Standard Operating Procedure (SOP) for Naming Mailgun Domains

### Standard Operating Procedure (SOP) for Naming Mailgun Domains

#### Purpose:
This SOP outlines the consistent naming convention for setting up Mailgun domains for different purposes within our SaaS platform. It ensures clarity, ease of management, and scalability in email communication operations.

#### Scope:
This procedure applies to all teams involved in the setup, management, and usage of Mailgun domains for the company’s services.

#### Definitions:
- **Mailgun Domains**: Domains used for sending and receiving emails through the Mailgun service, tailored to specific operational purposes within the platform.

#### Procedure:

1. **Workflow Domain Setup**:
- **Prefix**: `wf`
- **Full Domain**: `wf.domain.com`
- **Description**: Used for automated process-driven emails, such as notifications, alerts, and automated responses.
   - **Rationale**: The prefix "wf" succinctly denotes "workflow," indicating its use for procedural communications.

2. **One-on-One Conversation Domain Setup**:
- **Prefix**: `conv`
- **Full Domain**: `conv.domain.com`
- **Description**: Dedicated to personal, direct email exchanges between the service and individual clients.
   - **Rationale**: The abbreviation "conv" stands for "conversation," highlighting its purpose for individualized communication.

3. **Campaign Domain Setup**:  (Note on Campaign Domains, additional ones can be setup to distribute load : cmp1, cmp2, cmp3, etc. )
- **Prefix**: `cmp`
- **Full Domain**: `cmp.domain.com`
- **Description**: Utilized for marketing or outreach emails that are part of a larger strategic campaign.
   - **Rationale**: "cmp" is an intuitive abbreviation for "campaign," suitable for targeted communication efforts.

4. **Broadcast Email Domain Setup**:
- **Prefix**: `bc`
- **Full Domain**: `bc.domain.com`
- **Description**: For sending mass emails, such as newsletters, announcements, or promotional content to a broad audience.
   - **Rationale**: "bc" clearly indicates "broadcast," denoting the wide-reaching nature of the communications sent through this domain.

5. **Default Dedicated Domain Setup**:
- **Prefix**: `dd`
- **Full Domain**: `dd.domain.com`
- **Description**: Serves as a general-purpose domain for miscellaneous or other emails not covered by the specific categories.
   - **Rationale**: "dd" stands for "default dedicated," providing a catch-all domain for various email communications.

#### Implementation Guidelines:
- When creating a new Mailgun domain for a specific purpose, follow the naming conventions outlined above to ensure consistency across the platform.
- Ensure all team members involved in email setup and management are familiar with these conventions to maintain uniformity.
- Review and update this SOP as needed to accommodate new types of email communications or changes in platform structure.

#### Responsibilities:
- **IT Department**: Responsible for the initial setup and technical maintenance of Mailgun domains.
- **Marketing Department**: Coordinates with IT to establish campaign and broadcast email domains as per marketing strategies.
- **Customer Service Team**: Utilizes the one-on-one conversation domain for customer interactions and feedback.
- **Compliance and Security**: Ensures all email communications comply with legal and security standards, particularly for broadcast and bulk email operations.

#### Review and Updates:
This SOP should be reviewed annually or as needed to reflect changes in technology, company operations, or Mailgun service offerings. Any amendments must be approved by the IT Department Head and communicated to all relevant stakeholders.

#### Approval:
This SOP is approved by:
- [Name], IT Department Head
- [Date of Approval]

This SOP provides a structured approach to naming Mailgun domains, ensuring efficient and organized email communication within the company’s SaaS platform.