Getting started with TransMail

TransMail is a cloud based, transactional email sending service that helps you to send Transactional emails to your customers. Transactional emails are automated emails, that are triggered by user action from any application. They are usually emails with receipts or OTPs or confirmations and so on, which are triggered by the customer actions in the associated application/ service. Example: Order confirmation emails, Payment failure notification, Password reset emailers are some of the common transactional emails.

When you send the transactional emails through unauthenticated email servers or random applications, the emails might be considered as spam by recipient servers. It also poses a security threat, where the details in the email can be intercepted and misused by spammers. This would indirectly disappoint the customer and hence affect your business reputation. Hence such emails should be sent with proper authentication from email servers that have a remarkable reputation, in order to reach your customer on time and directly in the Inbox. It is highly recommended to use exclusive services like TransMail to send such critical transactional emails to your customers.

Transactional emails are not Newsletters or Marketing emails sent to your leads/ customers and so on.

This guide will help you set up your TransMail account and use your domain with the application to send emails.

Get early access to TransMail

TransMail is yet to be launched to the public. You can make a request here https://www.zoho.com/transmail and get early access to the application.

Once you get access to the application, you will be requested to complete the Customer Validation Form. To understand your organization and to analyze the type of emails you send, we need some details about your business.

Fill in your details in the Customer Validation form and click Submit.

Once you submit your details, a welcome screen will appear. Once you read and agree to the Terms and Conditions, click Setup your domain.

You can set up your domain and the TransMail account, but you will be able to start sending the transactional emails, only after your details are validated at our end. You would be able to complete the setup and send test emails, and by then we will have your account validated.

Create the Mail Agent

To begin using TransMail, the first step is to create your Mail Agent.

Mail Agent is used for grouping your transactional emails at a high level. You can set up multiple domains under the same Mail Agent to group the transactional emails from them under a particular category. This helps you to view all the transactions of the processed emails based on the Mail Agent. You can configure webhooks, enable tracking, and upload files that need to be added as inline images or attachments to your email. 

You need to configure at least one domain in the Mail Agent to send emails. In case your primary domain is already in use for sending/ receiving emails, you can setup a subdomain or another secondary domain specifically for sending transactional emails. This will avoid the disruption of emails in the existing accounts. 

Steps to create the Mail Agent:

  1. Give a name for the Mail Agent. This is basically to help you identify the purpose/ category of the emails sent using this agent. Example: welcome-mailer, mailer etc.
  2. Provide the domain/ subdomain using which you want to send emails. You can set up a new subdomain in case you do not have one. This ensures that the email delivery of the existing accounts does not get affected due to this new setup.
  3. Provide a Description for the Mail Agent based on the nature of transactions. This will help you identify the Mail Agent at a later point of time when you have set up multiple Mail Agents for different purposes.
  4. Click Next to create your first Mail Agent.

Set up your Domain

You have to set up your domain or subdomain using which you want to send transactional emails to your customers. This should be easily identifiable by your customers and should be related to the application or service that your customers use.

You need to verify the domain, to prove that you have the necessary permissions to use the domain with the TransMail applications. SPF and DKIM records are used by recipient servers to verify the authenticity of the domain. Once you set up the recommended SPF and DKIM records, your domain will be validated and can be used for sending emails.

Steps to verify your domain:

  1. You can verify the domain by adding the SPF and DKIM records in your Domain's DNS Manager.
  2. In case you have access to the DNS Manager, and can do it on your own, copy the records, one by one and create TXT records in your DNS Manager.
    • Alternatively, if you do not have access to the DNS Manager, you can get the assistance of someone who has the required access to the DNS.
    • You can get assistance by sending an email to the IT administrator or the agency who is managing your domains.
  3. Click Share Record.
    • This will compose an email pre-filled with the required information.
    • You can add your own custom note and send the email, by providing the email address of the contacts who can assist you in this process.
  4. Once you have added these records, click Verify for verification.

Note:

Based on the TTL of the domain, sometime it may take 24 hours for the records to get propagated across DNS. Hence the domain verification may be delayed, and you may not be able to send emails until then.

In case you have misspelled your domain name, you can edit the domain in this step. However, once you edit the Domain name, you have to add the SPF and DKIM records again and proceed with verification.

Configure bounce email address

When the transactional emails are sent, there may be some cases where the emails could not be delivered to the recipients. There are many reasons for such delivery failures or bounce backs.

Some of the common reasons are:

  • Recipients mailbox is full
  • Recipient has left the organization and his mailbox is deleted
  • Recipient server did not accept emails
  • You may have typed an incorrect email address

In such cases, the email will be bounced back to the return address/ bounce email address configured here. This helps you to understand the delivery issues and sort them out.

Steps to configure the bounce address:

To receive the bounce emails, you need to configure the MX records for the domain/ subdomain that is used with TransMail.

  1. You need to update MX Records for this domain to point to TransMail. Click Verify after publishing the MX Records.

Note:

In case you have an existing email service associated with the domain, you should use another domain or use a subdomain to ensure that email delivery is not interrupted.

  1. Provide the Bounce address that you want to use in TransMail to receive the email bounces.
  2. Click Add to add this and proceed to configure your service with TransMail details.

Connect your service

You need to connect your service/ application with TransMail to start sending emails. You will get the username and the SendMail token, that would be needed to send emails. You can connect to TransMail from your application, directly via SMTP or using APIs to send emails.

  • SMTP Method - To connect to TransMail via SMTP method to send your emails, add the following details -
    • Server name - smtp.transmail.com
    • Port number, Authentication - 465 (SSL), 587 (TLS)
    • Username - default username is "emailapikey"
    • Send Mail token - Copy the unique Send Mail token generated for your account.
  • API Method - To connect to TransMail via API method to send your emails, use the Send Mail token in the header section of your API request body.
    • Send Mail token - Copy the unique Send Mail token generated for your account.

You can also Download the SDK in this step.

Click Finish to complete the setup process.

Once you complete the setup, TransMail provides you credits worth 10,000 emails, that can be used for free within a period of 6 months.

Send test email

Sending the test emails using this configuration is the final step in your TransMail setup.

Steps to compose and send a test email:

  1. Click Send Emails to compose your first test email using TransMail.
  2. Add From address, Return path (bounce address), To address, Subject, and test email content.
  3. To add additional information on your email headers section, click Add custom headers.
  4. Click Send.

  1. Check the Inbox to confirm the successful delivery of your first test mail using this Mail Agent.

Note:

Before you get started it is important to know that TransMail is for sending transactional emails like welcome emailers, password resets emails, OTPs. We do not support sending of bulk emails or promotional emails like newsletters or marketing campaign emails. If you are looking for a bulk/ marketing email sending service, check out Zoho Campaigns.