Introduction
When you send e-mail, you probably use Office 365 or Gmail. OTYS GO! can also send e-mails to candidates, relations, and others. These can be manually triggered e-mails, such as newsletters or workflow messages, or automatic e-mails like application confirmations or GDPR notifications. By default, these e-mails are sent through our own relay servers directly to their destination. This is not the preferred setup, as e-mails are then sent from two different systems: your own mail server and OTYS.
OTYS can also pass e-mails to your mail server first, allowing your server to send them over the internet. This way, all e-mails are sent from your outgoing mail server. Since everything is sent from one system, you have full control and visibility over all outgoing e-mail. We strongly recommend configuring this setup.
General
The protocol used for this setup is called SMTP. Through SMTP, the OTYS mail server sends e-mails to your server, which then forwards them to the recipient. The server that handles this process is known as an SMTP server. This configuration is usually done within your own mail environment, whether that is a commercial SMTP service, Gmail, or Azure/Office 365. You configure the connector on your side, and once everything is set up correctly, you can enter the relay settings in OTYS to enable this functionality.
Dependencies
Of course, you’ll need a SMTP relay server capable of accepting our e-mails. Microsoft Office 365 or Google Workspace both come with a relay server as standard. You will need an administrator for your server to enable the relay connector within your system.
Activation
To activate this, you need to perform 3 steps:
You must configure your DNS settings correctly to allow e-mails to be sent from your mail server. If you already use Google Workspace or Microsoft Office 365 in combination with IMAP, this is most likely already configured.
You will have to set up your server to act as a relay and accept our e-mails.
Send a support ticket for an OTYS activation.
1.Set up DNS. If you send mails via your own mail server, it is highly advisable to set up a correct SPF, DKIM, and DMARC record.
There should be a DKIM record similar to date in format yyyymmdd._domeinkey.domain.nl For example 20260129._domainkey.otys.nl. If not, please ask in a support ticket for an OTYS DKIM key for your domain.
The SPF record must include the values required for your own mail environment. The exact SPF configuration depends on your mail provider. For Office 365, this is typically include:spf.protection.outlook.com, and for Gmail include:_spf.google.com. For OTYS, you must add include:spf.otys.nl. This results in an SPF record similar to:
v=spf1 include:spf.protection.outlook.com include:spf.otys.nl -all.
DMARC relies on both DKIM and SPF and should therefore be configured after those records are in place. There is no single standard DMARC record, as the configuration depends on your security policy. At a minimum, you can set v=DMARC1; p=none;. However, it is recommended to define a policy together with your system administrator. An example of a more restrictive record is:
v=DMARC1; p=quarantine; pct=10; rua=mailto:[address]
p=quarantine : advice mail receivers to label the mail as spam. It is advisable to set this stricter later.
pct=10 Checks 10% percent of the e-mails passing through. Especially in the beginning you do not want to get swamped by reports. It is advisable to set this higher later.
rua=mailto:[address] Can be set if the client has a tooling to analyze the aggregate reports. RUF reporting is not supported by most email providers, and uses personal data. So, it is not advisable to implement it unless asked specifically.
If you do not own the domain name, and it is managed by OTYS, please send a support ticket for a EPP token so you can register the domain name at a registrar of your choosing.
2.Set up your own mail server.
The configuration on the Microsoft or Gsuite environment is best left to the administrator of said environment.
For Microsoft set up click here. You will have to create an IP address-based connector for SMTP relay. In the steps you will need to specify an IP address. Use these subnets: '95.168.207.80/28', '88.86.113.160/27'.
For google gsuite click here Select as Authentication the option: “Only addresses in my domains.” If you select: “Only accept mail from the specified IP addresses”, use these subnets: '95.168.207.80/28', '88.86.113.160/27'.
3.Enabling in OTYS
Once you have the connector set up, we can enable the setting in OTYS. Send a support ticket in OTYS informing us to enable the SMTP relay. Please specify in the ticket:
Email domain: For example “otys.nl”.
SMTP host. For example “smtp.office365.com”.
SMTP port: The relay port. This is often port 25. (Or 587 using TLS authentication.)
Password authentication. If checked it needs a username/password.
Usage
No special usage. You can send e-mails as normal. Once set-up and it works, it doesn’t need maintenance.
Testing
After setting everything up try sending a mail, to see whether it is received. For example to https://www.mail-tester.com/
Troubleshooting
There’s not much to check or test. If setting is filled correctly ask client if the provided information was correct. Do note that most of the times port 25 is used without authentication, and 587 with authentication.what