Customizing Email Header Behavior

Each email template can be configured to have a unique from, reply-to, and sending domain header. You may want specific emails to be from the user (User.Email), and others from a fixed email address, for example always from brand@customer.com . Details on how these values are set by Approved Email Content Admins is in the Approved Email Content Guideline.

Email headers are defined by internet standards, and Veeva complies with these and email authentication standards such as SPF, DKIM, DomainKeys, and SenderID.

The following are functional descriptions of email header values and how they impact the Approved Email experience:

From Address – this is the email address that displays in the From field in all email clients. This is a required field and is set in Vault on the Email Template document type.
From Name – this is the descriptive name (for example, first name and last name) that email clients display. Set in Vault on the Email Template and is optional.
Reply To Address – this is the email address that replies are sent to. This can be different from the From Address. (If not set, replies go to the From Address.) Set in Vault on the Email Template and is optional.
Reply To Name – this is the descriptive name that email clients will display. This is optional.
Subject – this is the subject that displays in all email clients. Set in Vault on the Email Template and is required.
Sending Email Domain – This is the authenticated domain that emails are sent from and is set by the email engine in the <return-path>email header.This is required and can be configured in two ways:
Sending Email Domain field on Approved_Document_vod. Set in Vault on the Email Template and is optional. When set in Vault, this value overrides the value set in the Approved Email Setting Approved Email Domain (APPROVED_EMAIL_DOMAIN_vod). This allows a product branded email template to be sent from a brand.com authenticated domain. When NULL, we default to (see below).
Approved Email Setting Approved Email Domain (APPROVED_EMAIL_DOMAIN_vod). This is the default when a value is not set on the Email Template. A unique domain can optionally be defined for each user Profile. The common example is for multi-country orgs where the sending domain is different for each country.

In general, sending domains should be the same as the domains used in the from address header. For example, if the from address is user@company1.com, configure the sending domain as company.com. This offers two advantages:

Email clients do not display a message that indicates a mismatch between these domains. For example, Outlook typically displays this message in the format From user@company1.com on behalf of company2.com. Gmail typically displays it as From user@company1.com via company2.com.
Slightly higher ability to deliver email directly to the recipient’s inbox

To verify your email domain is set up correctly, we recommend you use Port25. To receive the results in your email address, the address needs to be added to the check-auth address.

For example, to send the results to: jsmith@yourdomain.com, the sample message should be sent to check-auth-jsmith=yourdomain.com@verifier.port25.com.

A reply email is sent back to you with an analysis of the messages authentication status. The report performs the following checks: SPF, SenderID, DomainKeys, DKIM and Spamassassin.

The following are examples of how the From and Reply-to headers can be configured on Email Templates in Vault. For reference, User.Email will use the email address from the User record, User.Name will use the end user's name. This assumes the user’s name is Sarah Jones, and her email address is sjones@company.com.

Example 1

	From Address	From Name	Reply-to Address	Reply-to Name
Example Values	{{userEmailAddress}}	{{userName}}	n/a	n/a

Displays as from: Sarah Jones <sjones@company.com>

Replies go to: Sarah Jones <sjones@company.com>

Example 2

	From Address	From Name	Reply-to Address	Reply-to Name
Example Values	{{userEmailAddress}}	{{userName}}	replies@brand.com	Customer Service

Displays as from: Sarah Jones <sjones@company.com>

Replies go to: Customer Service <replies@brand.com>

Example 3

	From Address	From Name	Reply-to Address	Reply-to Name
Example Values	name@company.com	{{userName}}	n/a	n/a

Displays as from: Sarah Jones <name@company.com>

Replies go to: Sarah Jones <name@company.com>

Example 4

The following example requires a force.com inbox setup in your org. It requires custom Apex code to manage and route the inbound email replies. But it allows customers to manages replies within salesforce and maintain a conversation thread.

	From Address	From Name	Reply-to Address	Reply-to Name
Example Values	name@company.com	Company Mailbox	inbox@salesforce.com	{{userName}}

Displays as from: Company Mailbox <name@company.com>

Replies go to: Sarah Jones inbox@salesforce.com