Domain Management
Overview
Before Easy Mail Archive can archive emails for your organization, you need to add and verify the domains you own. Domain verification proves that you control the domain and prevents unauthorized archiving. You can manage your domains under Admin > Domains.
Adding a Domain
To add a new domain, click Add Domain on the Domains page and enter the domain name (e.g., example.com). After adding the domain, you will be shown a DNS verification record that must be added to your domain's DNS settings.
You can add as many domains as your organization uses. Subdomains (e.g., mail.example.com) can be added separately if needed, though in most cases adding the root domain is sufficient.
DNS Verification
To verify domain ownership, you need to add a TXT record to your domain's DNS configuration. The record looks like this:
- Type: TXT
- Host/Name:
_ema-verify(or_ema-verify.example.comdepending on your DNS provider) - Value: The verification token shown on the domain details page
DNS changes can take anywhere from a few minutes to 48 hours to propagate, depending on your DNS provider and TTL settings. You can click Verify Now at any time to check if the record has been detected.
Domain Status
Each domain in your list has one of the following statuses:
- Pending - the domain has been added but DNS verification has not been completed yet
- Verified - the DNS record was detected and the domain is active
- Failed - a previous verification attempt did not find the expected DNS record
Only verified domains are used for matching incoming emails to your archive. If a domain shows as failed, double-check that the TXT record is correctly configured and try verifying again.
Managing Domains
From the domain list, you can:
- View details - see the verification token and current status
- Re-verify - trigger a new DNS lookup to check the verification record
- Remove - delete a domain from your account
Removing a domain does not delete any previously archived messages. It simply stops new messages from being matched to your archive based on that domain. Exercise caution when removing domains, as any incoming emails to or from that domain will no longer be archived until the domain is re-added and verified.
Multiple Domains
Many organizations use more than one domain - for example, a primary domain and legacy domains from past acquisitions. Easy Mail Archive supports an unlimited number of verified domains per account. All verified domains are treated equally for archiving purposes, so messages sent to or from any of your verified domains will be captured.