Tips on Inboxing Your Emails - How to Prevent Dropping into Junk/Spam Folders Follow

Tips on Inboxing Your Emails - How to Prevent Dropping into Junk/Spam Folders

📧 Getting your firm's emails to appear in the inboxes of your audience is of paramount importance.  A message that never gets delivered is a problem, but one that could be fixed with various solutions.  By default, all Law Ruler emails will send from a leading third-party cloud email provider named Mailgun. 

Law Ruler 🦸‍♀️ has proven techniques to get your emails inboxed. 

The default email domain that is used for all notifications and other Law Ruler messages is law.lawruler.net. 

However, Law Ruler could be set up to send emails directly from your Outlook email accounts if you sync each of your Outlook email accounts with each Law Ruler user.  We strongly recommend syncing your Outlook accounts with each Law Ruler user as the recommended solution.

None of these techniques will "spoof" your email address as the sender since that would get your emails flagged as spam/junk and could potentially damage your firm's online email domain reputation. Spoofing email addresses is a violation of the Law Ruler Acceptance Use Policy.

Aside from Law Ruler, all other trademarks, trade names, screenshots, or company names referenced herein are used for identification purposes only and are the property of their respective owners.

For any support needs regarding your firm's website and email domain host, please contact the support team at your vendors directly since Law Ruler cannot provide support for third-party companies.

⭐ Option 1 (Recommended): Sync each of your Microsoft Outlook/Exchange Email Accounts with each Law Ruler user account

Average time to implement this solution: Less than 5 minutes 👍
Level of technical expertise needed:  None 

This will use your firm's actual Microsoft email account to send emails out of Law Ruler and is comparable to sending emails directly from Outlook, with some added benefits.  When emails are composed and sent from Law Ruler,  a copy of those emails will automatically save in the appropriate lead or case in Law Ruler automatically, and in your Outlook sent folder. 

Also, Law Ruler features an automated Outlook email integration for each paired mailbox.  The Outlook integration will automatically insert a unique number in invisible ink, inside each email that is composed from inside of Law Ruler (if your Outlook is paired with that user account).  The unique number allows Law Ruler to automatically pull in and save all replies to your email into the appropriate lead or case. Plus, this allows 2-way sync of your Outlook calendars.  Feel free to review a related support FAQ for the Law Ruler 2-Way Outlook Calendar sync.

For more information on pairing your Outlook account with Law Ruler, please go to the User Settings screen and feel free to watch this video:

Legacy - The feature below will be sunset in March 2021 and is no longer supported as that on-premise support is discontinued.

Option 2: Verify your firm's domain host to give permission for Mailgun and Law Ruler to send emails

Average time to implement this solution: About 1-2 days ⏳
Level of technical expertise needed:  Intermediate / only suggested for experienced IT staff ⚠️

⚡ Do not attempt this step if you are not familiar with setting up and managing domain name records since you could accidentally take your firm's email accounts down if you do it incorrectly. As a word of friendly advice, ask for help if you need help if you do not have someone on staff that is able to handle this for your firm.  Law Ruler does have expert IT consultants that are available for hire, on an as-needed basis.  This process requires you to modify the DNS records that relate to sending emails.  Please note that this process is more technical than option 1 above, and will require IT staff from your firm that is familiar with domain name/email hosts and will also require some assistance from Law Ruler Support.  

Please note that Law Ruler's Support team cannot provide advice on DNS records and implementing this since it is outside of our terms of service since it requires making changes to your firm's domain host, which is not part of the Law Ruler system or scope of services.  There are thousands of different domain hosts and they all have different systems and implementations so you will need to contact your domain host for technical support regarding their services, not Law Ruler support.  If you would like Law Ruler to assign a technical engineer to spearhead these efforts for you, then you will need to request a custom scope of work proposal to have an expert Law Ruler IT consultant provide assistance to your firm.

⚠️ You should never modify the settings for Receiving Emails in your domain control panel because that could take your email down, and that would not be suggested.

Instructions for Verifying Your Domain Name with Law Ruler and their Email Provider, Mailgun

1. To start the process, send a request to Law Ruler Support asking to: 
   "Verify my email domain name with Mailgun:  (example:  yourlawfirm.com or mail.yourlawfirm.com)"
   
   This is available at no charge.  However, if you do require someone to implement it in your domain control panel, then that will require an expert IT consultant and a paid scope of work.
   
   
2. You will add the changes to your domain records in your domain host control panel (example: Godaddy).  After Law Ruler and Mailgun process your request to verify your domain name, you will be provided with instructions and a secret DKIM key that will be used to verify Law Ruler's email provider, Mailgun, as an authorized sender of emails on behalf of your firm.  
   
   You will need to edit or add two different TXT records and one CNAM record in your domain control panel to complete this process.  
   
   When you insert the domain name, sometimes you may need to use "@" instead to indicate the domain root, depending on the email host provider and how they are set up.  In the below examples, you will replace "yourlawfirm.com" with the domain name of your law firm.  That is shown for example purposes only as a placeholder.
   
   Example of a completed configuration:
   
   This screenshot shows editing a TXT record in Godaddy.
   
   

   • Add a TXT Record to allow Mailgun to send verified emails from the domain:
     Host: This will either be @ or the domain name, example: yourlawfirm.com
     TXT Value: v=spf1 include:spf.protection.outlook.com include:mailgun.org -all
     (you will notice how the default TXT record for outlook stays the same, but we added "include:mailgun.org")
     This will allow both Mailgun and Outlook to SEND emails.
     TTL: leave this alone and do not change the default value.
     ⚠️ Remember: Do not modify the receiving emails section or it can crash the company's email!!!
     
     

   • Add a TXT Record for the DKIM key that says the emails that Law Ruler will send on behalf of the domain with Mailgun are legitimate:
     Host: krs._domainkey
     If it does not work, try it with the domain name included.
     Example: krs._domainkey.yourlawfirm.com or krs._domainkey.mail.yourlawfirm.com
     TXT Value = paste the DKIM secret key provided by Mailgun here
     TTL: leave this alone and do not change the default value.
     
     

   • Add a CNAME record for the Mailgun webhook to allow unsubscribed and email open tracking. An unsubscribe link is automatically added to the bottom of most emails that are sent from the Law Ruler system.  Having an unsubscribe link is required by SPAM regulations and included in the terms of Law Ruler's Acceptable Use Policy.
     Host: mail
     Points to: mailgun.org 
     TTL: leave this alone and do not change the default value.
     
     

3. After you have entered the required DNS records, ask Law Ruler to submit it for verification to Mailgun technical support.  Keep in mind that DNS records can take up to 48 hours to propagate depending on your DNS host/provider. However, in most instances it starts working within 30 minutes.  If that does not happen, then the settings are still incorrect.

4. Update the email sending domain in your firm's custom Law Ruler database.  This final step needs to be completed by a Law Ruler engineer where the email sending domain for your Law Ruler system will be modified to use your firm's domain, not Law Ruler's default notification domain, law.lawruler.net. 
   
   When your domain is verified with MailGun and you are ready to finalize the process, send a request to Law Ruler Support asking to: 
   
   "Change my SMTP email sending domain name in the database for Mailgun to:  (example:  yourlawfirm.com or mail.yourlawfirm.com)"

Support/Assistance

If you need further assistance, then please contact Law Ruler Support to assist you further. 

🤗 Thank you very much for choosing Law Ruler!