Managing ClrStream Senders
This topic explains how to manage sender accounts in ClrStream Outbound, including sender provisioning, configuration updates, deletion requests, and onboarding workflows.
ClrStream Outbound supports unlimited senders per domain.
Every sender must be registered before they can use the ClrStream Outbound service.
Only sender email IDs belonging to the Primary Domain associated with the ClrStream domain are permitted to send mail through ClrStream Outbound.
Managing Sender Accounts
All sender management activities are handled through the Mithi Onboarding Team.
To request for additions, update, or deletion of sender accounts, admins can use the Manage Senders application.
The Manage Senders application is available to administrators through the ClrStream Outbound administrative interface.
To access Manage Senders
- Sign in to the ClrStream Outbound administrative portal using your administrator credentials.
- From the navigation menu on the left, select Manage Senders.
- The Manage Senders landing page is displayed.
- From the Domains selector at the top-right of the page, select the domain for which you want to manage sender addresses.
Note: The sender list and available sender operations are displayed based on the selected domain.
From the Manage Senders landing page, administrators can:
- View registered senders and their current configuration.
- Review sender status, including whether a sender is active and whether a submitted operation is pending or completed.
- Submit requests to add a new sender or update an existing sender
- Track sender update or creation request status
- Access sender credentials and configuration details when they are available.
The page is scoped to the selected ClrStream Outbound domain, allowing administrators to manage the sender identities associated with that domain.
Manage Senders Landing Page
The landing page displays registered senders in a tabular view. The following information is available by default for each sender:
| Field | Description |
|---|---|
| Name | Display name configured for the sender. The tag next to the Sender name indicates whether the Sender is active or inactive. |
| Email ID | Email address registered as the sender. |
| Applications | Applications through which the sender is authorized to send, such as SMTP or Campaign Manager. Clicking on the key icon next to the list of applications will display a pop-up with credentials that can be used to log in to or access the applications. |
| Last request | The last request submitted to the Mithi Onboarding team using the application. |
| Request Status | Indicates the status of the last request raised using the application, such as Pending or Completed. The (i) next to the status will display any message from the onboarding team |
| Updated At | Date and time when the sender configuration was last updated. |
| Action | Provides sender-specific actions available to the administrator. |
Sender Management Actions
Administrators can use the Add Senders option to initiate a new sender registration request.
To view the configuration details of a sender, administrators can click on the Sender name
The key
Requests to update configurations of existing senders can be managed using the Update option in the Action menu associated with each sender.
To activate or deactivate a sender, click on the option in the Action menu associated with the sender.
Clicking on the key icon next to the list of applications will display a pop-up with credentials that can be used to log in to or access the applications.
Page-Level Controls
The landing page also provides controls to help administrators manage and review the sender list:
- Filter – Filter the list based on available sender attributes.
- Column configuration – Customize the information displayed in the table.
- Refresh – Refresh the sender list and retrieve the latest status.
- Download/Export – Download the displayed sender information.
- Domain selector – Select the ClrStream Outbound domain whose senders are to be managed.
- Add Senders – Initiate registration of a new sender.
Add or Update Sender
Use the Add/Update Sender wizard to register a new sender in ClrStream Outbound or modify the configuration of an existing sender.
The wizard guides you through the sender configuration in five steps:
Sender Details
Applications Allowed
SMTP Access Control
Email Addresses
Archive & BCC
The steps displayed and the values available may vary depending on whether you are adding a new sender or updating an existing sender.
1. Sender Details
Use this step to specify the basic identity of the sender.
| Field | Description |
|---|---|
| Sender Name* | Enter the name that identifies the sender. |
| Email Address* | Enter the email address that will be used as the sender. The address must belong to the selected domain. |
| Description | Enter an optional description to help identify the purpose or usage of the sender. Maximum 256 characters. |
Example: A sender could be configured as Marketing with the email address marketing@dataffix.com.
2. Applications Allowed
Use this step to specify which ClrStream Outbound applications are available to the sender.
The available application types include:
SMTP – Allows the sender to use the ClrStream Outbound SMTP service.
Campaign Manager – Allows the sender to configure campaigns through Campaign Manager.
Select one or more applications as required.
Note: Selecting an application authorizes the sender for use by that application. Additional configuration may be required depending on the application selected.
3. SMTP Access Control
This step defines how access to the sender is controlled when SMTP is enabled.
IP Control
Enable IP Control to restrict SMTP access to specified IP addresses or IP ranges.
Enter the permitted IP address or range in IP Range.
User Authentication
Enable User Authentication to require SMTP clients to authenticate before using the sender. On successful registration, the credentials will be available to you on the console.
You can use IP Control, User Authentication, or both, depending on the required access-control configuration.
Note: Configure access controls according to the systems and applications that will use this sender. Restricting access helps prevent unauthorized use of the sender.
4. Email Addresses
Use this step to configure the email addresses used for handling messages associated with the sender.
