How long does the Domain Signing process take, and what are my responsibilities?

Domain signing is a great feature that can allow your company to tailor the look and feel of the email addresses you use to send emails from the Mindmatrix platform. 

1. Mindmatrix does NOT spoof email domains.
   
2. Domain signing will not stop emails from going to the recipient's spam folder.
   
3. The best way to avoid emails being sent to spam folders is to prevent this from happening is to only add opted in contacts, call contacts and ask them to add you to their safe sender's list.
   

If you wish to change the appearance of your default domain, we recommend completing domain signing.

If you have Domain signing it is your responsibility to email the bounce backs you receive to Mindmatrix. Review the instructions for how to do this in this article.

Before you purchase Domain Signing, there are important things you need to know in order to get the best results.

FAQ

How does domain signing work?

Domain signing shows Mindmatrix has permission to send emails on your behalf.

• Officially sign your emails sent through Mindmatrix, potentially increasing your open rates

Using your company’s email address to domain in your marketing emails:

1. Allow Mindmatrix to use your domain to personalize your emails sent through Mindmatrix in compliance with the CAN-Spam act.
   

Make it easier for opted-in contacts to get your emails:

1. Make it easier for opted-in contacts (such as customers or warmed leads) to accept your emails in their inboxes
   

1. Most email clients will show your company's email id, allowing their IT teams or recipients to accept the emails without too much fuss or back and forth.
   

What are my responsibilities if I opt into domain signing?

Before you purchase domain signing, make sure you are prepared to follow the best practices listed below! Failing to do so can actually black list your company's email IP!

You will need to thoroughly clean your lists to ensure contacts are opted-in to avoid becoming “blacklisted”.

Why?

Domain signing means that you are giving Mindmatrix permission to now send marketing emails on your behalf. This means, that if recipients report your emails as spam, your own signing IP (required by law) could be blacklisted.

As a best practice, you should always check that all of your contacts are opted-in to receive emails to avoid becoming blacklisted yourself.

Domain signing does not guarantee that non-opted in contacts will receive your emails.

You should continue to ensure contacts in your lists want to receive communications from you.

Domain signing requires you to add an SPF record and DKIM key to work properly.

Your IT admin with access to SPF records will need to complete instructions to finish the domain signing process.

You will now be responsible for managing some of the bounce backs generated by your emails!

What bounce backs are you responsible for once you setup domain signing?

 

When a bounce back email is sent from the recipient server, due to an email address being invalid, the bounce back email may be received by any of the following email addresses:

 

1.        Sender

2.       From

3.       Reply To

4.       Return Path

 

By default, our clients have the following setup (without domain signing):

 

1.        Sender - The email is sent from Mindmatrix’s shared servers/IPs.

2.       Displayed From - The “from” field will display a Mindmatrix marketing domain (ex: “mmem10.com”).

3.       Reply To - Direct replies from the recipient will be received by the Client (you).

4.       Return Path - Automated recipient server responses (such as bouncebacks) are received by Mindmatrix. Mindmatrix unsubscribes these contacts automatically for you.

 

When domain signing (DKIM) is configured, this is how it’s setup:

 

1.        Sender - The email is sent from Mindmatrix’s personal server.

2.       From - The “from” field will display your company’s provided domain.

3.       Reply To - Direct replies from the recipient will be received by the Client (you).

4.       Return Path - The recipient server may send a response to either the client server or to the Mindmatrix server. This is controlled by the recipient server, not Mindmatrix, and any responses sent to your server are your responsibility to manage.

 

With the default set-up, Mindmatrix receives these bounce backs and can manually manage them on your company’s behalf. With domain signing, you may also receive these requests. If the bounce back email notification is not sent to Mindmatrix, then we cannot mark them as bounced in our system. It is important that you dedicate a resource on your team to manage any of these bounce backs and unsubscribe these contacts on an ongoing basis to ensure the best open rates and results.

 How do I mark an email as bounced?

You cannot mark an email as bounced yourself, but you can receive and send these requests back to Mindmatrix. And we will mark these contacts as hard bounced from the portal.

If the bounce back email notification is not sent to Mindmatrix, then we cannot mark them as bounced in our system. It is important that you dedicate a resource on your team to manage any of these bounce backs and unsubscribe these contacts on an ongoing basis to ensure the best open rates and results. 

How long does Domain signing take?

OK, this is all great and I am ready to domain sign!

Great. Here is what you can expect:

The entire domain signing process takes 5-7 business days from setup, to configuration. Domain signing is also scheduled to be updated along with Mindmatrix software releases every 30 days.

The process:

1. Mindmatrix: Our IT team will start work to configure your domain signing request as soon as possible. You should allow 5-7 business days before you receive your instructions on configuring the DKIM/SPF records.
   
2. Client: Once this is completed, you can configure your records and email Mindmatrix support when you are done.
   
3. Mindmatrix: Mindmatrix will test that your settings are correctly configured and will update you. Mindmatrix will either request that you correct your settings OR confirm you have completed the setup properly. (2-3 business days)
   

Once everything is confirmed, we schedule the update.

We update Domain signing once per month. The support team will send you details on when the next scheduled update will be completed.

Can I expedite the domain signing process?

In select cases, we are sometimes able to expedite this process without an additional fee. You can request to have the process expedited, but please be advised that we schedule domain signings in order to get YOU the best results possible. 

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