain, and email address.
It will be terrific if I can set up my own Postfix server at a VPS that auto-rotates the IP address. Even better if I can simulate "gmail.com", to avoid purchasing a new domain every day.
All the intents to create what I call "the ultimate sender" just either reach the spam folder or add unwanted headers making it too easy to block. I feel exhausted. I hit a knowledge barrier here.
I know I am crossing to the dark side, but this is for a very good cause. Thousands count on this service as their only source of unbiased news, social network and to feel part of the 21st century.
Can you please help me implementing "the ultimate sender", or pointing to another solution that I may be missing?
I have a few suggestions for you.
The first one relies on The Onion Router also known as Tor.
Since you are crossing to the dark side, why not also take a look into the darknet?
Take a look at this list of Tor email providers. If you have your own email server that can be accessed through Tor, it becomes much harder for anybody to stop people from using this service. After all, Tor was developed to offer people uncensored access to the web.
You can read about Tor in detail here, it uses Onion Routing and this is how you would set up your server to use Tor.
Here is an example how you could use it:
The steps that involve the setup, receiving an URL request and sending back the reply are as follows:
Set up an email server.
Configure your email server to use Tor.
Publish the public service name. (e.g. "duskgytldkxiuqc6.onion")
Deploy a client that takes the service name and a URL, and let it send an email with a request to your server.
The client now waits for a reply.
You send a reply and the client receives it.
You can change your service name on a regular basis, but you need to make it accessible to those who will use this service.
Having an own email server means being able to control the email header.
Here is one example how you could make use of it:
Configure your email server so that it receives and recognizes
emails which contain the requested URLs.
Before you send a reply modify the email header so that it shows a random IP address and a random sender email address including a random domain name.
Send your reply.
Sending an email that way means that you cannot be replied back to. But since your reply already contains the requested information there is no need to.
I hope this helps.
Crowd source it.
Find a way that volunteers can send some emails for you. This is the only long term approach that I can think of. A simple web interface with mail to links would be be enough to get started although there are other potential problems with this approach too.
Because you are talking about low numbers of users, you could also use crowdsourcing to create the single email address per person approach. They can create an account on a specific set of email providers and give you the credentials. This would allow the single email per user approach or could be used to rotate through a large set of email accounts to send emails.
The simplest solution is perhaps to set up a local SMTP server on your own computer. You don't even need a server per se.
https://sourceforge.net/projects/winsmtpserver/
There are many other such applications. They are usually used to test SMTP functions during local development, but there is nothing against actually sending spam through them.
I know this would be quite a large task, but how about pairing the users with one or just a few emails so they always receive an email from that email.
I'd assume people wouldn't have more than 100 queries per day, if so they could start receiving them from a backup email
I'd imagine it would look less suspicious for them to appear to be in constant contact with one unique email rather than 50,000 being in contact with one
I know this would be a huge undertaking, but I feel like it solves your issue.
Since the users are willing to receive emails form you then your shouldn't be blocked.
When you mentioned you are getting block does it mean your mail is going in spam or is getting lost in between sending and receiving or it is getting bounced back??
My suggestion would be to setup your own mail server and follow as below:
-Get approx 25 or more ip to rotate. (IP is the most imp part which is tracked and is accountable for the reputation of your mail server)
Don't start sending emails in bulk from the word go it is better to gradullay increase the email volume so that mail server reputation nicely built
keep changing the format of the email often
encourage user to add yourself to there contact list
your best part is user are willing to receive emails from you and you would reply to revived email is the USP of yours but still i will recommend you to register for FBL so that you would know which user is reporting you as spam and you can remove him from your list and never send him email again.
using best practice to send emails like dkim, SPF, dmarc are also vital.
Hope my answer was of some help to you. If you need step by step guide to step up mail server let me know.
My friend, do you remember what made Hillary Clinton lose the last elections to Trump?
It was the "mail" affair. And what was it? People discovered she shared confidential information through a non-official, non-governmental email account (i.e., she used some Gmail, Yahoo or another of a kind). Until here, nothing new with direct relation to your matters. But there is an small particularity on this history, and this can put, maybe not a solution, but maybe a light on a new path you could follow: Clinton actually never sent those emails; the email account she used had the password shared and the communication between people (Clinton-someone) occurred only using the drafts of the account.
