Domain Management¶

Last update: 2026-02-06

Email Domain Verification¶

Note

  • Each email domain must be verified before it can be actively used. This process is intended to confirm that the domain actually belongs to the organization and is managed by users with appropriate permissions.
  • Only after successful verification can the domain be used for automatically assigning users to an organization.

Domain verification consists of adding a specified DNS record, which serves as proof of control over the domain configuration. Only after this process is successfully completed can the domain be used in the system, in particular for automatically assigning users to an organization. This mechanism ensures that organization management and the associated email domains are handled exclusively by entities that have actual control over the company’s email infrastructure.

Warning

For organizations that were using Fudo ShareAccess before the update, a 30-day period is provided to verify the currently used domain. After this period, if verification is not completed:

  • activation of new users from the domain will not be possible,
  • new users will be able to register but will remain inactive until verification is completed,
  • users who were activated earlier will retain uninterrupted access to the system.

Verifying an organization domain

  1. Log in to Fudo ShareAccess and expand the User menu in the upper-right corner.

  2. Select Manage organizations > Your organization name to open the organization settings.

    ../../../_images/1_2_manage_org.png

  3. From the menu on the left, select General information.

  4. Go to the Domain section and click Verify domain.

    ../../../_images/1_2_domains_view.png

  5. Go to the DNS verification panel section and copy the value from the TXT type field.

    ../../../_images/1_2_domain_verif_txt.png

Adding a DNS TXT record

Note

To confirm control over the domain, Fudo ShareAccess uses a verification mechanism based on a DNS TXT record. Verification consists of checking whether the user is able to modify the DNS configuration of the domain. Successful addition of the specified TXT record serves as confirmation.

  1. Log in to the DNS management system for the domain you want to verify. This may be the panel of:
    • a DNS provider,
    • a domain registrar,
    • or your own DNS server.
  2. Open the DNS zone for the selected domain.
  3. Add a new DNS record with the following parameters:
    • Record type: TXT,
    • Name / Host: Domain name (e.g., domain.com),
    • Value: the value copied from the TXT type field in Fudo ShareAccess,
    • TTL: any value (default recommended).
  4. Save the changes in the DNS configuration.

Note

DNS changes may require time to propagate. Depending on the DNS provider, verification may take from a few seconds up to several minutes.

Completing verification

  1. After adding the record, return to Fudo ShareAccess.
  2. Click Verify DNS record.

Note

Fudo ShareAccess will check the presence and correctness of the TXT record. If the record is found and its value matches the expected one, the domain will be marked as verified.

If verification fails, make sure that:

  • the record has been added to the correct DNS zone,
  • its name and value match the data generated by Fudo ShareAccess,
  • DNS propagation has completed.

Adding Multiple Domains¶

Fudo ShareAccess allows assigning more than one email domain to a single organization. This solution can be used when an organization operates with separate domains assigned to different countries, regions, or business functions (for example, regional domains or domains used by support, operations, or organizational units).

Note

Users registering with email addresses belonging to assigned and verified domains are automatically added to the appropriate organization, without the need to create additional organizations in the system.

To add an additional domain:

  1. Expand the User menu in the upper-right corner and select Manage organizations > Your organization name to open the organization settings.

    ../../../_images/1_2_manage_org.png

  2. From the menu on the left, select General information.

  3. Go to the Domain section and click Add domain.

    ../../../_images/1_2_domains_add.png

  4. Enter the domain name and press ENTER.

  5. A TXT value required for domain verification will be generated in the dialog window, and the domain will be added to the list with the status Pending verification.

  6. Add the DNS TXT record in your DNS management system following the steps described in section Email Domain Verification.

  7. Click Verify DNS record.

Removing an Unverified Additional Domain¶

An additional domain that has not been verified can be removed from the system configuration.

To remove such a domain:

  1. Expand the User menu in the upper-right corner and select Manage organizations > Your organization name to open the organization settings.

    ../../../_images/1_2_manage_org.png

  2. From the menu on the left, select General information.

  3. Go to the Domain section and locate the domain with the status Pending verification.

  4. Open the context menu by clicking the three-dot icon and select Remove domain.

  5. Confirm the removal in the dialog window by clicking Remove domain.

    ../../../_images/1_2_domains_delete.png

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