Add Email Domain
  • 14 Nov 2022
  • 5 Minutes To Read
  • PDF

Add Email Domain

  • PDF

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Administrator
Academy
Available in eLearning format in the Academy

Add domains that will be used to send and receive Customer emails from Gladly.

Before you start

Before you add your domain, we recommend that you first do the following:

  • If you're adding your very first domain, note that email setup is a three-part process where you add your domain, configure your DNS records and wait for it to be verified, then add your email addresses.
  • Keep in mind that newly added domains will carry an "Unverified" status during the setup process until your DNS provider is able to confirm your domain SPF and DKIM records.
  • You only need to add a particular domain once unless you have another domain to add.

Add your domain

  1. Click the menu icon located in the top left corner of the screen.
  2. Click Settings.
  3. Under the Channels category, click Email.
  4. The next step depends on if there's no existing domain or if there's at least one domain configured.
Watch Out - Use lowercase letters only when adding Email domain(s)
When using Email domain(s) please use only lowercase letters. If you accidentally add an Email domain with uppercase letters, contact Gladly Support with a P4 designation to assist you with updating the domain. This will also change the DKIM & SPF records you will need to install. 

No existing domain

Before proceeding to add a new domain, keep in mind that a domain cannot be deleted or changed once added.

  1. From the Add a sending domain to get started with email prompt, enter your domain name (e.g., retale.com) and click Save and Continue.
  2. Next, you'll be asked to update your DNS records using the SPF and DKIM values in this section.
    • [A] – SPF: Copy this value and paste it into your domain provider's DNS setting as TXT type.
    • [B] – DKIM: Copy this value and paste it into your domain provider's DNS setting as TXT type.
  3. In a new browser tab, go to your DNS provider's DNS settings page and paste the SPF and DKIM as TXT (type) values you copied from Gladly. This step is required in order to verify your domain. We're unable to see which DNS provider you have, so below is a list of several common providers with a link on how to update the SPF and DKIM records:
  4. Once your DNS records are updated, go back to Gladly, then click Next.
  5. You'll see a notice stating you have to wait for your DNS provider to confirm the SPF and DKIM records you added, which can take up to 72 hours. Until it's approved, the domain will have an "Unverified" status.
    • Unverified – The DNS records for your sending domain have not been verified and updated.
    • Verified – The DNS records have been verified, and the domain is ready for use.
  6. Click Add Another Domain to add another domain. Otherwise, click Done. This will take you back to the Email screen. You should now see the domain you added with an "Unverified" status.

Check back in 72 hours or so to see if the SPF and DKIM records have been verified. Once verified, SPF and DKIM should have a "Verified" status. Now, you can add email addresses associated with the added domain.

Tip - You only need to set up a domain once
Once a sending domain is added (e.g., @retale.com), you can add related email addresses like help@retale.com or hello@retale.com. You only need to set up a new domain if you want to add email addresses containing a different sending domain (e.g. retale.biz instead of retale.com).

Have one or more domain

  1. From the Email screen, click Add Domain.
    • To view a list of existing domains, click on the Domains tab.
  2. Enter your domain name (e.g., retale.com) and click Save and Continue.
    • Note – Domain name can't be changed once saved.
  3. Next, you'll be asked to update your DNS records using the SPF and DKIM values in this section.
    • [A] – SPF: Copy this value and paste it into your domain provider's DNS setting as TXT type.
    • [B] – DKIM: Copy this value and paste it into your domain provider's DNS setting as TXT type.
  4. On a new browser tab, go to your DNS provider's DNS settings page and paste the SPF and DKIMTXT (type) values you copied from Gladly. Since we're unable to see which DNS provider you use, here's a list of several common providers with instructions on how to update the SPF and DKIM records:
  5. Once your DNS records are updated, go back to Gladly, then click Next.
  6. You'll see a notice stating you have to wait for your DNS provider to confirm the SPF and DKIM records you added, which can take up to 72 hours. Until these records are verified, the domain will have an "Unverified" status.
    • Unverified – The DNS records for your sending domain have not been verified and updated.
    • Verified – The DNS records have been verified, and the domain is ready for use.
  7. Click Done. This will take you back to the Email screen. You should now see the domain you added with the "Unverified" status.

Check back in 72 hours or so to see if the SPF and DKIM records have been verified. Once verified, SPF and DKIM should have a "Verified" status. You can then proceed to add email addresses associated with the domain.

Check verification status

You can manually check the status of your SPF and DKIM records by forcing an update request.

  1. From the Email page, hover over the domain you want to check the status for. Click the overflow menu icon (three dots) on the right side of the domain, then click Check Verification Status.
  2. Wait a few seconds, and you'll see a message either showing if the records have been verified or are still waiting to be verified. It may still take up to 72 hours to verify the domain, even if you request an update.

Use the same SPF record for multiple domains

If you already have an existing SPF record for your domain, you can append the Gladly provided SPF record to the existing record. The SPF recording should follow the format below.

v=spf1 include:spf.protection.outlook.com include:mailgun.org -all

For example, if you have an existing SPF record:

v=spf1 include:spf.protection.outlook.com -all

Your record already has v=spf1 and -all, so you just need to append include:mailgun.org to look like this:

v=spf1 include:spf.protection.outlook.com include:mailgun.org -all

Be sure that v=spf1, include:mailgun.org, and -all exist in your SPF record by appending what is needed.


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