Access: City Regulators
Overview: An overview of the process to have communications sent from SC with org chosen email address.
Topics: Sending System Emails from a City Email Address
Sending System Emails from a City Email Address
Follow the 3 steps below to have communications from SwiftComply Backflow sent with your organization-chosen email. Generally, this will require the assistance of IT department members.
Add the following to your domain's SPF (Sender Policy Framework)record: ip4:149.72.227.46
This adds our IP address to the list of approved emails that can be sent from a government email, hugely reducing the likelihood that compliance and test reminder emails are marked as spam.Create a DKIM (DomainKeys Identified Mail) record.
Access your DNS management tool.
Select the option to add a new CNAME record.
For the Host/Name field, input c3s._domainkey.yourdomain.com (replace yourdomain.com with your actual domain and use the chosen identifier if not c3s).
In the Value/Points to field, enter the DKIM value provided by SwiftComply Engineering (this is typically a long string of characters).
Set the TTL (Time to Live) as advised, or leave it as the default if not specified.
Save the new CNAME record.
Note: The changes may take some time to propagate across the internet.
3. Creating DMARC Record.
Completion of this step is required to prevent system emails being marked as spam.
Log into your DNS management tool.
Choose to add a new TXT record.
In the Host/Name field, enter _dmarc.
In the Value field, enter your DMARC policy. A typical DMARC policy may look like this: v=DMARC1; p=none; rua=mailto:dmarc-reports@yourdomain.com (replace yourdomain.com with your actual domain).
Set the TTL as advised, or use the default setting.
Save the new TXT record.
Note: DMARC policies can be set to different levels of enforcement, from monitoring (p=none) to quarantine (p=quarantine) or reject (p=reject). The rua tag specifies an email address to receive DMARC reports.
Accessing Your DNS Management Tool:
Your DNS (Domain Name System) management tool is a platform or service where you can update settings related to your domain name. It's like an address book for the internet that guides emails and visitors to your website. This tool is usually provided by the company where you registered your domain name (e.g., GoDaddy, Bluehost, or Google Domains).
⚠ WARNING: Changing DNS records impact how your organization functions on the internet. Consult your IT or Network Administrator about these changes.
Here is how you can typically access your DNS management tool:
Log In to Your Domain Registrar:
Visit the website of the company where you registered your domain.
Log in using your username and password. If you are unsure about your login details, you may need to contact their support or look for emails they sent you when you first registered your domain.
Navigate to Your Domain Settings:
Once logged in, look for a section labeled 'My Domains', 'Domain Management', or something similar.
Click on the domain name you want to configure.
Access the DNS Settings:
In your domain's dashboard, look for a section named 'DNS Settings', 'Manage DNS', 'DNS Configuration', or 'Advanced Settings'.
Click on it to access the DNS management area.
Here, you will find options to add or edit records such as CNAME, TXT, etc. This is where you will add the SPF, DKIM, and DMARC records as instructed.
Note: The exact terms and navigation steps can vary depending on your domain registrar. If you are unsure or can't find the DNS settings, it's best to reach out to your domain registrar's customer support for personalized guidance.
If you have questions about this process please contact support@swiftcomply.com