Email plays a central role in several workflows in Meltwater. In this article, you'll learn why you need an approved sender for sending emails, best practices for how to set it up, and how to troubleshoot common challenges. 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.
Table of Contents
- A step-by-step guide to setting up an approved sender
- Approved sender best practices
- Common challenges and troubleshooting
Approved Sender Setup
Check out this product tutorial which will walk you through these steps on your screen!
- Log into your Meltwater account: app.meltwater.com
- Go to settings (bottom left gear icon) >> click email settings (top right)
- Click the “+” sign (bottom right corner)
- Complete the sender form with your name, email address and relevant company information
- Click “Save” and open the email we sent you
- 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
Image 1: Information you need to provide
Image 2: Confirmation screen once you have validated your email
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)
- Use your own business email address to ensure a personalized approach to email correspondence. We therefore strongly advise against 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.
Learn more about effective targeting of reporters here.
- You haven’t received the verification email from Meltwater after going through the approved sender workflow
- You’re seeing high bounce rates when sending emails. “Bounce” means your email is not delivered.
You’re Not Receiving Emails from Meltwater
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.
How to Proceed
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. This will also help ensure optimal deliverability of other system-generated emails from Meltwater (e.g. News Digests, reports, data exports, and other email notifications).
Please contact email@example.com if you need help from our support team.
High Bounce Rates:
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. Email spoofing is a tactic used in phishing and spam campaigns because 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 through Dyn (owned by Oracle), our trusted email partner.
How to Proceed:
- Share this documentation with your IT department, which outlines the steps required from them
- Once your IT department has completed its process, send a test email from Meltwater to ensure that the email is received. The email should at least include:
- 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 documentation you shared in step 1 above.
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.