Email plays a central role in several workflows in Meltwater. In this article, you'll learn the following:
Turns out - email is trickier than most people think 🤔. When your media relations team has been tasked with pitching story ideas to reporters, or your internal communications team wants stakeholders to know about the great media coverage you've earned - email is what most people turn to. When these emails are sent from our product, you need an email address, and you want to make sure these emails are sent from a credible source - you. Hence, the need for an approved sender.
Once setup is completed, you will immediately start benefiting from our email analytics that informs you of how recipients engage with your content. E.g. you will learn which reporters that are interested in your pitches, which in turn will help you plan follow-ups, and potentially rethink your targeting and messaging of future pitches to drive performance.
Setting an Approved Sender
Check out this product tutorial which will walk you through these steps on your screen!
- Select Settings from the left-hand side navigation bar
- Select Approved Senders
- Select the purple + button in the bottom right corner
- Complete the sender form with your name, email address and relevant company information
- Select Save
- A pop-up will appear saying Confirmation Email Sent to (Your Email Address here). Note that the email address used as an example in the GIF below is firstname.lastname@example.org
- Within your email inbox, open the email we sent you and click “Confirm Email” to verify ownership of the email address you provided
- Once we have processed the information, you should be ready send emails via Meltwater
Approved Sender Best Practices
- Use your business email address to ensure that your target audience has context about who’s sending them information. We therefore strongly advise against using a private email domain (e.g. email@example.com) or using a general company email address (e.g. firstname.lastname@example.org)
- Check with your IT team to see what type of email validation they require. Do they require SPF/DKIM information from a 3rd party sender? See “High Bounce Rate” section below for how to proceed.
- Exercise good judgment when defining your target audience. Generalized messages to a poorly targeted audience will not only frustrate reporters but it will also lead to poor results. Here are examples of PR faux pas that illustrate what not to do.
Common Challenges and Troubleshooting
You haven't received the Meltwater email
If you haven’t received the verification email that’s generated through the approved sender setup flow, run through the following steps:
- Double-check that the email address entered in the approved sender flow is correct
- Check your spam folder for the email address provided to determine if it has gotten caught there.
If the email got caught in your spam folder or you didn’t receive it at all, please share this whitelisting documentation with your IT department. It covers the steps they need to take to ensure optimal deliverability of emails sent from Meltwater.
Please reach out to our team via Live Chat within the Help button with any further questions.
You're seeing a high bounce rate from your release
High bounce rates can be caused by a number of factors. Learn more about hard bounces and soft bounces below.
- Hard bounces typically result from outdated email addresses (e.g. the email address no longer exists). Learn about how to reduce hard bounces here
- Soft bounces are often triggered by spam settings or security settings on the recipient’s email server. These security measures are put in place to prevent email spoofing. Learn about how to reduce soft bounces here.
Email spoofing is the forgery of an email header so that the message appears to have originated from someone or somewhere other than the actual source as people are more likely to open an email when they think it has been sent by a legitimate source.
In order to improve email deliverability (i.e. minimizing soft bounces) a validation process is required. Meltwater enables validation by setting up SPF/DKIM records through our trusted email partner.
Troubleshooting bouncing emails
Please share this whitelisting documentation with your IT department. It covers the steps they need to take to ensure optimal deliverability of emails sent from Meltwater.
- Once whitelisted by your IT team, send a test email to one recipient with your organization’s email domain (internal) and one recipient with a different domain (external).
- If the emails were not received, please notify your IT department and ask them to get in touch with our support team. Instructions are provided in the whitelisting documentation.
Note: once your IT department has successfully completed their process, additional approved senders with the same email domain (@companyname.com) can be added without further involvement from your IT department.
Thank you for reading. If you have any further questions, feel free to reach out to us via Live Chat!