Sender Policy Framework (SPF) rules in Citation HR Software


Sender Policy Framework (SPF) is a simple email-validation system designed to detect email spoofing by providing a mechanism to allow receiving mail exchangers to check that incoming mail from a domain comes from a host authorized by that domain's administrators. SPF rules allow multiple external applications to send emails for a given domain (e.g and to have that sender authorized to do so.

It is commonly used by products such as Google Apps, Office 365, Mail chimp, etc to allow their applications to send emails for client domains. Without the necessary rules in place, servers receiving emails treat the emails as spam and block it – as though it were coming from an unauthorized sending application.



When configuring application and email addresses within Citation HR Software (screenshot below) as shown in the screenshot below, you also need to ensure your SPF rules are updated to validate Citation HR Software’s mail server.


SPF rules are implemented by adding a DNS TXT entry which lists the allowed.

Citation HR Software’s email server is “” (a little context: Peopleinsite was Citation HR Software’s predecessor). Adding Citation HR Software as a valid email sender requires adding a “” entry to your SPF rule.


Using Citation HR Software’s own entry as an example:



The above may sound highly technical and be confusing for users from a non-technical background (it’s taken a great deal of time for our technical people to fully explain it to the Client Experience team!).

That said, the people who administer your email or system infrastructure (your internal IT team or external IT provider) should be able to implement this change with minimal effort and impact.

If you or they have questions on this process, please don’t hesitate to contact the Citation HR Client Experience Team.