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BigSender Administrator Guide
BigSender Automated Bounce Manager
After sending your latest newsletter, media release, announcement or other notice to your list of recipients, you may receive notifications from a recipient's mailserver that your message could not be delivered.
Depending on the size of your list and your emailing frequency, you may routinely receive hundreds of these notifications after a BigSender broadcast!
Removing each recipient from your list that no longer has a valid email address can spare you and your inbox from subsequent onslaughts, but did you also know that, if you continue to send emails to invalid email addresses, you may end up on some third-party "spam" lists and will then unable to send your messages even to those who have subscribed?
It's true. Some mailservers, such as those at Yahoo! Mail, for example, monitor the frequency of emails from senders to invalid email addresses on their mailservers and, if the count exceeds their standards, messages from you thereafter may be blocked!
BigSender Automated Bounce Manager helps keep your list as pure as possible by automatically removing recipients from your list with email addresses that are no longer valid – with just one click of the "bounce" button among your administrator controls.
When you click the "bounce" button, BigSender will:
- Log into the POP server mailbox that you set up in the "bounce" section of the BigSender Configurator.
- Check to see if there are any emails waiting.
- Examine each email to determine if it is a reject (bounce) notification according to criteria in the bs-criteria.txt reference file that comes with your BigSender system. Note: reject notifications include messages to domains that no longer exist and email accounts that do not exist according to the recipient's mailserver – warning notices of temporary mailserver unavailability (timeouts) are not considered "bounce" notifications by BigSender.
- If an emails match any of those criteria, BigSender will determine the recipient to whom each original email was sent then deletes each reject notification email from your inbox.
- Search your list for each rejected email address then removes it from your list according to your Configurator setting:
- If the "delete record entirely" Configurator setting is checked, BigSender will delete that record, or
- If the "delete record entirely" Configurator setting is unchecked, BigSender will append that email address with .bounced and that record will not be included as a recipient in any subsequent BigSender Broadcasts.
- Depending on whether the "delete others" Configurator setting is checked in the BigSender Configurator, BigSender may also delete all other (non-bounce-related) emails from your POP inbox.
- BigSender interactively sends a detailed report of all tasks performed to your web browser.
- Depending on your setting in the BigSender Configurator, BigSender may also display all the original emails at the end of your report for your reference. Note: Since BigSender is not an email client, it does not perform message filtering nor virus scanning. Therefore for your security, the email messages displayed are in plain text with all formatting, attachments, etc. displayed as source code.
How / When To Run the BigSender Automated Bounce Manager
- Check the email box designated as the "error" address in the BigSender Configurator with your usual email software (if that mailbox is routinely used for other non-bounce-related correspondence).
- Send out your newsletter as usual – Don't check that mailbox during or immediately after sending.
- Wait 15 minutes to an hour. Go make some coffee or call your mom – she'd like that.
- Click the "bounce" button among your admin controls in the main menu / user interface. The resulting page provides details on tasks peformed by BigSender.
- After that, you can check that email box with your usual email software. Note, bounce notices are sometimes received hours and even days after originally sent. However, if you download them to your usual email software, you can still click on the "remove" link near top of the message for those few or, if that mailbox is not used for correspondence, just click the "bounce" button a few more times to clear the mailbox and remove any recipients with email addresses that are no longer valid.
When you check the Email Indicator option, BigSender will automatically indicate when you have messages in your POP account mailbox every time you log into BigSender as the administrator. If that mailbox is only for bounce notifications, you can then click the "bounce" button to check for reject notifications.
Adding Automated Bounce Manager Criteria Entries
BigSender makes it easy for you to add more criteria entries by which BigSender identifies an email message as a reject notification.
- Duplicate your local copy of the 'bs-criteria.txt' file and name the new file 'bs-mycriteria.txt'
- Open "bs-mycriteria.txt" file in Note Pad, Word Pad, SimpleText or other ASCII text editor.
- Scroll down the document and delete all existing criteria sets that appear where [clear] is indicated:
# BOUNCE CRITERIA
#
[clear]
#
1;
Then in the blank line between the two pound signs, type:
phrase[tab]2 (for mailbox full-type notifications) or
phrase[tab]1 (for all other notification types)
- Each criteria entry must be separated by a single line return.
- Save your 'bs-mycriteria.txt' file and upload (forcing ASCII-Text mode) to the same directory on your server in which BigSender is installed.
- Unix/Linux – chmod 'bs-mycriteria.txt' to 755, 775 or 777 as all your other BigSender component files in that directory.
Note: BigSender performs partial matching so, for example, the typed phrase "reject" will match "reject notification" and "reject notice." Be sure you only type a phrase that would not ordinarily appear in regular email correspondence or BigSender will view that message as a reject notification and could attempt to remove the sender from your list.
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