IT Configuration



Be sure everything around IT works smoothly for Workplace.
Overview

Overview

We request that companies Verify or Allow list their email domains as a prerequisite for enabling their System Admins to better govern their Workplaces. Your System Admin will be able to access increased user management capabilities and a broader spectrum of technical features.

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If you're having issues with verifying or allow listing your email domain, you should contact someone from your IT department. They will likely be able to perform the domain verification for you.
Domain Verification vs. domain allow listing

Domain Verification vs. Domain Allow listing

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It is always recommended to verify your domain if you can, rather than simply allow listed or even worse, not performing any of the two.

We regard the verification of a domain as proof that you own that specific domain and therefore must have access to all the information and features necessary to manage all the users with that email domain.

Allow listing is considered as evidence that you have the legitimacy to use a specific domain. Since allow listing is not a proof of ownership (like verification is), there will be limitations regarding the amount of access and control your admins can have over all the users with that allow listed email domain.

Allow listing your domain allows other people with the same email domain to create separate Workplace accounts. If you choose to allow list your domain rather than verifying it you will not be able to:

  • Block others with the same email domain from creating separate Workplaces
  • Enable Single Sign-On
  • Edit personally identifiable information for the users with that domain
  • Send users notifications prior to their profiles being activated for the users with that domain

If you allow list your domain you can still choose to verify it at any time.

Check domain status

Check domain status

You can check which domains have been verified or allow listed in your instance by logging in as an Administrator who has the System Administrator role. Once you're logged in as an Administrator with this permission, you can complete the following steps to visualize verified and unverified domains.

1
In the Admin Panel, select Settings.

2
Click the Email Domains tab. Check the status of your domain(s).
  • In the Incomplete verification and allow listing section, indicates a domain has yet to be verified or allow listed. Either verification has not been attempted or it has failed
  • In the Allow listed and verified domains section, indicates an allow listed domain, indicates a verified domain.
Domain Verification

Domain Verification

Verifying proves that you own a domain and the people from your domain won't be able to create other separate Workplaces and won't see suggestions to join other Workplaces when they first sign up.

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If you verify your domain, it's important to add all the SMTP domains and aliases that you use in your organization. This will help you avoid employees creating/joining secondary instances if they sign up with another email domain/alias among the ones that you control.

Once your domain is verified, your System Admins will have increased user management abilities over the profiles using that domain. They will now gain the following administrative and technical capabilities:

  • Full access to personally identifiable information
  • Capacity to edit the personally identifiable information
  • Unrestricted automatic provisioning via an Identity Provider or SCIM API integration
  • Configuring Single Sign-On authentication
  • Generating claim links
Add a domain

Add a domain

To add your organisation’s domain name(s) with Workplace:

1
In the Admin Panel, select Settings.

2
Navigate to the Email Domains tab.

3
Type in your domain name in the Enter Domain Name field.

4
Click Add Domain. The Verify screen opens.

If you have more than one domain to add, click the Email Domains tab again, and repeat steps 3 and 4.
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If you get an error saying your domain is already taken, this could mean that your suggested domain has already been verified in another Workplace, or that you're trying to add a public domain. If you believe this is a mistake and can prove ownership of the domain, please contact our support team for help.

You can verify a domain by using one of the verification methods listed below:

Verify by using an Administrative email

Verify by using an Administrative email

You can verify your domain using an administrative account. Select an administrative email address to receive a confirmation email. To do this, you must have access to administrative email accounts (such as admin@) on your domain.

1
If you're verifying straight after adding a domain, select Send email.
To verify at a later time (for example, after adding other domains), select the Email domains tab, click Verify next to the domain you want to verify, then click Send email.

2
Select the radio button for your administrator email address. This must be one of: admin@, administrator@, postmaster@, webmaster@, hostmaster@.

3
Click Send email.

4
Enter the Verification code that is sent to the email address, and click Verify.
Verify by using a DNS TXT Record

Verify by using a DNS TXT record

You can verify your domain using a DNS TXT record by logging in as an Administrator who has the System Administrator role. Once you're logged in as an Administrator with this permission, you can complete the following steps to verify a domain:

1
If you're verifying straight after adding a domain, select Update DNS Record.
To verify at a later time (for example, after adding other domains), select the Email domains tab, click Verify next to the domain you want to verify, then click Update DNS Record.

2
Follow the instructions to update your DNS record with the supplied TXT string. You may need to refer to your domain host’s documentation or contact their support team to complete this step.

3
You now need to wait until your website’s servers are updated with the DNS configuration changes. This can take up to 72 hours.

4
Come back to this screen, and click Verify to check if the website’s servers have been updated.
Verify by using HTML file upload

Verify by using HTML file upload

You can verify your domain using an HTML file by logging in as an Administrator who has the System Administrator role. Once you're logged in as an Administrator with this permission, you can complete the following steps to verify a domain:

1
If you're verifying straight after adding a domain, select Upload HTML File.
To verify at a later time (for example, after adding other domains), select the Email domains tab, click Verify next to the domain you want to verify, then click Upload HTML File.

2
Download the HTML verification file displayed on the verification page.

3
Upload the HTML verification file to the root directory of the domain you're trying to verify.

4
When it's done, click Verify button.
Domain Allow listing

Domain Allow listing

Allow listing is a domain attachment concept for companies that cannot verify a specific domain but would still like to use it. While allow listing does not offer the full range of technical and administrative capabilities that verifying a domain offers, performing this action will allow System Admins to:

  • Partially access personally identifiable information for the users with that domain.
  • Automatically provision up to 2000 users per hour and 8000 users per day via an Identity Provider or SCIM API integration.
Allow list an email domain to your instance

Allow list an email domain to your Workplace instance

To allow list an email domain to a Workplace, you'll need to be logged in as a System Administrator.

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You'll only be able to allow list a domain used in the email address associated with Workplace System Admin account performing this action.
1
Go to the Admin Panel and navigate to the Settings section.

2
Navigate to the Email Domains tab.

3
In the Add New Domain area, enter a domain name and click Add Domain.