[IMP] email: add mail.default.from_filter

closes odoo/documentation#2694

Signed-off-by: Victor Feyens (vfe) <vfe@odoo.com>
This commit is contained in:
Zachary Straub (ZST) 2022-09-08 00:32:45 +00:00 committed by Sam Lieber (sali)
parent 3337ffa6c7
commit df041b1212

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@ -1,36 +1,37 @@
========================
Sending emails with Odoo
========================
=======================
Send an email with Odoo
=======================
Using your email domain in Odoo
===============================
Use an email domain in Odoo
===========================
Documents in Odoo (a CRM opportunity, a sales order, an invoice ...) have a discussion thread,
called *chatter*.
Documents in Odoo (such as a CRM opportunity, a sales order, an invoice, etc.) have a discussion
thread, called *chatter*.
When you post a message in the chatter, this message is sent by email to the followers of the
document. If a follower replies to the message, the reply updates the chatter, and Odoo relays the
reply to the followers.
When a database user posts a message in the chatter, this message is sent by email to the followers
of the document. If a follower replies to the message, the reply updates the chatter, and Odoo
relays the reply to the followers as a notification.
Emails from your users to partners (customers, vendors) are sent from the email address of your
users. Similarly, emails from partners to users are sent from the email address of the partners.
This allows you to recognize at a glance who sent an email relayed by Odoo.
Messages sent in the chatter from internal database users to external users (such as partners,
customers, or vendors) are relayed on behalf of the database users. Messages sent back to the
chatter from external users will appear in the chatter from their respective email addresses, or as
they are listed in their Contacts record.
If your database is hosted on our cloud (Odoo Online or Odoo.sh), it is not necessary to add an
outgoing email server to send emails from your custom domain. You can enjoy this feature by using
the default Odoo email server.
If the Odoo database is hosted on the cloud (Odoo Online or Odoo.sh), it is not necessary to add an
outgoing email server to send emails from a custom domain.
.. important::
The Odoo server is subject to a daily email limit to prevent abuse. The default limit is 200
emails sent per day for databases with an Enterprise subscription. This limit can be increased
under certain conditions. See our :doc:`FAQ <faq>` or contact support for more
emails sent per day for databases with an **Enterprise** subscription. This limit can be
increased under certain conditions. See the :doc:`FAQ <faq>` or contact support for more
information.
However, it is recommended that you configure your domain name to ensure that emails from your
users reach your partners, rather than being considered spam.
To ensure that emails sent to and from the chatter reach their intended contacts, instead of being
considered spam, Odoo recommends configuring the domain name.
For the same reason, we recommend that you always give your users an email address from a domain
you manage, rather than a generic email address (gmail.com, outlook.com, etc.).
For the same reason, Odoo also recommends giving each database user an email address from the
configured domain, rather than a generic email address domain (such as gmail.com, outlook.com,
etc.).
.. _email_communication/spf_compliant:
@ -38,97 +39,113 @@ Be SPF compliant
================
The Sender Policy Framework (SPF) protocol allows the owner of a domain name to specify which
servers are allowed to send email from that domain. When a server receives an incoming email,
it checks whether the IP address of the sending server is on the list of allowed IPs according
to the SPF record of the sender.
servers are allowed to send emails from that domain. When a server receives an incoming email,
it checks if the IP address of the sending server is on the list of allowed IPs according to the
sender's :abbr:`SPF (Sender Policy Framework)` record.
.. note::
The SPF verification is performed on the domain mentioned in the Return-Path field of the email.
In the case of an email sent by Odoo, this domain corresponds to the value of the
`mail.catchall.domain` key in the database system parameters.
The :abbr:`SPF (Sender Policy Framework)` verification is performed on the domain mentioned in
the `Return-Path` field of the email. In the case of an email sent by Odoo, this domain
corresponds to the value of the `mail.catchall.domain` key in the database system parameters.
See the :ref:`documentation on incoming emails <email_communication/inbound_messages>`.
The SPF policy of a domain is set using a TXT record. How to create or modify a TXT record depends
on the provider hosting the DNS zone of your domain name. In order for the verification to work
properly, each domain can only have one SPF record.
The :abbr:`SPF (Sender Policy Framework)` policy of a domain is set using a TXT record. The way to
create or modify a TXT record depends on the provider hosting the :abbr:`DNS (Domain Name System)`
zone of the domain name. In order for the verification to work properly, each domain can only have
one :abbr:`SPF (Sender Policy Framework)` record.
If your domain name does not yet have an SPF record, the content of the record to create is as
follows:
If the domain name does not yet have an :abbr:`SPF (Sender Policy Framework)` record, the content
of the record to create it is as follows:
``v=spf1 include:_spf.odoo.com ~all``
`v=spf1 include:_spf.odoo.com ~all`
If your domain name already has an SPF record, you need to update this record (and do not create a
new one).
