Email server and domain setup guide

Summary

This guide explains how to integrate your company's email infrastructure with Binhex Cloud for professional and secure communication. You will learn how to:

• Send emails from your own server (SMTP).
• Receive emails from your provider (IMAP/POP).
• Configure domain authentication to improve deliverability (SPF, DKIM, DMARC).

Binhex Cloud includes an integrated communication engine that connects to your existing email services, ensuring that all your business processes maintain consistency with your company's domain and branding.

1. Sending emails (Outgoing server configuration)

Supported protocol: SMTP

Binhex Cloud allows you to use your current email provider to send emails.

Steps to configure SMTP:

1. Go to Settings → Outgoing Mail Servers.
2. Click on Create.
3. Enter your provider's SMTP details:
   • SMTP Server: example smtp.yourprovider.com
   • Port: 587 (TLS) or 465 (SSL)
   • Encryption: TLS or SSL
   • User: your email address
   • Password: application-specific password or password
4. Check the connection to verify that everything is working correctly.

✅ With this, all invoices, notifications, and messages will be sent using your mail server.

2. Receiving emails (Incoming server configuration)

Compatible protocols: IMAP or POP

Binhex Cloud can automatically retrieve emails to centralize communications.

Steps to configure IMAP/POP:

1. Go to Settings → Incoming Mail Servers.
2. Click on Create.
3. Enter your provider's details:
   • Server Type: IMAP (recommended) or POP
   • Server address: example imap.yourprovider.com
   • Port: 993 (IMAP) or 995 (POP)
   • SSL/TLS: enabled
   • User: email address
   • Password: email password
4. Assign this server to the appropriate module (e.g., Support, CRM).

✅ Incoming emails can automatically generate tickets, leads, or tasks.

3. Common Provider Configuration

4. Domain Authentication (SPF, DKIM, DMARC)

To improve deliverability and prevent your emails from ending up in the SPAM folder, it is essential that you properly configure domain authentication using DNS records.

4.1 SPF (Sender Policy Framework)

✅ Objective: Indicate which servers can send emails on behalf of your domain.

Example of an SPF record:

iniCopyEditv=spf1 include:yourprovider.com ~all

Steps:

• Access your domain's DNS control panel.
• Add or edit the TXT record for SPF.
• It includes the servers authorized to send mail.

Since Binhex Cloud uses your SMTP server, you just need to make sure your SPF includes your email provider.

4.2 DKIM (DomainKeys Identified Mail)

✅ Objective: Digitally sign your emails to ensure they haven't been modified.

Steps:

• Your email provider generates a DKIM key.
• Add the DKIM public key as a TXT record in the DNS.
• Enable DKIM in the provider settings.

Binhex Cloud sends signed emails if your SMTP provider has DKIM enabled.

4.3 DMARC (Domain-based Message Authentication, Reporting, and Conformance)

✅ Objective: To indicate how to handle emails that do not pass SPF or DKIM verification.

Example of DMARC registration:

iniCopyEditv=DMARC1; p=quarantine; rua=mailto:your@domain.com

Steps:

• In your DNS, create a TXT record for _dmarc.yourdomain.com.
• Define the policy (none, quarantine, or rejection).

Recommendation:
Start with p=none to monitor and then move to quarantine or rejection once verified.

5. Best practices for deliverability

• Always use the corporate domain, not the free personal accounts.
• Keep your SPF, DKIM, and DMARC records up to date.
• Avoid topics and content that look like spam.
• Keep your mailing list clean by avoiding sending emails to invalid addresses.

6. Advanced configuration and support

The Binhex Cloud support team can help you with:

• Advanced routing configurations
• Aliases and wildcard accounts
• SPF/DKIM/DMARC Compatibility
• MX record validation
• Options for bulk mailings

Contact us to ensure your email is set up correctly and optimized.

Appendix: Examples of DNS records