How? One side logs in and accesses the drafts folder. There he/she reads the last message and edits it, cutting and writing new data - then save the draft message. On the next turn, the other side of the communication line logs in and do the same. And so forth, so never really sending those messages, but instead just updating the drafts (this "Hillary" method does schooled people... Dilma Rousseff, impeached ex-president of Brazil, actually did this method down there in Brazil too).
So, maybe if you could establish a pact with your user that he/she doesn't delete the account's password, you could pass those information by this method - without "really" exchanging emails. Maybe a "parent" email account (some that could reset a lost password) could be useful too.
Alternative: aren't you able to contract a regular HTTP webserver? You could rely on FTP to publish data to your user, he/she asks for it and you publish a page with that content.
Salvi, have you tried something with Telnet? OK, we are talking here about a text-only environment, but if nothing more would rest in the future, this could be better than nothing. Maybe you could implement a podcast-like, or push-like service based on it. Look what people do with it with references to your walk on the dark side...
If in Windows, open your command prompt.
Type telnet and press Enter.
Type "o" without quotes and press Enter.
Type "towel.blinkenlights.nl" without the quotes and press Enter.
I am build a tool that initiates an SMTP transaction with a domain to see if (a) that domain can receive emails and (b) the desired address exists on that domain. I will be batching large groups of email addresses (10,000+ at a time), but I don't want to bombard the server and get blacklisted. Are there guidelines for how often is it safe to communicate with an SMTP server?
I know about the VRFY command, but it is not implemented across the board. I plan to attempt to use the VRFY command and fall back to using,
MAIL From:<user#example.com>
RCPT To:<first.last#example.org>
QUIT
to see if the message will be deliverable. Again, are there guidelines on how often I can initiate an SMTP transaction like this on a domain?
Edit:
The purpose of this is to create a tool that my organization can use to (a) clean some bad emails from several largely inactive lists so that we do not have to pay our email delivery system to send potentially thousands of emails that will bounce, and (b) check an email when a user subscribes to a list so that we reject emails like aoghuifdgsiuvb#gmail.com.
First of all, spamming is bad. Always ask user wheter she wants to receive newsletters.
"Unsort" mail addresses by domain, leaving the "distance" between e-mail addresses with same domain as big possible.
I think it's not the programmer's decision. There should be a config value which tells a minimum amount of time between two mail sending to the same domain. You should set up a limit also for that config value, avoid setting it to zero or low value.
The only universal guideline I believe can be offered is "don't do this". If you behave like a spammer, you will be treated like a spammer. In the optimistic scenario, sites will already have controls in place, and silently throttle or block you. In less ideal scenarios, they will initiate actions against you on the (reasonable) assumption that you are collecting addresses for a spam list.
A better soluton would be to actually follow through the whole SMTP session, sending a user an email with a verification code/link. This has the advantage of showing that the user actually has control of the address in question and it keeps you from looking like a spam bot.
Volume is not as much the issue as reputation. Let the user know you're about to send them an email in your web flow. This means they're much less likely to mark it as spam.
some hosts have clear and defined guidelines as to how many emails can be sent per hour.
So i guess this would depned onyour hostng service provider, UNLESS your hosting your own mail server off course.
Can someone help me understand what SendGrid actually adds to an application architecture? Is it's role really as limited as being an alternative delivery engine (SMTP) and post-send analytics? I was hoping that it would do more for transactional email, but everything that I see/read indicates that this is the limit.
My primary use case is for transactional email (new registrations, contact requests, etc.). I'd really like to hear how others have deployed SendGrid within the context of their own web applications. Your experiences may help me better understand how I can best deploy it within my own.
Thanks.
I implemented SendGrid at my last job, and shortly after left that job to go work at SendGrid. At the time, I simply set it up as an SMTP relay, and it took less than 5 minutes.
