Summary
The process of adding users to Microsoft Smart Network Data Services (SNDS) can be surprisingly complex, often requiring individual access requests rather than a simple 'add user' function. This can be frustrating for teams managing multiple IPs or shared infrastructure, as it differs significantly from typical user management interfaces.
Key findings
- Direct addition: Microsoft SNDS typically does not offer a direct 'add user' feature similar to other online platforms.
- Individual requests: New users generally need to request access to specific IP ranges themselves, which then requires validation.
- Validation process: These individual requests must be validated by an existing SNDS account holder or through a specific email address associated with the IP address. For more on this, see our guide on why SNDS authorization emails might be delayed.
- Security priority: This decentralized approach is designed for security, ensuring only authorized personnel view sensitive sender reputation data.
Key considerations
- Shared logins: While sharing a single login can be a workaround, it poses security risks and lacks individual accountability for actions taken within the portal.
- Company email usage: It's advisable to use company email addresses for Microsoft accounts linked to SNDS, as this aids in offboarding and maintaining control.
- Patience and persistence: The validation and access process can be cumbersome, requiring multiple steps and sometimes delays, so prepare for this complexity.
- Deliverability impact: Proper SNDS access is crucial for monitoring IP health and preventing email blocklistings, as highlighted in Mailgun's guide to SNDS.
What email marketers say
Email marketers frequently express frustration with the lack of a straightforward user management system within Microsoft SNDS. They often resort to workarounds to ensure team members can access crucial deliverability data, sometimes leading to less than ideal security practices.
Key opinions
- Frustrating experience: Many marketers find the process of adding or managing SNDS users to be a significant pain point due to its perceived lack of user-friendliness.
- No easy button: The system isn't designed for easy team collaboration or direct user additions, leading to manual workarounds.
- Workarounds prevalent: Sharing logins or creating generic team accounts are common practices, even if they aren't ideal from a security standpoint.
- Time consumption: Validating individual SNDS access requests can consume valuable time for busy deliverability teams, impacting overall operational efficiency. This is part of the broader challenge of managing senders during a blacklist event.
Key considerations
- Critical data access: Ensuring all relevant team members have access to SNDS data is vital for proactive deliverability management and quick response to issues. Learn more about how to get SNDS and JMRP data for Salesforce users.
- Reputation visibility: Without proper access, marketers might miss critical IP health indicators that could lead to email blacklists or blocklists.
- Outlook deliverability: Effective use of SNDS is paramount for maintaining good deliverability to Outlook.com and Hotmail users, as detailed by SendLayer's guide on Outlook deliverability.
- Alternative monitoring: Some marketers rely on Email Service Providers (ESPs) or other platforms that integrate SNDS data to bypass direct portal access issues, centralizing their deliverability monitoring.
Marketer from Email Geeks states that gaining access to Microsoft SNDS IPs is the initial step. However, adding other team members to that access is where the complexity truly begins.
Marketer from Captain Verify notes that after creating an SNDS account and logging in, senders must add the IP addresses they use. This initial setup establishes the foundation for reputation monitoring.
What the experts say
Deliverability experts highlight the security implications and technical nuances behind Microsoft's approach to SNDS user access. While cumbersome, they generally acknowledge the system's intent to protect sensitive IP reputation data and prevent unauthorized access that could compromise sender standing.
Key opinions
- Security first: Microsoft's design for SNDS access prioritizes security, making it deliberately difficult for unauthorized parties to gain access to sensitive IP data and historical sending behavior.
- Individual validation necessity: The requirement for each user to request and validate their own access ensures accountability and provides a clearer audit trail.
- Company email advantage: Experts recommend using company email addresses for Microsoft accounts associated with SNDS. This practice enhances control over access upon employee departure, as seen in Twilio's insights on SNDS.
- Avoid shared credentials: Experts strongly advise against sharing SNDS login credentials due to significant security vulnerabilities and the lack of an individual audit trail for data access.
Key considerations
- Controlled access protocols: Implement strict protocols within your organization for who can request and validate SNDS access to sensitive IP reputation data.
- Offboarding procedures: Establish a clear process for promptly revoking SNDS access when team members leave to prevent unauthorized data access. This is part of maintaining good sender reputation, as discussed in our guide on understanding email domain reputation.
- Continuous IP visibility: Despite access complexities, ensure continuous monitoring of IP status within SNDS, especially for new IPs during the warming phase.
- API integration potential: For large senders, explore whether ESPs or internal systems can integrate with SNDS data via API to centralize monitoring, reducing the need for direct portal access and individual user management, which is often a feature requested when facing general email deliverability issues.
Expert from Email Geeks states that one way to provide access to SNDS is by simply sharing the existing login credentials. However, they also note that users can request and validate their own separate access, indicating two distinct pathways, one being more cumbersome than the other.
Expert from SpamResource highlights that managing access to sensitive sender reputation data, such as that provided by SNDS, should always prioritize security. Ensuring that only authorized individuals can view and act on this data is critical for maintaining good standing.
What the documentation says
Microsoft's official documentation for Smart Network Data Services (SNDS) emphasizes the self-service nature of IP registration and data access. While it outlines the process for IP owners to gain visibility, explicit instructions for adding multiple users or delegates are often less prominent, contributing to user confusion and the need for workarounds.
Key findings
- IP registration: IP addresses are registered by the sending entity, establishing their ownership and the basis for data collection.
- Access request mechanism: Individual users typically request access to view data for specific IP ranges rather than being added by an administrator.
- Validation methods: Validation often involves sending an email to a designated abuse or postmaster address for the IP, or confirming via a pre-existing SNDS account with appropriate permissions.
- Focus on security: Documentation generally highlights the importance of securing access to sensitive sender reputation data, reinforcing the strict access model.
Key considerations
- Policy adherence: Adhere strictly to Microsoft's guidelines for IP registration and access validation to avoid unnecessary delays in obtaining data.
- Authorized contacts: Ensure that the email address used for SNDS validation (e.g., abuse or postmaster) is actively monitored and controlled by the organization to facilitate prompt approvals.
- Account understanding: Understand the distinction between a generic Microsoft account (Live ID) and specific SNDS access tied to IP addresses, as this distinction is crucial for proper setup.
- Error troubleshooting: Be prepared to troubleshoot issues with authorization emails or delayed access, as these are common challenges during the SNDS setup process.
Documentation from Microsoft's SNDS portal states that to gain access to data for an IP address or range, a request must be submitted. This initiates a verification process to confirm ownership or authorization before data is displayed.
Documentation from Captain Verify Blog clarifies that once registered for SNDS, users can add specific IP addresses they use for sending emails. This step is essential to begin monitoring deliverability metrics for those IPs.
