Change Email Sender in Redmine

Changing the sender of Redmine notification emails is easy. It is more difficult there to ensure that the e-mails also arrive at the desired recipient.
Because the emails can now be sorted out as spam and the actual recipient takes no notice of the notifications, is more common than you think.
With the little manual here and some technical knowledge it should not be a problem.

Why change the sender?

Redmine is very much in need of communication and sends with every change an email to involved users.
If you have a hosted Redmine with us, there is always an email sender of us predefined and the sending and receiving the notifications should work fine.
Indeeed ....
If the recipient now wants answer to the email, he can do that, but the email does not arrive in Redmine or at the owner of the Redmine hosting.
But that can be changed quite easily ...

Change default email sender in Redmine

First go into the Redmine settings, which you can find under the link "Administration" and then click on "Settings".

Now select the "Email notifications" tab.
Now change the default value in the "Emission email address" field to an email address you own, for example name@xyz.org, and save the change with the "Save" button.

Redmine Email Notification

Test email delivery

Now you can click on the link "Send a test email" in the bottom right of the tab.
If the sending of the email was successful, the redmine acknowledges with a green text, otherwise the spelling of the email address is incorrect.

Did you receive an email in the mailbox of Redmine?
Great, then you probably do not need to do the following steps.
However, I advise you to do so, because that may change if the email provider you are using makes changes or if other users are or will be involved with other email providers. As a rule, the emails are classified as spam and accordingly sorted into spam or completely discarded. Otherwise, anyone could send emails with your email sender and you do not want that.
However, since you are the owner of the domain xyz.org, you can now create an SPF entry in the DNS server with the help of your domain provider. The goal should be to inform the email process that the server (ie our server, where your Redmine runs on it) may send email in your name "xyz.org".

An SPF record allows the sending of emails

The SPF entry is made in the DNS server, ie where you also specify under which IP address your website can be found and which IP address serves as the mail server.
We strongly recommend using the domain name in the SPF Record! The IP address under which your Redmine just to find you can easily get out, but this can change at any time. For example, if we have any issues or are updating your redmine, this will result in a change in the IP address, which would invalidate the IP-based SPF record. Better to use the Redmine domain we received when setting up. For example: saas1605qo.saas-secure.com
How should the content of the SPF record look like?

Very easily:

@ IN TXT "v=spf1 a:saas1605qo.saas-secure.com -all"

Under certain circumstances, the SPF entry already exists with the content of an IP address that lists your own email server. Then the whole thing could look like this:

@ IN TXT "v=spf1 ip4:192.168.1.1 a:saas1605qo.saas-secure.com -all"

You see a mix of IP4 address and domain name.
Once you have made the change, you can retest the email from Redmine. Note, however, that it may take up to 24 hours for the DNS server update to be updated by all servers on the Internet.

If the shipping works and of course the receipt of the e-mails, you can still "beautify" the name of the sender.
Email programs also display the name of a sender, you do not have to do much. Just change the content of the sender field in Redmine in Project Management Administration . Then test the shipping and in the e-mail program of your choice you should now see as sender "Project Management Administration".

Last update: 20/09/2018
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