• Status: Solved
  • Priority: Medium
  • Security: Public
  • Views: 534
  • Last Modified:

Postini and Spam Filtering for automated emails

Our company has developed an internet based Business System that provides full operations capabilities through a browser. As part of this we have e-commerce portals for online quoting, lead management, etc.

We have run into some snags with some of our systems and Spam Filters. First off let me mention that no emails are sent without input from a user, so no bulk list spamming or anything like that. All emails are either, User filled out a quote online and are getting sent their quote, or a lead aggregater (such as the lendingtree.com type of sites) sends the information into our system and it generates an automatic email.

So the issue is that spam filters are preventing these emails from getting through, either because of their subjects/body content or something. Are there any resources out there to help me understand the rules to make a legitimate system driven business communication make it to their intended recipient. We have found even that even when the customer is on the phone with a CSR and requests a PDF of their quote that those emails will get filtered depending on the server they are sent to... I believe it's from such verbage as "your quote from XXXXXX company" in the subject line.

Any advice or direction would be great.
0
Isisagate
Asked:
Isisagate
  • 10
  • 6
1 Solution
 
grbladesCommented:
You can send me an example at test@cdlive.co.uk and then post here when it has been sent. I'll then see what rules it matched on our spam filter and give you advice on how to overcome them.
0
 
IsisagateAuthor Commented:
Okay I forwarded in an example lead email into our live system, and you should get an email about now
0
 
IsisagateAuthor Commented:
The subject line should be "ready to get moving?"
0
Technology Partners: We Want Your Opinion!

We value your feedback.

Take our survey and automatically be enter to win anyone of the following:
Yeti Cooler, Amazon eGift Card, and Movie eGift Card!

 
IsisagateAuthor Commented:
Thanks for looking into it looks like no one on EE is either interested in this question or has anything to offer..
0
 
grbladesCommented:
Spamassassin reported :-
SpamAssassin (not cached, score=-0.091, required 5, BAYES_00 -0.50, HTML_MESSAGE 0.00, SARE_SPEC_LEO_LINE03a 0.41)
Nothing wrong there. You are doing very well to get a negative score.

You connected from 205.234.161.171. Checking the RBLs at www.dnsstuff.com you are listed in the backscatter RBL. See http://www.backscatterer.org/?ip=205.234.161.171 for more information.
The typical reason for getting in this RBL is accepting mail without checking to see if the recipient exists. If it does not exist then the mail server will send back a non delivery report to the forged sender and this is called backscatter.
What mail server are you using?

Received:  from server.excention.com (server.excention.com [205.234.161.171])
Your reverse DNS entry and HELO/EHLO name is all correct.

You dont appear to be on any whitelists. I would suggest at least implementing SPF and DNSBL as they are free. Details of whitelists can be found on my website :-
http://www.gbnetwork.co.uk/mailscanner/


I am not sure why other experts didn't answer. Perhaps the internet marketing people realised it wasnt really their area and antispam people thought it looked marketing related from your first few lines.
0
 
IsisagateAuthor Commented:
hmmm would it help for me to switch the outbound to go through the company's mail server? Currently it's been going through my person hosting server because we have had issues with theirs in the past. If looks like having it go through my hosting instead of theirs is causing an issue then I will make sure we get everything solid on that side and switch over.

Our concerns were mostly when we tried the system pointing back to ourselves like forward in a lead with out email on it... Our server's postini filtered it so we never received it.

0
 
IsisagateAuthor Commented:
I'm not 100% sure what you mean by this....
"The typical reason for getting in this RBL is accepting mail without checking to see if the recipient exists."

Is that like some sort of prescan of the destination email done by the client or server? is it a server setting?  I believe my host is using Ensim as it's mail server. or something like that I would have to login and find out.

When we send an email we are using JavaMail within the application, then connecting to the client's mail host on a predetermined account and sending it. Generally if a sales person is assigned to the Quote or lead their email is attached to the email, if not we have a company default email attached.

0
 
grbladesCommented:
If server.excention.com is your hosting server then yes it would be best off avoiding sending mails directly from that machine to the outside world as there is oviously an issue with someones configuration causing it to send out the backscatter emails. It could be caused by anyone using that server so the best thing for you to do would be to send out the email through your server.

When you were previously sending it through your mail server we you using smtp authentication to your mail server?
0
 
IsisagateAuthor Commented:
Yeah we have used SMTP Authentication all the time even now. they authenticate into my excention server with an account like CompanyName@excention.com... then send their emails from the software.


I'm not exactly sure what blackscatter emails are or how to prevent them. Are they emails to a recipient that does not exist? If so, I know it's highly possible that the software is causing that as some people may provide emails that do not exist during their quoting or lead process. In which case you end up send out a "we received your information" email to a fake address...

I'm gonna go research the term if you have any quick advice on how to prevent the blackscatter let me know.
0
 
IsisagateAuthor Commented:
Okay so Blackscatter is literally Something leaves through the excention.com server goes out to the recipient which fails and bounces back to the CompanyName.com server which then reports message as blackscatter.  is that correct?
0
 
grbladesCommented:
Backscatter is normally caused by spam. Take the example where someone has server1 which receives all their mail and then sends it onto server2 which is their internal server. server1 may be a virus scanning machine for example.

Now if a spammer sends a mail to a false users at the company server1 accepts it because it has no idea which email addresses are actually valid. It then tries to forward it onto server2 but it is rejected so it generates a non delivery report to the (faked) sender address. It then forwards the non delivery report to sender2 to send out (or it may do it directly itself). This is backscatter as it causes random people to receive non delivery reports which often contain a copy of the original (spam) email.
The way around it is to have server1 know about all the valid email addresses and reject any to unknown recipients.
Exchange prior to 2003 always accepted email without checking if the recipient was valid.
0
 
IsisagateAuthor Commented:
I'm not sure if you have worked with a Cpanel/WHM server before but if you have where might I find relevant configurations.
0
 
grbladesCommented:
No sorry I haven't.
0
 
IsisagateAuthor Commented:
Okay i contacted my hosting provider to see if they can configure the server to do the appropriate rejecting. Thanks for all the help I really learned a lot about this process.

One question left though, When I get everything fixed up with the server is there some place I can go to get the server removed from the RBL list?

Thanks again
0
 
grbladesCommented:
If you switch to sending mail out of your own mail server then it will no longer matter.

Otherwise if you intend to fix the configuration on the server you are currently using you can either wait a month or pay 50 Euro for express delisting. Instructions are on the URL I gave earlier.
0
 
IsisagateAuthor Commented:
Awesine thanks for the help, I'm definitely getting the server config taken care of, and expediting the exchange server getting setup properly.

Good Job on your answers!
0

Featured Post

Reclaim your office - Try the MB 660 headset now!

High level of background noise often makes it difficult for employees to concentrate fully on their jobs – or to communicate clearly on calls. The MB 660 headset helps you create a disruption free workspace.  

  • 10
  • 6
Tackle projects and never again get stuck behind a technical roadblock.
Join Now