We're a Microsoft 365 organization and HR is looking to send individualized emails containing benefits information to over 10,000 employees. They've suggested using mail merge, but our Defender anti-spam policy kicks in after we hit a daily limit on outgoing emails, which also leads to blocking the HR account until IT intervenes. Unfortunately, they can't use a distribution list because each email needs to be customized. How do other organizations manage this kind of situation? Could the UKG Pro HRIS system assist with this? If so, what module is necessary?
5 Answers
The best move would definitely be to use your HRIS for sending this information. It's more secure and simplifies the process. Let your HR department know that’s what they should be using!
What kind of personalized benefit info are we talking about? Sure, some info can be unique to individuals, but you need to be careful. You really shouldn’t be sending that kind of data through email due to the privacy risks and spam filters. It's surprising that HR even thinks this is a viable option!
In my experience, as long as attachments are encrypted, you can safely send some info this way.
Another option might be to set up a high-volume email account that bypasses those pesky spam filters. That could ease the delivery issues you're facing with all those custom emails.
It's generally best practice for HR not to send automated emails that include sensitive personal information. Instead of saying, 'here's your benefits info,' it would be safer to direct them to a secure login where they can access that info. That way, the private data remains protected.
Absolutely! It's all about keeping sensitive information behind a login—way safer.
Exactly! Just provide links to where users can safely log in to view their information.
It sounds like you could really benefit from using a high-volume email solution. There's a lot of guidance available from Microsoft on how to do this effectively if you check the mail flow best practices.
Great suggestion! It’s essential to get that process right.
Absolutely! Plus, adjusting your SPF & DKIM can help ensure delivery.
It’s likely stuff like salary breakdowns and benefits info, which can still be sensitive.