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How to set up Email Relay

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If you use Privacy Shield and it is enabled for Email Address, you might run into an issue when trying to send emails through School Passport. This happens because Privacy Shield masks the email addresses (e.g., [email protected] becomes [email protected]).

In some cases, you may need to send notifications to masked email addresses. The Email Relay service delivers emails to masked addresses on behalf of the original sender, and replaces anonymized recipient names with actual names to ensure recipients see their real names.

Only emails from approved senders are routed through the relay, and approval requires confirmation. To be approved, you need to confirm that you are sending domains by adding a DNS TXT record in your organization’s domain management system.

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Note

DNS changes may take 24-72 hours to take effect, depending on your DNS provider.

How Email Relay works

  1. A sender sends an email.
  2. Email Relay service receives the email and checks if it was sent from an approved sender.
  3. If the sender is authorized, the Email Relay service will process the email.
  4. The Email Relay service identifies and matches the masked email address with the actual email address.
  5. If any anonymized data, like the recipient's name, is included in the email body, the Email Relay service will replace it with the actual data.
  6. The email forwards to the recipient’s actual email address.

Requirements

  • Privacy Shield enabled for Email Addresses.
  • The domain associated with your "From" email address (the email you will be sending from).
  • Access or permissions to modify DNS settings in your organization’s domain management system. If not, coordinate with IT or DevOps to complete the configuration.

Set up Email Relay

  1. Sign in to School Passport.

  2. Select an app from the drop-down on the top right.

  3. Go to the Application Settings > Basic.

  4. In the Privacy Shield section on the right, turn on the Email Relay toggle. Note: If the toggle is missing, Privacy Shield isn’t enabled for any user’s email address.

  5. Enter the email address you want to use for sending emails in the designated field (e.g., [email protected]). Click Save. The system extracts the domain from your email address and sends it to our infrastructure for registration.

  6. In the Domain Verification Required, copy the provided CNAME records.

  7. Go to your domain management system and add the CNAME records to domain’s DNS settings. If you're not familiar with CNAME records, contact your IT Administrator for assistance. This step is required to verify your domain and approve it is authorized to process emails.

  8. Wait for the domain verification to complete. This process may take several hours, depending on your DNS provider. The system will automatically check the DNS settings periodically to confirm the verification.

Updated 2 days ago