If the domain name already has an :abbr:`SPF (Sender Policy Framework)` record, the record must be
updated (and do not create a new one).
.. example::
If your TXT record is `v=spf1 include:_spf.google.com ~all`, you need to edit it to add
If the TXT record is `v=spf1 include:_spf.google.com ~all`, edit it to add
`include:_spf.odoo.com`: `v=spf1 include:_spf.odoo.com include:_spf.google.com ~all`
You can check if your SPF record is valid with a free tool like
`MXToolbox SPF <https://mxtoolbox.com/spf.aspx>`_.
Check if the :abbr:`SPF (Sender Policy Framework)` record is valid with a free tool like `MXToolbox
SPF <https://mxtoolbox.com/spf.aspx>`_.
.. _email_communication/DKIM_compliant:
Enable DKIM
===========
The DomainKeys Identified Mail (DKIM) allows you to authenticate your emails with a digital signature.
The DomainKeys Identified Mail (DKIM) allows a user to authenticate emails with a digital
signature.
When sending an email, the Odoo server includes a unique DKIM signature in the headers. The
recipient's server decrypts this signature using the DKIM record in your domain name. If the
signature and the key contained in the record match, this guarantees that your message is authentic
and has not been altered during transport.
When sending an email, the Odoo server includes a unique :abbr:`DKIM (DomainKeys Identified Mail)`
signature in the headers. The recipient's server decrypts this signature using the :abbr:`DKIM
(DomainKeys Identified Mail)` record in the database's domain name. If the signature and the key
contained in the record match, this guarantees that the message is authentic and has not been
altered during transport.
To enable DKIM, you must add a CNAME record to the DNS zone of your domain name:
To enable :abbr:`DKIM (DomainKeys Identified Mail)`, add a :abbr:`CNAME (Canonical Name)` record to
the :abbr:`DNS (Domain Name System)` zone of the domain name:
``odoo._domainkey IN CNAME odoo._domainkey.odoo.com.``
`odoo._domainkey IN CNAME odoo._domainkey.odoo.com.`
.. tip::
If your domain name is `mycompany.com`, you need to create a subdomain
If the domain name is `mycompany.com`, make sure to create a subdomain
`odoo._domainkey.mycompany.com` whose canonical name is `odoo._domainkey.odoo.com.`.
How to create or modify a CNAME record depends on the provider hosting the DNS zone of your domain
name. The most common providers are list below.
The way to create or modify a :abbr:`CNAME (Canonical Name)` record depends on the provider hosting
the :abbr:`DNS (Domain Name System)` zone of the domain name. The most common providers are
:ref:`listed below <email_communication/SPFDKIM_common_providers>`.
You can check if your DKIM record is valid with a free tool like
`DKIM Core <https://dkimcore.org/tools/>`_. If a selector is asked, enter `odoo`.
Check if the :abbr:`DKIM (DomainKeys Identified Mail)` record is valid with a free tool like `DKIM
Core <https://dkimcore.org/tools/>`_. If a selector is asked, enter `odoo`.
Check your DMARC policy
=======================
Check the DMARC policy
======================
The Domain-based Message Authentication, Reporting & Conformance (DMARC) is a protocol that unifies SPF
and DKIM. The instructions contained in the DMARC record of a domain name tell the destination
server what to do with an incoming email that fails the SPF and/or DKIM check.
The Domain-based Message Authentication, Reporting, & Conformance (DMARC) record is a protocol that
unifies :abbr:`SPF (Sender Policy Framework)` and :abbr:`DKIM (DomainKeys Identified Mail)`. The
instructions contained in the :abbr:`DMARC (Domain-based Message Authentication, Reporting, &
Conformance)` record of a domain name tell the destination server what to do with an incoming email
that fails the :abbr:`SPF (Sender Policy Framework)` and/or :abbr:`DKIM (DomainKeys Identified
Mail)` check.
There are three DMARC policies:
- ``p=none``
- ``p=quarantine``
- ``p=reject``
There are three :abbr:`DMARC (Domain-based Message Authentication, Reporting, & Conformance)`
policies:
``p=quarantine`` and ``p=reject`` instruct the server that receives an email to quarantine that
email or ignore it if the SPF and/or DKIM check fails.
- `p=none`
- `p=quarantine`
- `p=reject`
If your domain name uses DMARC and has defined one of these policies, it is therefore imperative
to be SPF compliant or to enable DKIM.
`p=quarantine` and `p=reject` instruct the server that receives an email to quarantine that email
or ignore it if the :abbr:`SPF (Sender Policy Framework)` and/or :abbr:`DKIM (DomainKeys Identified
Mail)` check fails.
If the domain name uses :abbr:`DMARC (Domain-based Message Authentication, Reporting, &
Conformance)` and has defined one of these policies, the domain must be :abbr:`SPF (Sender Policy
Framework)` compliant or enable :abbr:`DKIM (DomainKeys Identified Mail)`.
