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Sending emails from your own domain
Verify your firm’s domain so client emails use a clear, professional sender identity.
Why verify your domain?
By default, emails are sent through PracticeFlow’s email infrastructure. Your chosen sender name is shown, but the underlying sender still refers to PracticeFlow. Verifying your domain allows emails to be sent from your own email address, giving a clearer sender identity and potentially improving deliverability.
How it works
The setup only needs to be completed once for your firm’s domain. Individual users do not need to complete any separate email setup.
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1 Enter your domain Add your firm’s domain in Email Settings. |
2 Add DNS records Copy the Host and Value provided for both TXT and CNAME records into your DNS settings. |
3 Verify and set Verify the records, then set the From Email address. |
PracticeFlow generates the DNS records needed to confirm that your firm owns and controls the domain. These records are then added to the DNS settings for your domain.
DNS is normally managed by:
- the company where your domain was registered;
- your website provider;
- your IT support provider; or
- whoever manages your firm’s email and domain settings.
The records will usually include a TXT record and a CNAME record.
Setting up your domain
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1 |
Open Email Settings Go to Account Settings > Email Settings and locate the Send From option. |
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2 |
Enter your domain Enter the domain you want to send from, for example, smithco.co.uk. |
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3 |
Select Setup PracticeFlow will display the DNS records that need to be added. |
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4 |
Add the DNS records Copy the Host & Value provided for both the TXT & CNAME records into your domain’s DNS settings. |
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5 |
Verify the records Return to PracticeFlow and select Verify. |
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6 |
Set the From Email Once both records are verified, enter an email address that uses the verified domain, for example accounts@smithco.co.uk. |
Important final step
Until the From Email is set, emails will continue to use the default PracticeFlow sender address.
DNS changes often take effect within a few minutes, although some providers may take longer to update.
Sender email address
The sender email address must use the verified domain.
| VERIFIED DOMAIN | smithco.co.uk |
| VALID SENDER | accounts@smithco.co.uk |
Emails cannot be sent from an address that uses a different domain.
What your client will see
Without a verified sender domain, the underlying sender may refer to PracticeFlow. Once your domain has been verified and the From Email has been set, the email will appear to come directly from your firm.
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WITHOUT VERIFICATION |
WITH VERIFICATION |
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Underlying sender may refer to PracticeFlow |
From: Smith & Co accounts@smithco.co.uk |
The email is still securely delivered through PracticeFlow’s email service, but the sender identity is authenticated using your firm’s domain.
Benefits
Using your own verified domain can provide:
- a more professional sender identity;
- improved trust with clients;
- better alignment with your firm’s existing email addresses;
- improved email authentication and deliverability; and
- a reduced risk of messages being treated as suspicious or marked as spam.
After setup
No ongoing administration is normally required
Once the domain has been verified and the From Email has been set, there is normally nothing further to manage. PracticeFlow will use the verified domain for emails sent from that address.