Scott's answer nailed it, though. We do a lot more than transactional messaging though. We have a newsletter product that you can plug into. A common use case is when a user registers on your site, you send them a transactional Email and fire off an API call to us to add them to one or more mailing lists based on their opt-in preferences. Then, whenever you want to send an Email to your users, you send us a single message via API with the name of the list, and we take care of delivering it on your behalf. We also help with unsubscribes -- eg. if a user unsubscribes from any message, we can use that event to trigger a call back to your site so you can handle anything on your end as well like un-selecting an opt-in checkbox the next time they view their user profile. I know several small businesses run by friends who do this exactly, including my last job who set this up after I left that company.
Another common setup is having one IP address for your transactional Email, and another IP for newsletters. This way if users flag a newsletter as spam (because they're too lazy to click an unsubscribe link, for example), it won't hurt the reputation of the transactional Emails getting through.
Don't hesitate to contact us with questions. We love to help!
If your primary use case is for transactional email, then SendGrid is the right solution for you. It is essentially a drop in replacement for your SMTP, but will scale way better than you could building something yourself from the ground up. It takes time to setup your own SMTP and time to make sure it's not falling over and sending out emails that never get to their destination.
All SendGrid does is email, so all the heavy lifting and boilerplate tedious setup is done for you. You mention transactional email, that is SendGrid's sweet spot. They make sure email gets where it's supposed to go. The big bonus is they give you a lot of tracking goodies along with making sure your email gets where it's supposed to go. There are a number of large companies that said the 15 minutes they spent switching to SendGrid upped their delivery rates substantially.
Unless you love running an SMTP server, instead of building your own product, I'd highly recommend offloading delivery to someone else.
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I have my domain's email set up with Google Apps, and I am interested in sending automated emails (when users register, for example) with the From and/or Reply-To field being "no-reply#example.com". I have a few questions pertaining to how this is done:
Should I actually set up a user in Google Apps named "no-reply"?
If not setting up a "no-reply" user, should I log in with a real address (e.g.: "support#example.com") and send the email as being from "no-reply#example.com" instead? Or should I simply use the Reply-To email header?
If it's necessary to use the Reply-To header, is there a way to block the true From address (i.e.: the username I used to log into Google's SMTP server)?
Yes, you should setup a separate noreply address on your email server.
There are excellent reasons why you should set up a no-reply email address.
Why is it important to have a no-reply on bulk emails?
Many of the recipients of the email will try to hit 'reply' and they will have a multitude of reasons for doing so. Often, it is not sensible to have all of these going to a single representative at your company. Furthermore, many emails from bulk lists will be bounced back. You don't want to have to sift through these in order to find legitimate questions from your mail outs.
The best way to respond to questions rather than replying to bulk emails, is to have the recipients direct their questions to appropriate response emails either through their usual contact or via your company website.
What if recipients DO hit the reply button?
The email originator for the bulks should not just silently swallow the replies. Many companies do this and as a result, legitimate replies are ignored without any indication to your client or potential client and they, feeling neglected, go elsewhere for business.
The originating email account should be set up with an auto-responder explaining that the email was not processed and suggest alternative ways of contacting your company.
In gmail this can be done by setting up a Vacation responder with no last day. You can find the Vacation responder feature under the General tab of the account settings.
Avoid having extra accounts by setting up no-reply as a group that restricts users from outside your domain sending to it.
Unless you can think of a really good reason for it, I would suggest that you send your emails from support# rather than no-reply#.
The whole reason for a support# email address is to receive comments and feedback from your userbase, and if you're sending them emails why bother making it hard for them? If they can just reply to the email you'll receive way more feedback that way.
I suggest you set up a "Nickname" alias ( Manage Domain > Users > edit user > Add Nickname ). Then create a filter that sends any reply to that nickname straight to trash or spam.
Just set up a "no-reply" account. It won't hurt anything, people will still try to send stuff to it, and it will serve your purpose.
As for the latter two questions, it depends.
If you're sending these e-mails as a part of an automated script (i.e. forum registration) just use the "no-reply" accounts credentials. Log in periodically to make sure you aren't getting legit delivery errors (as opposed to the jokers that use fake e-mail addresses) or other odd behaviour.