.. danger::
Yahoo or AOL are examples of email providers with a DMARC policy set to ``p=reject``. We
strongly advise against using an *@yahoo.com* or *@aol.com* address for your users. These emails
will never reach their recipient.
Yahoo or AOL are examples of email providers with a :abbr:`DMARC (Domain-based Message
Authentication, Reporting, & Conformance)` policy set to `p=reject`. Odoo strongly advises
against using an *@yahoo.com* or *@aol.com* address for the database users. These emails will
never reach their recipient.
``p=none`` is used for the domain owner to receive reports about entities using their domain. It
should not impact the deliverability if the DMARC check fails.
`p=none` is used for the domain owner to receive reports about entities using their domain. It
should not impact the deliverability if the :abbr:`DMARC (Domain-based Message Authentication,
Reporting, & Conformance)` check fails.
You can check the DMARC record of a domain name with a tool like
`MXToolbox DMARC <https://mxtoolbox.com/DMARC.aspx>`_.
Check the :abbr:`DMARC (Domain-based Message Authentication, Reporting, & Conformance)` record of a
domain name with a tool like `MXToolbox DMARC <https://mxtoolbox.com/DMARC.aspx>`_.
If one of your partners, customer or vendor, uses DMARC and has defined one of these policies, the
Odoo server cannot relay emails from this partner to your users.
If a partner, customer, or vendor, uses :abbr:`DMARC (Domain-based Message Authentication,
Reporting, & Conformance)` and has defined one of these policies, the Odoo server cannot relay
emails from this partner to the database users.
You need to :ref:`handle user notifications in Odoo <discuss_app/notification_preferences>`, or replace the
email address of the partner with a default email address.
To solve this issue, :ref:`handle user notifications in Odoo
<discuss_app/notification_preferences>`, or replace the email address of the partner with a default
email address.
.. _email_communication/SPFDKIM_common_providers:
@ -140,24 +157,36 @@ SPF, DKIM & DMARC documentation of common providers
- `GoDaddy TXT record <https://www.godaddy.com/help/add-a-txt-record-19232>`_
- `GoDaddy SPF <https://www.godaddy.com/help/add-an-spf-record-19218>`_
- `GoDaddy DKIM <https://www.godaddy.com/help/add-a-cname-record-19236>`_
- `NameCheap <https://www.namecheap.com/support/knowledgebase/article.aspx/317/2237/how-do-i-add-txtspfdkimdmarc-records-for-my-domain/>`_
- `NameCheap <https://www.namecheap.com/support/knowledgebase/article.aspx/317/2237/how-do-i-add-
txtspfdkimdmarc-records-for-my-domain/>`_
- `CloudFlare DNS <https://support.cloudflare.com/hc/en-us/articles/360019093151>`_
- `Google Domains <https://support.google.com/domains/answer/3290350?hl=en>`_
- `Azure DNS <https://docs.microsoft.com/en-us/azure/dns/dns-getstarted-portal>`_
To fully test your configuration, the tool `Mail-Tester <https://www.mail-tester.com/>`_ will give
you a full overview of the content and configuration you have in one email sent! Mail-Tester can
also be used for other lesser known providers.
To fully test the configuration, use the `Mail-Tester <https://www.mail-tester.com/>`_ tool, which
gives a full overview of the content and configuration in one sent email. Mail-Tester can also be
used for other, lesser-known providers.
Use a default email address
===========================
To force the email address from which emails are sent, you need to create the following key in
the System Parameters of the database:
Access the :guilabel:`System Parameters` by activating :ref:`developer mode <developer-mode>` and
going to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` menu.
- If ``mail.default.from`` is set, and contains a full email address, all outgoing emails are sent
from the given address. This is a requirement to use `Outlook with Odoo
<https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-microsoft-365-or-office-365#option-1-authenticate-your-device-or-application-directly-with-a-microsoft-365-or-office-365-mailbox-and-send-mail-using-smtp-auth-client-submission>`_.
To force the email address from which emails are sent, a combination of the following keys needs to
be set in the system parameters of the database:
You access the **System Parameters** in :ref:`developer mode <developer-mode>` in the :menuselection:`Settings -->
Technical --> Parameters --> System Parameters` menu.
- `mail.default.from`: accepts the local part or a complete email address as value
- `mail.default.from_filter`: accepts a domain name or a full email address as value
.. note::
The `mail.default.from_filter` works only for `odoo-bin` configurations, otherwise this
parameter can be set using the `from_filter` field on `ir.mail_server`.
If the email address of the author does not match `mail.default.from_filter`, the email address is
replaced by `mail.default.from` (if it contains a full email address) or a combination of
`mail.default.from` and `mail.catchall.domain`.
If the `from_filter` contains a full email address, and if the `mail.default.from` is the same as
this address, then all of the email addresses that are different from `mail.default.from` will be
encapsulated in `mail.default.from`.