Custom email domain in Document360 lets you send notification emails to users and readers from a branded address such as support@yourcompany.com instead of the default support@document360.com. This makes notifications more personalized and improves recipient recognition and trust by displaying your organization's domain in every outgoing email. Setting it up requires adding MX and TXT records to your DNS provider so Document360 can send emails on behalf of your domain.
When to use custom email domain
Configure a custom email domain when you want to:
- Reinforce brand identity — readers receive notifications from your domain, not a third-party address.
- Improve email deliverability — a verified sender domain reduces the chance of notifications landing in spam.
Before you begin
You must have access to your domain's DNS provider (for example, GoDaddy, Hostinger, or Namecheap) with permissions to add and edit DNS records.
How to configure a custom email domain
Step 1: Add your domain in Document360
- Navigate to Settings () > Knowledge base portal in the left navigation bar.
- In the left navigation pane, select Notifications.
- Click the Email Domain tab.
- In the Domain name field, enter your custom email domain (for example,
yourcompany.com). - Click Add Domain.
Document360 generates the MX and TXT DNS records you need to add to your DNS provider.
Step 2: Add DNS records at your provider
- Open your DNS provider's dashboard in a separate browser tab.
Add the DNS records provided by Document360 to your domain registrar. Adding these records will not override any existing MX records on your domain.
- Copy the configuration details from the Setting up your custom email domain section in Document360.
- Paste the records into your DNS provider's settings and save them.
Step 3: Verify and save
- Return to the Email domain page in Document360.
- Select the I've added the records checkbox, then click Verify & Save.
Once Document360 confirms the MX and TXT records, an Email Domain Verified message appears.
Step 4: Configure sender details
- Enter your custom sender information:
- Email field: Enter the "From" email address (for example,
support@yourcompany.com). - Name field: Enter the sender name (for example,
Your Company Support).
- Email field: Enter the "From" email address (for example,
After saving, all outgoing notification emails will use the configured domain, address, and sender name.
Best practices
- Verify records within your DNS provider's UI before clicking Verify & Save in Document360. Typos in DNS values are the most common cause of verification failure.
- Allow up to 24 hours for DNS propagation. If verification fails after 30 minutes, check propagation status using a tool like MXToolbox or Google Admin Toolbox.
- Keep DNS record values unchanged after verification. Editing or deleting records after setup will break email delivery.
FAQ
What is the purpose of MX records, and how do they work?
MX (Mail Exchange) records are DNS entries that route emails sent to your domain to the correct mail servers. They define which mail servers handle your email and their priority order. If the primary server is unavailable, emails are routed to the next server based on priority — a lower number means higher priority.
Example: If your domain has the following MX records:
10 mail1.example.com20 mail2.example.com
Emails are delivered to mail1.example.com first. If that server is down, they are routed to mail2.example.com.
How are TXT records used in email authentication?
TXT (Text) records are DNS entries that store text-based information associated with a domain. They are used to verify domain ownership and enforce email security policies such as SPF, DKIM, and DMARC.
SPF example: An SPF record specifies which mail servers are authorized to send email on behalf of your domain, helping to prevent spoofing.
SPF record: v=spf1 include:_spf.google.com ~all
By adding the correct TXT records, you protect your domain from phishing, spoofing, and unauthorized email use.