How to Use my Mail Server to Send and Receive Emails in Legal Office

How to Use my Mail Server to Send and Receive Emails in Legal Office

You will find here below some useful information on how to integrate your own email solution with Legal Office .

 Note

Office 365 email servers don’t easily allow to send external emails from hosts like Legal Offic. Refer to Microsoft’s documentation to make it work.

How to manage outbound messages

As a system admin, go to Settings ‣ General Settings and check External Email Servers. Then, click Outgoing Mail Servers to create one and reference the SMTP data of your email server. Once all the information has been filled out, click on Test Connection.

Here is a typical configuration for a G Suite server.

Then set your email domain name in the General Settings.

 Note

If you get a [AUTHENTICATIONFAILED] Invalid credentials (Failure) warning when you Test Connection on a Gmail address, activate the Less secure app access option. A direct link can be accessed here.

In addition to that, enable the IMAP setting on your Gmail account.

Can I use an Office 365 server

You can use an Office 365 server if you run Legal Office on-premise. Office 365 SMTP relays are not compatible with  Legal Office Online unless you configure  Legal Office to force the outgoing “From” address (see below).

Please refer to Microsoft’s documentation to configure a SMTP relay for your  Legal Office IP address.

How to use a G Suite server

You can use an G Suite server for any  Legal Office hosting type. To do so you need to setup the SMTP relay service. The configuration steps are explained in Google documentation.

Be SPF-compliant

In case you use SPF (Sender Policy Framework) to increase the deliverability of your outgoing emails, don’t forget to authorize  Legal Office as a sending host in your domain name settings. Here is the configuration for  Legal Office Online:

  • If no TXT record is set for SPF, create one with following definition: v=spf1 include:_spf.legaloffice.app ~all

  • In case a SPF TXT record is already set, add “include:_spf.legaloffice.app”. e.g. for a domain name that sends emails via  Legal Office Online and via G Suite it could be: v=spf1 include:_spf.legaloffice.app include:_spf.google.com ~all

Find here the exact procedure to create or modify TXT records in your own domain registrar.

Your new SPF record can take up to 48 hours to go into effect, but this usually happens more quickly.

 Note

Adding more than one SPF record for a domain can cause problems with mail delivery and spam classification. Instead, we recommend using only one SPF record by modifying it to authorize Legal Office .

Allow DKIM

You should do the same thing if DKIM (Domain Keys Identified Mail) is enabled on your email server. In the case of  Legal Office Online, you should add a DNS “legaloffice._domainkey” CNAME record to “legaloffice._domainkey.legaloffice.app”. For example, for “foo.com” they should have a record “legaloffice._domainkey.foo.com” that is a CNAME with the value “legaloffice._domainkey.legaloffice.app”.

Restriction

Please note that the port 25 is blocked for security reasons. Try using 587, 465 or 2525.

Choose allowed “From” email addresses

Sometimes, an email’s “From” (outgoing) address can belong to a different domain, and that can be a problem.

For example, if a customer with address [email protected] responds to a message,  Legal Office will try to redistribute that same email to other subscribers in the thread. But if the domain customer.example.com forbids that kind of usage for security (kudos for that), the  Legal Office redistributed email would get rejected by some recipients’ mail servers.

To avoid those kind of problems, you should make sure all emails use a “From” address from your authorized domain.

If your MTA supports SRS (Sender Rewriting Scheme), you can enable it to handle these situations. However, that is more complex and requires more technical knowledge that is not meant to be covered by this documentation.

Instead, you can also configure  Legal Office to do something similar by itself:

  1. Set your domain name in the General Settings.

  2. Click on Outgoing Mail Servers

  3. Create a new one.

  4. Fill its From Filter.

    • Use a domain (such as mycompany.example.com) to keep the original “From” address for mails that come from that domain.

    • Use an address (such as [email protected]) to allow only that outgoing address.

    • Keep it empty to use this server for any email address.

    With this configuration in place, if  Legal Office sends an email that doesn’t match any of the from filters, it will alter the email’s “From” before sending it to the MTA.

    It will use the default outgoing email address, composed like this: {mail.default.from}@{mail.catchall.domain}.

  5. In developer mode, go to Settings ‣ Technical ‣ Parameters ‣ System Parameters.

  6. Add these system parameters:

    • mail.default.from: local part of default outgoing email address.

    • mail.catchall.domain: domain part of default outgoing email address.

How to manage inbound messages

Legal Office relies on generic email aliases to fetch incoming messages.

  • Reply messages of messages sent from  Legal Office are routed to their original discussion thread (and to the inbox of all its followers) by the catchall alias ([email protected]).

  • Bounced messages are routed to [email protected] in order to track them in Legal Office . This is especially used in  Legal Office Email Marketing to opt-out invalid recipients.

  • Original messages: Several business objects have their own alias to create new records in  Legal Office from incoming emails:

Depending on your mail server, there might be several methods to fetch emails. The easiest and most recommended method is to manage one email address per  Legal Office alias in your mail server.

  • Create the corresponding email addresses in your mail server ([email protected], [email protected], [email protected], etc.).

  • Set your domain name in the General Settings.

  • If you use  Legal Office on-premise, create an Incoming Mail Server in  Legal Office for each alias. You can do it from the General Settings as well. Fill out the form according to your email provider’s settings. Leave the Actions to Perform on Incoming Mails blank. Once all the information has been filled out, click on TEST & CONFIRM.

  • If you use  Legal Office Online, We do recommend to redirect incoming messages to  Legal Office domain name rather than exclusively use your own email server. That way you will receive incoming messages without delay. Indeed,  Legal Office Online is fetching incoming messages of external servers once per hour only. You should set redirections for all the email addresses to  Legal Office domain name in your email server (e.g. [email protected] to [email protected]).

 Tip

All the aliases are customizable in Legal Office.

Object aliases can be edited from their respective configuration view. To edit catchall and bounce aliases, you first need to activate the developer mode.

Then go to Settings ‣ Technical ‣ Parameters ‣ System Parameters to customize the aliases (mail.catchall.alias & * mail.bounce.alias*).

 Note

By default inbound messages are fetched every 5 minutes in Legal Office on-premise. You can change this value in developer mode. Go to Settings ‣ Technical ‣ Automation ‣ Scheduled Actions and look for Mail: Fetchmail Service.

Set up different dedicated servers for transactional and mass mails

Legal Office e-mail server has the capability of sending 200 e-mails per day on Legal Office SH Cloud Platform. However, if needed, you can use a separate Mail Transfer Agent (MTA) servers for transactional e-mails and mass mailings. Example: use Legal Office own mail server for transactional e-mails, and Sendgrid, Amazon SES, or Mailgun for mass mailings. Another alternative is to use Postmark for transactional e-mails, and Amazon SES or Sendgrid for mass mailings.

 Note

A default outgoing email server is already configured. You should not create an alternative one unless you want to use a specific external outgoing email server for technical reasons.

To do this, you should first activate the developer mode and then go to Settings ‣ Technical ‣ Outgoing e-mail servers. There you have to create two e-mail MTA server settings. One for transactional e-mails and one for mass mail servers. Be sure to mark the priority of transactional e-mail servers as low as the mass email servers.

Now, go to Email Marketing ‣ Settings and enable Dedicated Server. With these settings, Legal Office uses the server with the lower priority for transactional emails, and the server here selected for mass mails. Note that in this case, you have to set your domain’s Sender Policy Framework (SPF) records to include both transactional and mass mail servers. If your server resides with xxxx.legaloffice.app, the available options are Sendinblue and Mailchimp, as your e-mails would be originated from the xxxx.legaloffice.app domain.


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