Domain verification

Introduction

From WorkBook version 9.5, a domain verification feature has been added to protect against spam and prevent users from sending emails from domains not operated by the client.

This requires the client to verify all domains that will be used to send outbound mails. The domain part of an email is everything after the @ sign in an email address.

1. Configuration in WorkBook

NOTE: This configuration can only be done in the HTML version!

During this step we will show you how to create a new verification record. The verification record must be added to your DNS configuration afterwards.

Note that a default domain: {clientname}.hostedmail.workbook.dk is already verified if your solution is hosted by WorkBook

  1. Inside WorkBook, you need to create a new Domain Verification record. Click ‘Create a domain verification’
  2. A new verification record and a verification code with the status Unconfirmed will be added to WorkBook

2. Configuration on your DNS

NOTE: WorkBook have no access to your DNS provider. Your own IT department should be able to configure this

You need to update your DNS configuration with the verification record that you created in WorkBook.
The record from WorkBook should be created as a TXT record in the ROOT of your own domain, with the value from Validation Code

DNSMadeEasy

This will show you how to create the validation record on DNSMadeEasy.com

  1. Login to your control panel and choose the domain that you wish to validate
  2. Find the TXT Records, click add, and create a new record with an empty name, and a value matching the Verification code from WorkBook

Gandi Live DNS

This will show you how to add an validate a record on Gandi LiveDNS

  1. Login to the control panel, select the correct domain, and navigate to DNS Records
  2. Click Add, choose type: TXT, set the name to @ and Text value to the value copied from WorkBook

3. Verify the record in WorkBook

  1. Go back to the verification interface in WorkBook, and click on the verify button
  2. Click yes in the dialog, if successful the status should change to Confirmed.

Troubleshooting

A user tried to send an email from an unverified domain

This error occurs when a user attempts to send an email from a domain that have NOT been verified.
You can either choose to verify the domain, or prevent the user from sending via this domain.

If you are unable to see from which domain the user attempted to send an email, the databoard ‘Outgoing Mail Log’ will display the most recent emails sent from the system. (From version 9.5.0.451)
Alternatively if on a lower version, you can create a new databoard with the following SQL snippet:

SELECT TOP 1000 [CreateDate], [From], [To], [Subject], [SmtpServerName], [SmtpResult] FROM UtlSendMailLog ORDER BY RecId DESC

Checking if the text record is visible externally

You can use both online and offline tools to confirm that the text record has been added correctly.

A powerful online tool is MXToolbox. Insert your record in the ‘TXT Lookup’ mode to confirm that the record is visible and correctly added.

For offline verification on Windows, you can use nslookup -type=txt {domain name}

Send email from the pre-verified WorkBook domain

We do offer a work-around in the case you cannot perform the domain verification. This is relatively simple but it does require a few minutes more to setup.

Check the pre-verified domain exists

  • Go to Settings → Domain verification
  • Verify that yourclientname.hostedmail.workbook.dk is present in the grid and is confirmed – if not please contact support@workbook.net

Force sender email

  • Make sure that system variable 760 is enabled
  • Set system variable 289 to an email address on the verified domain (something@yourclientname.hostedmail.workbook.dk)

Now all emails sent through WorkBook will be forced to go via the email specified in system variable 289.

Send emails

You are now able to send emails.

Please note that any personal ‘From’ addresses will be overwritten when the mail is set with the value from system variable 289 while the ‘Reply-to’ address will be the personal email setup in My settings.

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