Overview
Google and Yahoo are instilling measures to reduce spam emails and improve email security and deliverability for their users by enforcing strict new requirements on bulk senders of email beginning in February 2024.
Groove by Clari recommends that all customers take action to ensure compliance with these new requirements and to maintain a healthy domain reputation.
Disclaimer
For the time being, these requirements will only apply to recipients who are Gmail personal accounts (@gmail.com.) and not apply to Google workspace accounts. But that can change in the future. So this will mostly impact our B2C customers.
We have planned for this change and we have taken actions to help prevent our customers being marked as spam or bulk senders.
Groove & Google users typically wonât qualify for being a high volume sender thatâs at risk due to the 2000 daily email limit. The default daily email limit is 1800 for flows, so that you will still have access to send emails directly out of your inbox. You are free to set the daily limit to a lower number as desired.
Groove & Microsoft users have a daily limit of 5000 emails. The default daily email limit is 4500 for flows, to prevent you from exceeding the maximum total.
These Changes Apply To
All senders of commercial email
Email deliverability
Email provider requirements
Take These Steps to Ensure You Are Seen As a Reputable Sender
Proper Authentication
Include One-Click Unsubscribe Links in Emails
Monitor Spam Rate Threshold
Use Groove Settings to Prevent Being Marked As Spam
Encourage Good Email Composition Practices
Proper Authentication
We are recommending that bulk senders authenticate their emails, ensuring that the sender's identity is verified, thereby closing security loopholes exploited by attackers. All emails should be authenticated using SPF, DKIM, and DMARC. Typically for most organizations, these changes are made by your IT or Engineering department.
To perform a quick and easy check to see if you are set up correctly, check here.
Alternatively, you can check with Google as well.
Check whether or not an SPF/DKIM/DMARC are set up correctly: If you have a userâs email, you can easily do this using the header information with the Google Message Header Tool.
If DKIM does not pass: Please reference the below to fix depending on your email provider.
Include One-Click Unsubscribe Links in Emails
Setting Up Unsubscribe Links Across a Groove Team
If you want to insert an unsubscribe link into your individual template, you can by using the Merge Field below:
{!Unsubscribe.Click here to unsubscribe.}
Setting Up Unsubscribe Links Across a Groove Team
Groove Admins and Team Leads have the option to set up unsubscribe links for all emails sent from a specific Groove team by default. To do this, you'll first want to access the team via Manage My Teams (Admins can find Teams within "Manage My Org" here). Once you find the team in this page, you'll want to select "Team Settings" and enable "Include Unsubscribe Links in Emails"
Setting Up Unsubscribe Links Across the entire organization
Groove admins also have the option to enable unsubscribe links for all users across their organization! To do this, access your Manage My Org page here, then toggle the below option to enforce the Unsubscribe across all Flows:
Monitor Spam Rate Threshold
Google gives visibility into an orgâs spam compliant rates via Google Postmaster.
Review your orgâs current rates within Postmaster. Gmail recommends spam complaint rates stay below 0.3%. If you send to a mix of Gmail recipients and recipients on other mailbox providers, the spam complaint rates reported by Gmailâs Postmaster Tools are a good indicator of an orgâs spam complaint rates at mailbox providers who donât let you view metrics.
Use Groove Settings to Prevent Being Marked As Spam
Email Throttling
For Gmail users, there is a daily limit of 2,000 emails sent in a 24 hour period; and for Outlook users, the limit is 5,000 emails sent in a 24 hour period. Once you hit that limit, you are locked out of Gmail or Outlook until that email count resets. Additionally, all emails sent through Groove Flow also contribute to this number. Reps sending, scheduling, and auto-sending hundreds of emails per day will potentially block them from sending any emails at all. Without any kind of limits around how many flow emails a user can send each day, they can get into trouble when they hit these sending limits.
With Email Throttle, managers and admins can help their users avoid these issues, by limiting and staggering the volume of emails their users send out through flows!
We have already pre-set the limits for you so you will be prepared for the change.
For G-Suite customers, the Email Throttle Max is 1,800 flow emails per day.
For Microsoft 365 customers, the Email Throttle Max is 4,500 flow emails per day.
You can display the "Email Throttle" column by going to the Settings Cog at the top right and selecting that option.
How to Set an Email Sending Limit
Go to your Users Page in Manage My Org
Select the User/Users you want to set an Email Throttle to
Click on Actions and Scroll down to "Set Email Throttle Max"
Use the arrow keys or type in an Email Max you wish to set!
Flow Import Settings
Flow Import Rules can be used to set parameters around which records cannot be imported into a flow. These parameters can be set at the flow level or at the global level using Salesforce fields.
Enabling the activation queue on a flow can help manage the amount of work that becomes active in a flow in a given time period. This can either be set up to automatically activate on a specific time cadence, or you can have the user activate specific records manually.
Activation settings are only found at the flow level under the "Settings Tab". The queue will be off by default on any existing or new flows created, but can be turned on as needed. (Learn more)
Encourage Good Email Composition Practices
Avoid spam-like email subject lines: keep shorter when possible, avoid misleading subjects, avoid anything in all capital letters, odd characters etc.
Avoid spam-like email bodies: be mindful of the number of links, images, bold type and the amount of formatting in general.
Don't blast many leads/contacts at the same company on the same day. Their server may quickly learn and detect this activity as spam. Groove's import rules functionality can help here as well.
We know that these upcoming changes may have an impact on some organizations. But our team is here to work with you to ensure preparedness for these and future changes. We will be monitoring for changes to other email providers and provide updates on how to meet the requirements.
Please reach out to your customer success team if you have any questions.