Bounce Email Address
Specify the email address to which bounce or delivery-failure messages should be sent.
Reply Email Address
Specify the email address to which recipients' replies should be directed.
Both addresses must belong to the selected domain.
Note: Configure these addresses to ensure that delivery failures and recipient replies are routed to the appropriate mailboxes.
5. Archive & BCC
Use this step to configure Vaultastic archiving and BCC for outgoing messages.
Archive to Vaultastic
Enable this option to send a copy of each outgoing email to Vaultastic for archival.
When enabled, specify the Vaultastic Domain Name where the outgoing messages should be archived.
BCC
Enable BCC to send a blind carbon copy of each outgoing email to a specified email address.
When enabled, enter the BCC Email address.
Note: BCC recipients receive a copy of the outgoing message without being visible to the other recipients.
Completing the Configuration
Use the controls at the bottom of the wizard to navigate through the configuration:
Back – Return to the previous step.
Next – Move to the next step.
Save – Save the sender configuration.
Cancel – Exit the wizard without saving the current changes.
Clear All – Clear the values entered in the wizard.
For a new sender, complete the required configuration and select Save to submit the sender configuration.
For an existing sender, review and modify the required settings, then select Save to submit the updated configuration.
Update a Sender
To modify an existing sender configuration, provide:
| Required Information | Description |
|---|---|
| Sender ID | Existing sender account to be updated |
| Updated Configuration Details | Specify the settings to be modified |
Supported Configuration
| Configuration Item | Available Options |
|---|---|
| Access Method | SMTP, Campaign Manager |
| SMTP Authentication | IP Control, User Authentication |
| Additional Mailflow Configuration | Archive to Vaultastic, Send a BCC |
| Maximum Monthly Volume | Monthly sending limit for the sender |
Sender Access Methods
ClrStream Outbound supports multiple methods for sending email.
| Access Method | Description |
|---|---|
| SMTP | Standard SMTP-based email relay |
| Campaign Manager | Bulk and campaign email sending |
SMTP Authentication Methods
When SMTP access is enabled, one of the following authentication methods can be configured.
| Authentication Method | Description |
|---|---|
| IP Control | Access restricted to approved source IP addresses. NOTE: When updating the application using ClrStream Outbound service with IP based control, do not provide any authentication details for the sender. |
| User Authentication | Credential-based SMTP authentication NOTE: When using user authentication, the sender has to be the registered sender of your primary domain and the user id and password used for authentication has to be the ClrStream Outbound domain user id and password shared with you. For example, if your sender domain is "Acmecorp.com" and user is "john.smith" and the ClrStream Outbound domain is acmecorp-com.clrstream.com , then your application needs to use following configuration: Sender ID: john.smith@acmecorp.com Authentication id: As provided, typically john.smith@acmecorp-com.clrstream.com Password: As provided |
Additional Mailflow Options
Optional mailflow enhancements can be configured for senders.
| Option | Description |
|---|---|
| Archive to Vaultastic | Automatically archive outbound emails to Vaultastic |
| Send a BCC | Deliver a blind carbon copy to a designated mailbox |
Request Processing Workflow
Sender creation, deletion, and update requests are processed by the Mithi Onboarding Team in two phases.
1. Validation Phase
During validation:
Request details are reviewed for completeness
Sender eligibility and domain association are verified
Configuration compliance checks are performed
2. Execution Phase
After successful validation:
Sender provisioning or deprovisioning is initiated
Configuration changes are applied
Access settings are updated
Processing Timelines
Requests requiring onboarding team involvement are typically completed within:
One working day
Actual processing time may vary depending on request complexity and validation requirements.
Best Practices
For efficient sender management:
Ensure sender IDs belong to the configured Primary Domain
Use IP-based authentication where possible for controlled environments
Enable archival where compliance retention is required
Review sender deletion requests carefully before submission
Recipients List Management
- Only send emails to addresses that have explicitly and willingly opted in to receive your messages. Use confirmed opt-in (double opt-in) to verify email addresses
- Remove recipients to which mail are bounced from sending list
Mail Content Creation
- Provide unsubscribe link in mail
- Use Google Postmaster tools to monitor domain sending reputation for domains
- Sender guidelines for bulk senders
- Use Google Postmaster tools to monitor domain sending reputation for domains
Shared Responsibility for Domain and Sender Reputation
Maintaining a healthy sending reputation is a shared responsibility between the customer and Mithi. The responsibilities are broadly classified as follows:
- Domain Reputation — Customer Responsibility
- IP Reputation — Mithi Responsibility
Use Google Postmaster tools to monitor domain sending reputation for domains
References
- https://redsift.com/guides/bulk-email-sender-requirements
- https://mxtoolbox.com/c/landing/gmail-and-yahoo-new-dmarc-spam-sender-requirement
Note: If any issue is identified with the domain or sender reputation that may impact service reliability, security, or deliverability, Mithi reserves the right to temporarily suspend or disable the affected sender or domain from using the service.