Configuring Send on Behalf of my Domain

You can configure your email server settings to send email notifications from OneTrust using the Send on Behalf of my Domain methodology. This methodology is recommended for companies that want OneTrust's email server to handle delivery of email but delegate the ability of OneTrust to send emails on behalf of their company's domain.

Things to Know

The Send on Behalf of my Domain methodology requires setup of SPF and DKIM CNAME records in DNS records to ensure reliable delivery of emails sent.

To set up Send on Behalf of my Domain, you will need to adjust the account settings for your DNS provider. First, determine who your hosting provider is (e.g. GoDaddy, CloudFlare, Microsoft Azure, etc.) and if you have access. If you do not have access to the account, you will need to involve the IT administrator for your organization's hosting provider in this configuration.

To configure Send on Behalf of my Domain

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.


  3. On the Accounts tab, click the Add button. The New email account screen appears.


  4. Select Send on behalf and click the Next button. The New email account screen appears.

  5. Complete the fields in the Initiate account creation section.


    Field
    Description
    Account name

    Enter a name to identify the email account.

    Domain name

    Enter the domain that will be used to authenticate your mail with SPF or DKIM.

    Sender name

    Enter the name that you want to appear as the sender.

    Sender email

    Enter the email address that you want to appear as the sender.

  6. Click the Save and next button. The Cnames section appears.


  7. Add the DNS records listed in the Cnames section within your DNS provider to authorize OneTrust to send emails on behalf of your domain. If you already have a dmarc policy set, the _dmarc TXT record listed in this section is optional. You can click the Send email button to send a copy of the DNS records to your email. CNAME records in your DNS will be used for DKIM validation. For more details of the process, see domain authentication.
    Note:

    Domain providers use different names for the page where you can update the DNS record (e.g. cPanel, Zone Editor, Zone File Settings, Manage Domains, Domain Manager, DNS Manager, etc.)

  8. Click the Verify domain button. Once verified, the status of the email account will update from Pending Verification to Verified on the Email settings screen.
    CAUTION:

    DNS changes usually propagate within a few hours, but may take up to 24 hours to display. If the required DNS records could not be verified, the DNS records not verified modal will appear. Ensure the host names and values are correct and try again later.



To change the default email account

When no defined rules are met, notifications will be sent from the default email account. You can set a new default email account using the following procedure.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Hover over the email account you want to set as the default, and click the Context Menu icon that appears.
  4. On the Context menu, select Set as default. The Change default modal appears.

  5. In the Current default field, select the email account you want to set as the default.
  6. Click the Save button.

To edit an email account

For Send on Behalf of my Domain configurations, you can change the account name, sender name, and sender email using the following procedure. If you want to change the domain name, you will have to delete the configuration entirely and add a new email account with the desired domain name.

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Click the link in the Email account column for the email account you want to edit. The Email account details screen appears.

  4. Modify the email settings, as needed.
  5. Click the Save and Next button.

To delete an email account

  1. Click the gear icon in the upper right-hand corner to access Global Settings.
  2. On the Global Settings menu, select Email and branding > Email settings. The Email settings screen appears.

  3. Hover over the email account you want to delete, and click the Context Menu icon that appears.
  4. On the Context menu, select Delete. The Delete email account modal appears.
    Note:

    You can also click the Delete button on the respective Email account details screen. In addition, if you are attempting to delete the default email account, you must select a new default on the Delete email account modal.

  5. Click the Save button.

Send on Behalf of my Domain FAQ

The following responses are supported solutions to frequently asked questions (FAQ) on email server configuration using the Send on Behalf of my Domain methodology. The OneTrust team continuously monitors these inquiries and will make additional FAQ available as they are identified.

I've completed my email server configuration but am still experiencing email delivery issues. What are some steps I can take to troubleshoot my issue?

If your organization has strict email content filtering policies, check for server activity related to ‘m.onetrust.com’ to diagnose email delivery issues. Please also consider safelisting the ‘m.onetrust.com’ domain.