Email domain authentication: send CRM email under your company's own domain
With email domain authentication, CRM email goes out under your own domain: add the domain you already own, copy three DNS records to your DNS provider, and DigiPix Flow starts sending as your own address once they check out. Until then nothing waits: email goes out under your workspace name, and replies, bounces and unsubscribes are handled either way.
- Three DNS records, each copied in a click
- Your workspace name on email until it verifies
- No separate email service to sign up for
- DKIM records to publish for a domain
- 3
- between automatic checks on your DNS
- 30 min
- sending domains a workspace can add
- 10
What goes into sending as your own domain
- DomainThe one your business already owns
- From addresshello, sales or any name you choose
- DNS recordsThree DKIM CNAMEs, ready to copy
- Reply addressA separate one for every thread
- Do-not-contactBounces and complaints, when switched on
- TrackingOpens and clicks, only if you want them
Quotes that arrive from an address nobody recognises
A buyer who filled in your enquiry form gets a quotation from a generic sender they have never heard of. Some ignore it, some mark it as spam, and the rep assumes the lead has gone quiet when the email was simply never trusted.
A DNS change that turns into a week of back-and-forth
Somebody has to work out which records the domain needs, send them to whoever manages the DNS, then keep checking whether they took. Without a clear status, nobody knows whether email is going out under the company name or not.
Replies and bounces that land somewhere else
An email sent from one system collects its replies in another, and the bounces in a third. The rep never sees the answer on the lead, and the next message goes to an address that stopped working weeks ago.
Start with the address you want buyers to see
In Settings, under Communication, open Sending domains, type the from address you want, such as hello at your domain, and press Add domain. A workspace can hold up to ten domains, so a separate brand or a regional business can each have its own. A domain that another account has already registered is turned away, so nobody else can send as your name.
- A from address and a domain, entered together
- Up to 10 sending domains in each workspace
- A domain claimed by another account is refused
- Saved straight away, with records to publish next
DKIM setup: three records to copy, nothing to work out
As soon as the domain is added, DigiPix Flow lists exactly three CNAME records, each a DKIM key for your domain. Every name and every value has its own Copy button, so whoever manages your DNS can paste them in without retyping a long string. There are no other records to add and no settings to guess at, which keeps the handover to your web person to one short message.
- Exactly three CNAME records for each domain
- A Copy button beside every name and value
- Shown on the domain until it is verified
- Works with whichever DNS provider you use
A plain status on every domain you add
Each domain shows one of three statuses: Waiting for DNS, Verified, or Verification failed with the reason beside it. You do not have to keep coming back to check, because DigiPix Flow looks at your DNS again every 30 minutes. If the records have just gone in and you would rather not wait, press Verify and the check runs there and then.
- Waiting for DNS, Verified or Verification failed
- The reason shown when a check fails
- Checked again every 30 minutes on its own
- A Verify button when you want it checked now
Email keeps going out while DNS catches up
You can start emailing leads the day you sign up. Before a domain is verified, messages go out from the platform address under your workspace name, such as Rao Interiors via DigiPix Flow. Once it verifies, the domain shows Sending as hello at your domain, and the most recently verified domain with a from address is the one used. If a send from your domain is ever refused, it is retried once as the platform, and replies still come back.
- Your workspace name via DigiPix Flow until verified
- Sending as your own address once it is
- The most recently verified domain is used
- A refused send retried once as the platform
Replies find their thread without a shared inbox
Every email thread is given its own reply-to address, so when a buyer presses reply, the answer lands on that conversation and on the lead or contact it belongs to. There is no forwarding rule to set up in anyone's mailbox. Mail flagged as carrying a virus is dropped, and mail that arrives without a thread address is dropped too, rather than guessed onto the wrong record.
- A reply-to address unique to each thread
- Replies attached to the right lead or contact
- Virus-flagged mail dropped before it reaches you
- Mail with no thread address never guessed at
Stop writing to addresses that bounced
When an email bounces hard, or the person reports it as spam, DigiPix Flow can add that address to your do-not-contact list for you. The setting sits with your workspace's do-not-contact options, so an admin decides once and every rep benefits. Nobody has to read bounce notices or remember which address failed, and the next email simply does not go to it.
