Information about Email Setup

This page outlines the information required to allow Altis to send emails on your behalf, and to help to prevent them from going into your recipient’s spam or junk folder, we need you to update your DNS(1) records with some new TXT records.

Typically, the instructions below will be sent to your firm’s IT manager to implement the changes:

Redirect

To allow Altis to receive emails and display them in the Communication Log in your Altis transaction we need you to create a redirect on your email platform.  This will work for both your incoming and outgoing emails.

  • Any emails with ‘#altislegal-‘ in the subject line, with the exception of any outgoing emails sent to @ep.altislegal.com, should be forwarded to the following address:
    attachments@ep.altislegal.com
  • A typical subject will be ‘re:your legal document of some kind #altislegal-12345’
  • This should be a clean redirect, i.e. preserving the from address, but also keeping a copy in Exchange.

If you do not have access to your Exchange server, please contact support for details on creating client side rules.

Step by Step Instructions

  1. Log into Exchange ECP
  2. Select Mail flow from the left hand side
  3. Click the Plus icon and select “Create New Rule”
  4. In the Name Field type – “#Altis Attachment Rule
  5. At the bottom of the box click More Options
  6. Under “Apply this rule if” select “The subject or body….” “Subject matches these text patterns”
  7. In the “specify words or phrases” type in #altislegal- and click the plus icon then ok
  8. Under “Do the following…” select “Add recipients….” -> to the Bcc box
  9. In the popup window entre attachments@ep.altislegal.com and click ok
  10. Under “Except if…” select add exception
  11. Under “Except if…” select “The recipient…”-> “domain is” in the specify domain popup entre ep.altislegal.com, click the plus icon and click ok.
  12. Click save, this rule will start working in about 15-30mins

Mandrill

Altis uses a bulk email service provider called Mandrill, which is owned by Mailchimp, to send all emails. To obtain the best results when using Mandrill, the following records should be set on your firm’s domain name:

DKIM

DKIM is a DNS-based email authentication mechanism that helps Altis more effectively send mail on your behalf by allowing receivers to verify that we have permission to send your email. To enable DKIM, create a TXT record for mandrill._domainkey.yourdomain.com (just replace yourdomain.com with the domain you’re setting up) with the following value:

v=DKIM1; k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQCrLHiExVd55zd/IQ/J/mRwSRMAocV/hMB3jXwaHH36d9NaVynQFYV8NaWi69c1veUtRzGt7yAioXqLj7Z4TeEUoOLgrKsn8YnckGs9i3B3tVFB+Ch/4mPhXWiNfNdynHWBcPcbJ8kjEQ2U8y78dHZj1YeRXXVvWob2OaKynO8/lQIDAQAB;

Some DNS providers require that semicolons be escaped. If your provider requires escaping, use this value instead:

v=DKIM1\; k=rsa\; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQCrLHiExVd55zd/IQ/J/mRwSRMAocV/hMB3jXwaHH36d9NaVynQFYV8NaWi69c1veUtRzGt7yAioXqLj7Z4TeEUoOLgrKsn8YnckGs9i3B3tVFB+Ch/4mPhXWiNfNdynHWBcPcbJ8kjEQ2U8y78dHZj1YeRXXVvWob2OaKynO8/lQIDAQAB\;

SPF

SPF is another DNS-based email authentication mechanism. If you don’t yet have an SPF record, you’ll want to add one for your domain. At a minimum, the value should be the following if you’re only sending mail through Mandrill for that domain:

v=spf1 include:spf.mandrillapp.com ?all

If you already have a TXT record with SPF information, you’ll need to add Mandrill’s servers to that record by adding include:spf.mandrillapp.com in the record (before the last operator, which is usually ?all, ~all, or -all). For example, if your current SPF record (using “yourdomain.com” as an example) looks like:

v=spf1 include:mail.yourdomain.com ~all

Then you’d want to change it to:

v=spf1 include:mail.yourdomain.com include:spf.mandrillapp.com ~all

The important part is to add Mandrill’s servers to your existing record; don’t replace the entire record, since this will make Mandrill the only authorised mail sender for your domain, which you probably don’t want to happen.

Mandrill’s own support page regarding DNS setup is here: https://mandrill.zendesk.com/hc/en-us/articles/205582277-How-do-I-add-DNS-records-for-my-sending-domains-

(1) The list of authorised sending hosts for a domain is published in the Domain Name System (DNS) records for that domain in the form of a specially formatted TXT record. Email spam and phishing often use forged “from” addresses, so publishing and checking SPF records can be considered anti-spam techniques. Sender Policy Framework (SPF) is a simple email-validation system designed to detect email spoofing by providing a mechanism to allow receiving mail exchangers to check that incoming mail from a domain comes from a host authorised by that domain’s administrators

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