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[[:start|Home]] > [[:faq|FAQ]] > [[faq:email|Email]] > [[faq:email#general|General]] > **Integrating Email with Third-Party Services**

====== Integrating Email with Third-Party Services ======

If you are using external systems like HR software, accounting platforms, or marketing tools that need to send emails using your domain (e.g. @yourcompany.com), here's how to do it while maintaining reliable email delivery through our hosting.

Before setting up, find out whether the third-party system will send emails:
  * [[faq:email:integrating_email_with_third_party_services#if_they_are_using_their_own_domain_eg_thirdpartyservicecom|Using their own domain (e.g. @thirdpartyservice.com)]]
  * [[faq:email:integrating_email_with_third_party_services#if_they_are_using_your_domain_eg_yourcompanycom|Using your domain (e.g. @yourcompany.com)]]

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===== 1) If They Are Using Their Own Domain (e.g. @thirdpartyservice.com) =====
Some third-party systems send emails using their own domain. To ensure these emails arrive in your inbox and are not filtered as spam, it is recommended to **whitelist the sender domain in your [[faq:email:global_mail_rules_configuration|Global Email Rules]]**.

For Example: You're using a payroll system that sends pay slips from @hrsystem.com.\\ 
To receive them consistently, add this line in your Global Email Rules: //pass *@hrsystem.com//

This tells the email server to always accept emails from that domain, even if spam filters might otherwise apply.

<fc #ff0000>Note:</fc> The third-party sender must have a valid SPF record set for their domain.\\ 
If they do not, their emails may still be rejected by our server for failing anti-spoofing checks - even if whitelisted.\\
We recommend confirming this with the third-party provider if you encounter any delivery issues.

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===== 2) If They Are Using Your Domain (e.g. @yourcompany.com) =====

This is more sensitive: If the system sends emails using your domain but doesn't follow proper authentication, our mail server may **[[https://lookafter.com/blog/spf-policy-update-2025-03-10/|flag and reject them as spoof]]**.\\ 
Depending on the capabilities of the third-party service, choose from the options below:

==== ✅ Best Option: Use SMTP Authentication ====
If the third-party service allows SMTP setup, configure it using your actual email credentials:

  * **SMTP Host:** vo1.agnx.com / vo2.agnx.com / g1.agnx.com\\ <color #ed1c24>IMPORTANT:</color> To confirm which server to be used for your domain, please use the [[https://t.agnx.com/r/email-check.html|Email Lookup Tool]] or consult Lookafter Helpdesk.
  * **Port:** 465 (SSL) or 587 (STARTTLS)
  * **Username:** (your email address, e.g. no-mail@yourdomain.com)
  * **Password:** (your email password)

This ensures the email is sent securely from your domain through our mail server, and fully passes SPF check.

==== ⚙️ Alternative Option: Add the Third Party’s Server to Your SPF Record ====
If SMTP isn’t available, ask the third-party service for the IP address or domain name of their sending mail server.\\ 
You can then **update your domain's SPF record via [[faq:domain_and_web_hosting:how_to_manage_domain_information|Manage DNS]] to include their server**.

This tells receiving servers (including your mail server) that it's legitimate for that third-party server to send emails on behalf of your domain.

<color #ed1c24>NOTE:</color> Updating your SPF record involves technical steps.\\ 
Please do not remove or overwrite your existing SPF record, as this may cause email delivery issues.\\ 
If you're unsure how to proceed, feel free to contact our helpdesk for assistance. A one-time service fee may apply for SPF record updates.


==== ⚠️ If None of the Above Options Are Available ====

If the third-party service does not support SMTP and you prefer not to change your SPF record, please contact our helpdesk for further advice.\\ We’ll review your situation and help recommend the most suitable workaround.
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