UltraCamp - Setting up e-mail authentication

To combat spam and malicious emails, e-mail providers are implementing stricter security measures. They now require third-party senders, like UltraCamp, to obtain explicit permission to send emails on behalf of an organization's domain.

IMPORTANT - If an authenticated e-mail is not set up through UltraCamp, UltraCamp will continue to send emails, but they will originate from a generic notices@ultracamp.com address, rather than the email they have on file for your association. This increases the risk of those emails being blocked or marked as spam by email providers.  It also prevents recipients from replying directly to the e-mails sent out through UltraCamp.

Request Subdomain E-mail Address(es)

The first step is to submit a helpdesk request to your regional SBN IT staff - https://helpdesk.cce.cornell.edu 

Include the following information within the ticket.

Primary subdomain e-mail addresses

• Vendor you use (ex. Constant Contact, MailChimp, Ultracamp)
• Group e-mail account (EGA) you would like to use
  • ex. hiddenvalley4hcamp@cornell.edu
• Preferred subdomain e-mail address which will end with @[county].cce.cornell.edu
  • ex. HiddenValley4HCamp@schuyler.cce.cornell.edu
     

Additional subdomain e-mail addresses (optional)

You can request multiple subdomain e-mail addresses.  Be sure to include what reply-to group e-mail address goes with each new subdomain e-mail.  

• Use Case: If your camp has specific positions that will need to send and receive mail separately from the main camp email (i.e. camp manager vs camp registrar vs camp nurse), request a group email account (EGA) for each position to be set up.

Example:

• HV4Hregistrar@schuyler.cce.cornell.edu
  • Replies to:  HV4Hregistrar@cornell.edu
• HV4Hmanager@schuyler.cce.cornell.edu
  • Replies to: HV4Hmanager@cornell.edu

Please note:  Cornell cannot set up a personal [netid]@cornell.edu to be the reply to address. It must be a group e-mail account (EGA).

Related Information

• CIT to Begin DMARC-based Email Security Initiative | IT@Cornell
• UltraCamp: 
  • DNS Update Guide – UltraCamp
  • Improving Email Success – UltraCamp
    Please note:  We cannot utilize the second option "Setting up an E-mail Sending Scheme". It is against Cornell policy to save NetID credentials with a vendor as they outline it in this article.

Who can use this service/system?

All CCE associations

UltraCamp Setup

Once IT has confirmed that your new group e-mails and/or authenticated subdomain e-mail addresses are active and ready for use, follow the steps below.

1. Add the [EGA]@cornell.edu to your Outlook profile.  (ex.  HV4Hmanager@cornell.edu)
   How to: Article - Exchange Group Accounts (EGAs) (cornell.edu)
    
2. Within UltraCamp: Update the camp primary e-mail address.
   See how to steps below.
   • ex. Primary email:  HiddenValley4HCamp@schuyler.cce.cornell.edu
      
3. Within UltraCamp: Update each user account that needs to send out direct communications. (optional if setting up more than the primary e-mail)
   See how to steps below.
   • Camp Manager's user email:  HV4Hmanager@schuyler.cce.cornell.edu
      
4. Contact UltraCamp support to notify them that your new @[county].cce.cornell.edu are fully authenticated and set up with DNS to allow UltraCamp to send on your behalf.  (If you are unsure of who to contact, submit a ticket here:  Submit a request – UltraCamp.)
    
5. Once UltraCamp confirms they have turned off the no-reply e-mail for your account, test sending out an e-mail.
    

Set Primary E-mail for mass communications:

Please Note:  The following instructions are for the 'classic view' in UltraCamp.  If you are using the beta view, click on the UltraCamp (home) icon and select Classic Version view in order to follow the steps as outlined below.

1. Go to the Settings menu
2. Expand System/Management and select My Settings
3. Expand The Basics in the left menu and click on Basic Information
4. Ensure all fields for your organization are completed correctly (Name, address, website, etc.)
5. Update Primary Email to the new [name]@[county].cce.cornell.edu e-mail address.
6. Click on Complete to save.
7. Click Exit Wizard.

Update User E-mail Address For Each Camp Administrative Position

1. Go to the Settings menu
2. Expand System/Management and select My Settings
3. Click on Users
4. For each existing user, click on the pencil icon to edit the user information.
5. Ensure all required fields are completed (first name, last name, work phone, e-mail display name, etc.)
6. Update Email Address
   (ex. HV4Hregistrar@schuyler.cce.cornell.edu)
7. Username and password do NOT need to be updated.
8. Click Save My Information

You should be all set.  The next step is to contact UltraCamp support to confirm your newly authenticated e-mail addresses are added and ready to use!

Send a Test E-mail 

Once UltraCamp has confirmed that they have turned off the no-reply e-mail for your account, test sending out e-mails.  It is recommended you test with someone that has a non-Cornell e-mail address and is willing to reply back to the test e-mail, to ensure both directions of e-mail communications is working properly. 

1. To email a contact, navigate to the account you want to communicate with and walk through the normal steps to generate your email.
2. In the Send Information "From field": Select one of the @[county].cce.cornell.edu email addresses from your list of users or the primary camp email address as the email of origin.
3. In the CC field, include your [netid]@cornell.edu e-mail address to receive a copy of the test e-mail.
4. Confirm receipt of the test e-mail.  Verify that the sender e-mail address displayed in the test e-mail is the @[county].cce.cornell.edu e-mail you selected, and NOT the standard "notices@ultracamp.com" e-mail.
5. Direct the recipient to reply to your test e-mail and verify that the reply goes to your [EGA]@cornell.edu Inbox.

Please note:  When you receive a reply in the [EGA]@cornell.edu Inbox, you can choose to continue the communication through the EGA e-mail (preferred/recommended method) OR you can change the From e-mail in Outlook to your own [netid]@cornell.edu.

One Last Recommendation!
In the first mass communication e-mail you send out to your recipients, you may want to mention the new e-mail address, so it's clear to them it's legitimate.

Example:

Please note our new sender e-mail address and save it to your address book.  [new sender e-mail address]

Our new e-mail address is fully authenticated with e-mail servers to better ensure our e-mail communications to you arrive in your Inbox, rather than junk/spam folders.  If you have any questions or issues, please let us know.