- Hard bounces added to do-not-contact
- Spam complaints added the same way
- Controlled by one workspace setting
- No bounce notices for reps to read and act on
An unsubscribe link where it belongs, and nowhere else
With Unsubscribe footer on marketing email switched on, marketing and sales email carries a one-click List-Unsubscribe header, which mail apps show as their own unsubscribe button, and a footer link to a preferences page. Transactional and security email never gets either, so a password reset or a receipt stays clean. The person's choice is recorded against them for every email that follows.
- A one-click List-Unsubscribe header
- A footer link to a preferences page
- Only on marketing and sales email
- Never on transactional or security email
Tracking you switch on knowing what it counts
Two settings, Track email opens and Track link clicks, decide whether your team's email is tracked at all. Only HTML email is tracked, never security email, and unsubscribe links are never touched. A rep can still switch tracking off for a single email in the composer. The settings say plainly that open counts are approximate, because privacy tools and scanners can load an email before a person does.
- Separate switches for opens and for clicks
- HTML email only, never security email
- Unsubscribe links never tracked
- Open counts labelled as approximate
From a domain name to your own sender, in five steps
- STEP 01
Add the domain
Enter a from address on the domain you own and press Add domain.
- STEP 02
Publish three records
Copy the three DKIM CNAMEs into your DNS provider.
- STEP 03
Let it verify
Press Verify, or wait for the check every 30 minutes.
- STEP 04
Send as yourself
Email goes out as your own address, with replies back on the thread.
- STEP 05
Choose the extras
Switch on bounce suppression, the unsubscribe footer and tracking.
DigiPix Flow email sending vs setting it up by hand
| What it covers | Setting it up by hand |  DigiPix Flow |
|---|---|---|
| Which DNS records to add | Researched, then argued over | Three CNAMEs listed, each with Copy |
| Knowing it worked | Someone checks the DNS now and then | A status, rechecked every 30 minutes |
| Email before it is ready | Held back until the domain is sorted | Sent under your workspace name meanwhile |
| A send your domain cannot make | Lost, or noticed days later | Retried once as the platform |
| Where replies go | A mailbox the rest of the team cannot see | The thread and the lead or contact |
| Bounced addresses | Written to again next week | Added to do-not-contact, if you choose |
| Unsubscribe links | Pasted into some emails and forgotten in others | Added to marketing and sales email only |
The other channels you can connect
Email sending needs nothing but your domain's DNS. The other channels connect the same way, from the workspace settings: a WhatsApp Business number, SMS with your DLT details, and a mailbox for the email your team already has.
Email sending questions, answered
Do we have to verify a domain before sending any email?
No. Until a domain is verified, email goes out from the platform address under your workspace name, for example Rao Interiors via DigiPix Flow, and replies still come back to the right thread. Verifying simply swaps that for your own address.
Which DNS records do we need to add?
Three CNAME records, each a DKIM key for your domain. DigiPix Flow shows the name and value of each with a Copy button, and they are the only records the setup asks for.
How long does verification take?
That depends on how quickly your DNS provider publishes the records. DigiPix Flow checks every 30 minutes, and you can press Verify to check straight away. The domain shows Waiting for DNS, Verified, or Verification failed with the reason.
Can we add more than one domain?
Yes, up to ten per workspace. The most recently verified domain that has a from address is the one your email is sent as. A domain that another account has already registered cannot be added.
What happens if a send from our domain is refused?
The email is retried once from the platform address under your workspace name, so it still reaches the person, and any reply still comes back to the thread.
Do we need to set up forwarding for replies?
No. Every thread gets its own reply-to address, so a reply lands on that conversation and the lead or contact it belongs to. Mail without a thread address is dropped rather than guessed, and virus-flagged mail is dropped as well.
Are bounced addresses stopped automatically?
When the workspace setting is on, hard bounces and spam complaints add the address to your do-not-contact list, so nobody on the team writes to it again by mistake.
Which emails get an unsubscribe link?
With Unsubscribe footer on marketing email switched on, marketing and sales email carries a one-click List-Unsubscribe header and a footer link to a preferences page. Transactional and security email never does.
How accurate are open counts?
They are approximate, and the settings say so. Privacy tools and scanners can load an email's images before a person reads it, and people who block images never count. Tracking only applies to HTML email, and a rep can turn it off for a single message.
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Send CRM email under your own company name
Talk to an expert — bring the domain you use today, and see the three records, the verification and your first email sent as your own address.
- A real person, not a bot
- Bring your own domain
- See your first email go out