If you're not sending these e-mails as a part of an automated script, it depends. If you also manage a support address (support#example.com, staff#example.com, etc.) you may want to send on behalf of, and use the reply-to. But this part is a little more subjective, and really depends on your setup.
I don't know if this will help or not, but IIRC, with gmail you can do something like
name+something_else_here#domain.com
Then, set up a filter so that emails with that "something_else_here" part go past the inbox to a label.
Does that help?
I think creating a user named no-reply is a bad approach. An alias or a restricted group is a much neater and functional solution IMHO. Also, google apps cost is based on user number.
A cool way to handle this would be using the vacation setting in GMail to send an automated response back on the no-reply email address. The vacation reminder would then remind users that this is an unmonitored email address.
I think the right thing to do is setup a filter that sorts your mailer-daemon messages into a special folder (Or trash if you so desire.) Or, like other comment have suggested, use a separate mail address.
noreply is good to indicate to people that this isn't an address you check, but it's not really the solution to dealing with bounce mail. In fact it's more likely your mail will end up in spam filters because your attempt at sender obfuscation will just look like spam to the receiving host.
You should create a noreply user. But use it as a spam mail (when registering unknown sites) and a mail for testing.
A number of applications have the handy feature of allowing users to respond to notification emails from the application. The responses are slurped back into the application.
For example, if you were building a customer support system the email would likely contain some token to link the response back to the correct service ticket.
What are some guidelines, hints and tips for implementing this type of system? What are some potential pitfalls to be aware of? Hopefully those who have implemented systems like this can share their wisdom.
Some guidelines and considerations:
The address question: The best thing to do is to use the "+" extension part of an email (myaddr**+custom**#gmail.com) address. This makes it easier to route, but most of all, easier to keep track of the address routing to your system. Other techniques might use a token in the subject
Spam: Do spam processing outside the app, and have the app filter based on a header.
Queuing failed messages: Don't, for the most part. The standard email behavior is to try for up to 3 days to deliver a message. For an application email server, all this does is create giant spool files of mail you'll most likely never process. Only queue messages if the failure reasons are out of your control (e.g., server is down).
Invalid message handling: There are a multiple of ways a message can be invalid. Some are limitations of the library (it can't parse the address, even though its an RFC valid one). Others are because of broken clients (e.g., omitting quotes around certain headers). Other's might be too large, or use an unknown encoding, be missing critical headers, have multiple values where there should only be one, violate some semantic specific to your application, etc, etc, etc. Basically, where ever the Java mail API could throw an exception is an error handling case you must determine how to appropriately handle.
Error responses: Not every error deserves a response. Some are generated because of spam, and you should avoid sending messages back to those addresses. Others are from automated systems (yourself, a vacation responder, another application mail system, etc), and if you reply, it'll send you another message, repeating the cycle.
Client-specific hacks: like above, each client has little differences that'll complicate your code. Keep this in mind anytime you traverse the structure of a message.
Senders, replies, and loops: Depending on your situation, you might receive mail from some of the following sources:
Real people, maybe from external sources
Mailing lists
Yourself, or one of your own recipient addresses
Other mail servers (bounces, failures, etc)
Entity in another system (my-ldap-group#company.com, system-monitor#localhost)
An automated system
An alias to one of the above
An alias to an alias
Now, your first instinct is probably "Only accept mail from correct sources!", but that'll cause you lots of headaches down the line because people will send the damnedest things to an application mail server. I find its better to accept everything and explicitly deny the exceptions.
Debugging: Save a copy of the headers of any message you receive. This will help out tremendously anytime you have a problem.
--Edit--
I bought the book, Building Scalable Web Sites, mentioned by rossfabricant. It -does- have a good email section. A couple of important points it has are about handling email from wireless carriers and authentication of emails.
You can set the address that the email is sent from, what will be put into the To: address if someone just presses 'Reply-to'. Make that unique, and you'll be able to tell where it came from, and to where it must be directed back to.
When it comes to putting a name beside it though '"something here" ' - put something inviting to have them just reply to the mail. I've seen one major web-app, with Email capturing that has 'do not reply', which turns people off from actually sending anything to it though.
