Configure email providers

Configure your email provider so Legalsense can send emails, including invoice emails, from your own domain. This article walks you through selecting the provider, verifying your domain with DNS records, and setting up sender addresses.

Important: Postmark is no longer available for new customers, but this article still discusses how to use it for firms that still use Postmark as their email provider.

Spotler SendPro

Set up the email provider

1. Go to Settings → General → Emails.
2. Click Change email provider.
3. Select Spotler SendPro and click Save.
4. Fill in the required fields. Fields marked with an asterisk (*) are mandatory.
   • Domain*: your email domain name.
   • Return path domain*: a subdomain used for bounce handling, for example bounces.yourdomain.com.
5. Click Save.

Important: You can't change the domain yourself after you save it. Check it carefully before you click Save.

Add the DNS records

After you save the configuration, Legalsense automatically generates the DNS records you need.

Generated DNS records for the Spotler SendPro configuration, showing the record names, types, and values.

1. Give the generated records to your domain administrator, who enters them into your DNS settings with the correct names, types, and values. Set the TTL to 1 hour, if possible.
2. Once the DNS records are in place, click Verify DNS records.

Verification usually completes quickly, but can take up to 48 hours.

Note: If verification hasn't completed after 48 hours, check your domain settings, or ask your domain administrator to check them. A free tool such as MxToolbox can help you verify your DNS configuration.

Set up sender email addresses

Specify one or more sender addresses. Legalsense uses one of them as the default sender, and you can change the sender address when sending invoice emails.

Click Add new sender email to add a sender address. This button only appears after your DNS records have been verified. The address must belong to the domain you configured, and the sender name can only contain letters without accents, digits, spaces, and the characters _ , . -. To make an address the default, click Set as default next to it.

Sender email address configuration, showing one or more configured sender addresses with one set as the default.

Postmark

Set up the email provider

1. Go to Settings → General → Emails.
2. Click Change email provider.
3. Select Postmark and click Save.

Email provider selection screen, showing Postmark selected as the provider.

Add and verify sender email addresses

Specify one or more sender addresses, for example billing@yourdomain.com. You need to verify each address before Legalsense can send email from it.

1. Add the email address you want to send from.
2. Open the confirmation email that Postmark sends to that address, and click the verification link.
3. Repeat for any other sender addresses.

If you add multiple sender addresses, click Set as default next to an address to make it the default. You can change the sender address when sending invoice emails. All sender addresses must belong to the same domain.

Sender email address configuration, showing a configured sender address marked as default.

Once you've added a sender address, the DKIM and return path options appear.

Add the DKIM record

A DKIM record is mandatory. It confirms to receiving mail servers that Legalsense is allowed to send email on behalf of your domain.

1. Copy the Host and the TXT value shown under DKIM on the settings page.
2. Give them to your domain administrator, who adds a TXT record with that host name and value to your domain's DNS settings. Set the TTL to 1 hour, if possible.

DKIM section of the email settings page, showing the TXT value to add to your DNS settings.

DNS changes usually take effect quickly, but can take up to 48 hours.

Configure a return path (optional)

A return path is required if you want to set up a DMARC policy. DMARC tells receiving mail servers what to do with messages that don't align with your domain, adding an extra layer of verification on top of DKIM and SPF.

1. In Legalsense, enter the return path as pm-bounces.yourdomain.com, replacing yourdomain.com with your own domain.
2. Ask your domain administrator to add a CNAME record to your domain's DNS settings:
   • Name: pm-bounces
   • Value: ⧉ http://pm.mtasv.net

Return path configuration on the email settings page.

Note: If your settings still don't work after 48 hours, check your domain settings, or ask your domain administrator to check them. A free tool such as ⧉ MxToolbox can help you verify your DNS configuration.

Troubleshooting

You can't send invoices by email

If Legalsense shows You have not configured the sending of invoices by emails yet., there's no sender address Legalsense can use yet. Legalsense only lists a sender address in the From field when it's ready:

• Spotler SendPro: all DNS records are verified. Go to Settings → General → Emails and click Verify DNS records. The table shows which records are still incorrect.
• Postmark: the sender address is confirmed and the DKIM record is verified. Check the Confirmed column, and click Resend confirmation if the confirmation email was lost.

If you don't have access to Settings → General → Emails, ask your administrator to complete the setup.

An email didn't arrive

When an email can't be delivered, Legalsense marks it as failed and sends the user who sent it an email about the delivery error, with a link to the message. Open the message in Legalsense to see the status and the Error message.

• If the error says Recipient … is inactive., the email provider blocks that address, usually because earlier emails to it bounced. With Postmark, open the message, check the Delivery reports, and click Activate if it's available. With Spotler SendPro, contact Legalsense Support.
• Check that the recipient's email address on the contact is correct, and ask the recipient to check their spam folder.

A welcome or password reset email doesn't arrive

Legalsense sends system emails, such as welcome, password reset, and notification emails, from no-reply@legalsense.nl, not from your own domain. Ask the user to check their spam folder and to allow this address.

If Legalsense shows The email address (…) of this user has been marked as inactive by our email provider. Please re-activate the email address., the email provider blocks that address. With Postmark, use the re-activate link in the message. With Spotler SendPro, contact Legalsense Support.

An email arrives without content, images, or formatting

• Images: Legalsense doesn't embed images in emails. An image can only be included as a link to an image hosted elsewhere, and many email programs block those by default. Use text instead, or attach the file.
• Templates: An email template can contain at most 2,000 characters per language, including the formatting code. When you select a different template while writing an email, click Apply. This replaces the whole text of the email.
• Payment link: The text around the payment link comes from Settings → Billing → Payment link templates. If extra lines or stray formatting appear around the link, check that template.

Your domain is already in use, or you need a different domain

If Legalsense shows that your domain is already associated with Spotler SendPro, or if you need to change the domain after saving it, contact Legalsense Support.