Setting up Email DNS and Account in Google Process

Assigned To: Chris Lofton, Justin Shook, Sarah Dungan, Dan Tietz, Karen Morgan, Jessica Myers, Peter Gilkey

Category: Student Life Cycle

Department: Technology

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for configuring DNS records and setting up email accounts to enable secure and authenticated email communication.

Scope

Applies to Technology teams responsible for domain setup, DNS configuration, and Google Workspace email setup for HubSpot integration.

Trigger

• Doc Collection stage during onboarding

Process Overview

1. Configure Domain in HubSpot

• Navigate to Domains and URLs
• Connect domain for email sending
• Review flagged domain issues

2. Review DNS Requirements

• Identify required DNS records (SPF, DKIM, DMARC)
• Prepare necessary configurations

3. Update DNS in Cloudflare

• Access domain DNS settings
• Add required TXT, CNAME, and MX records
• Set records to “DNS only”

4. Verify DNS in HubSpot

• Check DNS propagation
• Confirm domain verification status

5. Set Up Google Workspace Emails

• Create group email aliases (e.g., info@domain.com)
• Assign users and permissions
• Link emails to HubSpot inbox

6. Test Email Functionality

• Test sending and receiving emails
• Verify authentication setup

7. Final Verification

• Confirm SPF, DKIM, and DMARC are working
• Ensure domain shows as verified

Key Rules

• All DNS records must be correctly configured
• Propagation time must be considered
• Email accounts must be tested before use
• Authentication protocols must be validated

Completion Criteria

• DNS records configured and verified
• Domain verified in HubSpot
• Email accounts created and tested
• Email authentication confirmed

Tools and Systems

• HubSpot (Domains & Email)
• Cloudflare (DNS Management)
• Google Workspace
• Smartsheet (School Info)

Revision History

• Version 1: 12/17/2024
• Version 2: TBD
• Version 3: TBD