Building Scalable Web sites has a nice section on handling email. It's written by a Flickr developer.
(source: lsl.com.au)
EDIT: I misunderstood your question.
You could configure your email server to catch-all, and generate a unique reply-to address. E.g. CST-2343434#example.com.
A polling process on the server could read the inbox and parse out the relevant part from the received email, CS-2343434 could mean Customer Support ticket ID no. 2343434.
I implemented something like this using JavaMail API.
Just a thought.
The best way to achieve this will be to write a window service that acts like a mail client [pop3 or imap]. This windows service should execute a timed action triggered by a timer, which connects to the mail server and polls the server for any unread message(s) available in the email inbox. The email ID to check for is the email ID on which the users will give their input on/to. If the windows service client finds that there exists any new mail(s) then it should download and filter the email body and push further for processing based on the user input in the email. You can host the input processing in the same windows service but it is not advisable to do so. The windows service can put the inputs in a special application directory or database from where your main appication can read the user inputs received in email and process them as needed.
You will be required to develop a high performance TCP/IP client for doing so. I advise you not to use the default .Net library due to performance issues, instead use one of the best availabel open source TCP/IP implementations for .Net like XF.Server from kodart. we have used this in our applications and achieved remarkably grear results.
Hope this helps..
Bose has a pretty great system where they embed a Queue and Ticket ID into the email itself.
My company has the traditional Case # on the subject line, but when CREATING a case, require a specific character string "New Case" "Tech Support Issue" on the subject line to get through the spam filters.
If the email doesn't match the create or update semantics, the autoresponder sends an email back to the recipient demonstrating how to properly send an email, or directs them to our forums or web support site.
It helps eliminate the spam issue, and yet is still accessible to a wide technical audience that is still heavily email dependent.
Spam is going to be a bit of a concern. However since you are initiating the conversation you can use the presence of your unique identifier (I prefer to use the subject line - "Trouble ticket: Unable to log into web...[artf123456]") to filter out spam. Be sure to check the filter on occasion since some folks mangle the subject when replying.
Email is a cesspool of bad standards and broken clients. You need to be prepared to accept almost anything as input. You will need to be very forgiving about what kinds of input are tolerated. Anything easy for you to program will likely be difficult for your users to use correctly. Consider the old mailing list programs that require you to issue commands in the subject line. Only hardcore nerds can use those effectively. And some of those trouble-ticket CRM things you mentioned have bizarre requirements, such as forcing the user to reply between two specific text markers in the text. That sort of thing is confusing to people.
You'll need to deal with email clients that send you formatted text instead of plain text. Some email clients still don't handle HTML properly (cough GMail) so your replies will also need to be designed appropriately. There are various ways in which photos might be "uploaded" via email as well, especially when mobile phones are involved. You will need to implement various hacks and heuristics to deal with these situations.
It's also entirely possible that you will get email that is valid but unusable by the email parsing library you are using. Whether or not this is important enough to roll your own will be a judgement call.
Finally, others have mentioned using specific email addresses to uniquely identify a "conversation". This is probably the easiest way to do this, as the content of the mail will often not survive a round trip to a client. Be prepared, however, to get mail to old IDs from old customers who, instead of opening a new ticket somehow, reply to an old ticket. Your application will probably need some way to push emails with an old ID into a new case, either manually or automatically. For a CRM system it's very likely that a user would reply to an old email even if you already sent him a new email with a new ID in it. As for whether you should use some.email.address+some.id#yourdomain.com or just some.id#yourdomain.com, I'd go with the latter because the plus-sign confuses some email clients. Make your IDs guids or something and have some way to validate them (such as a CRC or something) and you'll get less junk. Humans should never have to type in the GUIDs, just reply to them. The downside is spam filtering: a user's computer might view such email addresses as spam, and there wouldn't be an easy way to whitelist the addresses.
Which reminds me: sending email these days is full of pitfalls. There are many anti-spam technologies which make it extremely hard for you to send email to your customers. You will need to research all of these and you need to be careful, and do some testing, to ensure that you can reach the major email providers. A website like Campaign Monitor
can help you if you are sending email.