Email Management

Hypha members are eligible for Hypha email addresses, such as joe@hypha.earth. Hypha does not provide full email support, so we suggest to forward messages from your Hypha account to your personal email account (e.g. at Gmail) as soon as you have access. 

The guide is incomplete as of 11/29/21. Following activities need to be performed:

1 Define new role for Email Management
2 Clean up unused mailboxes (purge and/or delete)
3 Enable forwarding for ALL remaining mailboxes
4 Improve on Mail server status
5 Set Postmark delivery to  broadcast for Seeds newsletters

Introduction

Cloudron has a built-in mail server that can send and receive email on behalf of users and applications. By default, most of it's functionality is disabled and it only sends out mails on behalf of apps (for example, password reset and notification emails). Hypha has enabled Cloudron Email and offers a full-fledged mail server solution. Each user can get a mailbox username@hypha.earth and can send mails using SMTP and receive mails using IMAP. Admins can also setup server side mail filtering rules using ManageSieve.

Features of this mail solution include:

Hypha's email configuration

Component Configuration Access
Webhost (.com)

Bluehost for joinseeds.com

Unknown

Webhost (.earth) Namecheap for joinseeds.earth and hypha.earth Locker
Mailserver  mail.hypha.earth Cloudron admins
Mailboxes Hypha Mailboxes Cloudron admins
Max email size 25MB



Incoming Mail (IMAP) Server: mail.hypha.earth
Port: 993 (TLS)
Cloudron admins
Outgoing Mail (SMTP) Server: mail.hypha.earth
Port: 587 (STARTTLS)
Cloudron admins
Email filtering

ManageSieve

Server: mail.hypha.earth
Port: 4190 (STARTTLS)

Cloudron admins
Docs
Spam filtering

SpamAssassin

Cloudron admins

Docs

Email delivery

Postmark

smtp.postmarkapp.com

Port: 587 (STARTTLS)

Locker
Email clients Sogo Cloudron users
DNS Status

MX record
Hostname: @

Record type: MX

Expected value: 10 mail.hypha.earth.

Current value: 10 mail.hypha.earth.


DMARC record
Hostname: _dmarc

Record type: TXT

Expected value: v=DMARC1; p=reject; pct=100

Current value: v=DMARC1; p=reject; pct=100

Namecheap requires manual steps for MX records


SMTP Status

OK


How to add message streams to Postmark

We are using Postmark for email delivery (configured on Cloudron,  see below). Postmark requires setting up message streams which distinguishes transactional from broadcast messages. It is a good practice to create as many message streams as possible to check the performance on the different types of email we are sending. To attach our messages to the different streams in Postmark, we need to include the stream ID in the message header

image-1638285598949.png

You can log into Postmark via Locker. Make sure to check the outbound delivery statistics from time to time. Postmark can block delivery if you are using the wrong stream or go over the message quota. We are currently at 50,000 emails per month. 

Here is the email configuration for Postmark on Cloudron:

image-1638202169082.png

How to maintain mail server status

We currently have MX and DMARC records enabled. We want to enable SPF, DKIM and PTR as well.

image-1632147087874.png

source: https://docs.cloudron.io/email/#mail-server-status 

How to create an email account

Every Hypha member that is interacting with clients or partners needs to use the Hypha email address, which currently has the format <firstname>@hypha.earth. Mailboxes are created on the Hypha Cloudron server, which allow email forwarding and sending-as so you can continue to use your preferred email client. Please note that Hypha does not store emails of members or supports email clients (Sogo is only forwarding emails). We also suggest to add a signature to your email correspondence, such as 

--
<full name>
Co-Founder | Hypha DAO
M: <mobile with +country code>
<city>
https://hypha.earth 
https://joinseeds.earth

Please follow the steps below to request a Hypha email address if you are a member. 

  1. Request a new user account on Cloudron (if you have not already done so)
  2. Request a new mailbox account from the Cloudron email administrator
  3. Connect your email account to your preferred email client (below steps are for Gmail)

How to read and send emails from Gmail

Go to your Gmail Settings > Accounts and Import, then look for "Check mail from other accounts:" and "Add a mail account" (see here for more info). Fill in the following forms below:

image.png

Hit Save Changes and you are done! Note that we are not storing any messages on the Hypha server, you will have them in your own email client. 

How to send-as emails from Gmail

Go to your Gmail Settings > Accounts and Import, then look for "Send mail as:" and "Add another email address" (see here for more info). Fill in the following forms below:

image.png

For the next form you need the username and password for the Cloudron email server:

image.png

You can obtain this info through Locker - https://locker.hypha.earth/ - or by contacting the email admin person below. 

The final step will send an email to your account, make sure you have access to this and enter the verification code in the last screen. That's it!

Also, enable email forwarding through Sogo - https://email.hypha.earth/ - under Settings > Mail > Forward  (Uncheck "Keep a copy", we do not want to store emails on our server). See above screenshots. 


How to set up a Locker account

see here

Current Maintainers of Email

Frequently Asked Questions

More documentation



Revision #23
Created 20 September 2021 02:48:22 by joachim
Updated 8 August 2022 23:07:29 by joachim