How to Fill Out the Optimail Request Form

This article provides a step-by-step guide on how to properly complete the Optimail request form to ensure your email campaigns are set up correctly. You can access the form here: Optimail Request Form.

Types of Accounts in Optimail

Optimail offers three main types of email accounts, each suited for different purposes:

1. Marketing/Promotional

• Campaign Type: Scheduled campaigns, often called "batch & blast."
• Objective: Designed to raise awareness, drive engagement, and convert users (e.g., encourage purchases or deposits).
• Target Audience: Sent exclusively to opted-in, subscribed users.

2. Transactional

• Campaign Type: Automated, 1:1 campaigns triggered by specific user actions.
• Objective: Generally transactional (e.g., password reset, order confirmation).
• Email Content: This does not contain promotional messaging.
• Opt-in Status: Sent regardless of opt-in status.
• Technology: Sent via the Optimove Transactional API.

3. Service

• Campaign Type: Scheduled campaigns with objectives similar to transactional messages.
• Objective: Inform users about service-related updates (e.g., privacy policy changes, loyalty program updates).
• Target Audience: Sent regardless of opt-in status.
• Email Content: No explicit promotional messaging.

Key Areas to Fill Out on the Optimail Request Form

1. Optimove Referral - CSM/PM

• What to Enter: Your Optimove PM's or CSM's name.
• Additional Info: You may also add the name of your dedicated deliverability expert who will manage the warm-up process.

2. Time Zone

• Purpose: Defines the SendGrid time zone for your account.
• Tip: If you’re sending to multiple time zones, choose the one most relevant for your primary audience.
• Note: The time zone can be adjusted at any time.

3. Expected Daily Sending Volume

• What to Enter: The expected daily sending volume, averaged out.
• Why It’s Important: This helps determine the number of IPs needed for optimal deliverability.

4. Spam Reports - Email Address

• What to Enter: A dedicated email address to receive spam reports and bounce events.
• Recommendation: Use a generic address like spam@yoursendingdomain.com for compliance.
• Note: You can leave this field blank or update it later, as events will also be visible in your SendGrid account.

5. Domain Name (CNAME)

• What to Enter: Your sending domain.

• Best Practices:

  • Ensure this domain is not used by another email service provider.
  • Consider separating sub-domains for marketing and transactional emails.

  Example:

  • Parent Domain: mydomain.com
  • Marketing Sub-domain: deals.mydomain.com
  • Transactional Sub-domain: info.mydomain.com

6. IP SendGrid Migration

• What to Enter: Indicate if you wish to migrate an existing SendGrid IP to Optimail.
• Key Points:
  • Yes: No need for an IP warm-up process. The migration will take 1-3 days.
  • Reputation: Any existing IP reputation (good or bad) will be carried over to Optimail.

7. Default ‘From’ Name

• What to Enter: This is the “Friendly From” name that appears in recipients' inboxes. Typically, this should be your brand name.

8. ‘Reply To’ Email Address

• What to Enter: Enter the email address where users can reply to your emails.
• Recommendation: Avoid using a “noreply@” address as it creates a poor user experience.

9. Who Will Manage the Unsubscribers

• What to Enter: Choose who will manage unsubscribes.
  • Optimove: Optimove will handle unsubscribe updates in real time and provide double-layer protection to prevent targeting unsubscribed users.
  • Client: You will need to manage unsubscribes manually by passing this data as part of batch updates.

For more information on Optimail unsubscribe management, refer to the Optimove Subscription Management article and the Optimove LMS portal for a detailed course on the topic.