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| en:survey:mailing-spf [19.09.2019 09:25] – created margaux.mohnke | en:survey:mailing-spf [19.09.2019 13:56] – margaux.mohnke |
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| ====== Serial mails and SPF entries ======= | ====== Serial mails and SPF entries ======= |
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| If you want to send a serial mail, SoSci Survey may warn you about a "SPF record" for the sender address. SPF stands for [[https://de.wikipedia.org/wiki/Sender_Policy_Framework|Sender Policy Framework]] and means that you have specified which mail servers are allowed to send emails with your sender address. | If you want to send a serial mail, SoSci Survey may warn you about a "SPF record" for the address of the sender. SPF stands for [[https://de.wikipedia.org/wiki/Sender_Policy_Framework|Sender Policy Framework]] and means that it has been defined which mail servers are allowed to send e-mails with your sender address. |
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| For example, you would have the sender address ''name@example.com''. Now of course the company behind example.com does not want spammers or fraudsters to send e-mails with their sender address. Technically this would be problem-free possible, therefore SPF records were thought up. Such an SPF entry for ''example.com'' could, for example, specify that only the mail server of the company example.com, which has the IP address 203.0.113.7, may send e-mails for this domain. | For example, if you had the sender address name@example.com. Now, of course, the company behind example.com does not want spammers or fraudsters to send e-mails with their sender address. Technically this would be easily possible, therefore SPF records were constructed. Such an SPF entry for example.com could, for example, specify that only the company example.com´s mail server, which has the IP address 203.0.113.7, may send e-mails for this domain. |
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| If you now send a serial mail via SoSci Survey, it will be sent by default via the mail server of SoSci Survey. This does not match the SPF entry, therefore a spam filter classifies the recipient's e-mail as a fraud attempt. This is usually not beneficial for the response. There are different solutions here. | If you now send a serial mail via SoSci Survey, it will be sent by default via the mail server of SoSci Survey. This does not match the SPF entry, therefore a spam filter classifies the recipient's e-mail as a fraud attempt. This is usually not beneficial for the response rate. Different solutions exist here. |
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| ===== Generic sender address ====== | ===== Generic sender address ====== |
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| The simplest solution is to send the serial mail not under your own mail address, but with a mail address from SoSci Survey (e.g. ''mailer@soscisurvey.de''). In the serial mail | The simplest solution is to send the serial mail not via your own mail address, but with a mail address from SoSci Survey (e.g. ''mailer@soscisurvey.de''). |
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| * As sender nevertheless your name or your company is displayed, e.g. ''first name surname <mailer@soscisurvey.de>'' and | * As sender your name or your company´s name is still displayed in the serial mail, e.g. ''first name surname <mailer@soscisurvey.de>'' and |
| * Your e-mail address will be stored in the serial e-mail as the reply address (//reply-to//), so that replies to the e-mail will automatically go to your e-mail address and not to SoSci Survey. | * Your e-mail address will be displayed as the reply address in the serial mail (//reply-to//), so that replies to the e-mail will automatically go to your e-mail address and not to SoSci Survey. |
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| You can select the generic e-mail address directly in the serial mail (**Send invitations** -> **Serial mail** -> select the serial mail on the right). | You can select the generic e-mail address in the serial mail directly (**Send invitations** -> **Serial mail** -> select the serial mail on the right). |
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| {:de:survey:scr.mailing-spf.from.png?nolink|Select the sender address in serial mails}} | {{:de:survey:scr.mailing-spf.from.png?nolink|Auswahl der Absenderadresse in Serienmails}} |
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| ===== Use SMTP server ====== | ===== Use SMTP server ====== |
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| SMTP ([[https://de.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol|Simple Mail Transfer Protocol]]) is often used as the protocol for sending e-mails. E-mail programs use this protocol to contact a mail server in order to send e-mails. SoSci Survey can also send serial mails via SMTP via "foreign" mail servers. | SMTP ([[https://de.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol|Simple Mail Transfer Protocol]]) is often used as the protocol for sending e-mails. E-mail programs use this protocol to contact a mail server in order to send e-mails. SoSci Survey can also use SMTP to send serial mails via "external" mail servers. |
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| Of course, no company wants spam and phising to be sent via its own mail server. This is why access to mail servers is protected. For example by username and password. | Of course, no company wants spam and phising to be sent via its own mail server. This is why access to mail servers is protected. For example by username and password. |
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| If you use a Freemailer (gmx.de, web.de, gmail.com, ...) or the mail server of a university, then you should send serial mails __not__ over it. For two reasons. First, there are almost always strict limits for sending mail. The university mail server may only allow 50 emails per day and user account. After all, the university does not want a stolen user account to be used to send spam on a large scale. Secondly, one should never enter one's own mail account in SoSci Survey, because the access data is stored unencrypted (see below). | If you use a Freemailer (gmx.de, web.de, gmail.com, ...) or the mail server of a university, then you should __not__ send serial mails with it. There are two reasons for that. First, there are almost always strict limits for sending mail. The university mail server maybe only allow 50 emails per day and user account. After all, the university does not want a stolen user account to be used to send spam on a large scale. Secondly, one should never enter one's own mail account in SoSci Survey, because the access data is stored unencrypted (see below). |
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| Entering an SMTP server under **Survey project** in the **Project settings** in the //Specials// tab at //SMTP server for serial mail dispatch// is especially useful for companies. If your company operates its own mail server, you can simply create a new user account there, which can send the required number of e-mails. | Entering an SMTP server under **Survey project** in the **Project settings** in the //Specials// tab at //SMTP server for serial mail dispatch// is especially useful for companies. If your company operates its own mail server, you can simply create a new user account there, which can send the required number of e-mails. |
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| {:de:survey:scr.mailing-spf.smtp.png?nolink|SMTP-Server for sending serial mails}} | {{:de:survey:scr.mailing-spf.smtp.png?nolink|SMTP-Server für den Versand von Serienmails eintragen}} |
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| Enter the SMTP server and the access data and test whether the dispatch works. If everything is correct and the mail server does not block SoSci Survey due to other filters (e.g. IP address), then "OK" is displayed below and you will receive a test mail to the e-mail address entered in the user account. | Enter the SMTP server and the access data and test whether the dispatch works. If everything is correct and the mail server does not block SoSci Survey due to other filters (e.g. IP address), then "OK" is displayed below and you will receive a test mail to the e-mail address entered in the user account. |
| **Tip:** If you run your own survey server, in the **Server settings** in the //Serial mails// tab an SMTP server glob | **Tip:** If you run your own survey server, in the **Server settings** in the //Serial mails// tab an SMTP server glob |
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| Translated with www.DeepL.com/Translator | |
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