Set up a custom email sender

Diligent One Platform sends emails to users and non-users to request actions and provide updates. To help users trust emails from Diligent One Platform, set up a custom email sender so they recognize your company as the sender.

Key benefits

A custom email sender can have numerous benefits.

• Improved compliance and efficiency As awareness of phishing attacks has improved, general distrust of email has grown. Diligent One Platform notifications sometimes go unopened and recipients might report them as phishing attempts. This can have a variety of negative effects such as burdening your IT team with false positives, impeding audits, and reducing compliance and insight. A familiar name can help recipients recognize and trust an email.
• Improved communication You can use your custom email sender as a Reply-To address so email recipients can verify the legitimacy of an email or request more information.

Emails with a custom sender

Your custom email address appears in the From address and can also be used as the Reply-to address.

To indicate that the email was sent from a Diligent-controlled system, the Sender header is populated with the default Diligent One Platform sender address. This does not affect email deliverability.

Email services may display this information slightly differently, but in most cases, the From field in Diligent One Platform emails will look similar to the following examples:

• Microsoft Outlook example From: Diligent One Platform Notifications <notifications@diligentoneplatform.com> on behalf of Internal Audit
• Gmail example From: Internal Audit <internalaudit@example.com>

Unsupported apps

The following Diligent One Platform apps do not support the custom sender feature:

• Community

• Diligent ESG

• Diligent Equity

• Policy Manager

• Reports

Set up a custom email sender

As a System Admins, you can set up the following types of custom email senders:

• DMARC compliant

• Classic

Configure DMARC-compliant email sender

Domain-based Message Authentication, Reporting and Conformance (DMARC) compliance ensures that notification emails are sent from verified domains, enhancing email authenticity and deliverability.

1. Open the Launchpad home page (www.diligentoneplatform.com).

   Note

   Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

   Note

   If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.

2. From the left navigation, select Platform Settings.

   The left navigation displays the different platform settings options.

3. Under Organization management, select Notification settings.
4. On the Notification settings page, select the Define settings button next to Custom email sender.
5. On the Custom email sender page, select the Configure button next to DMARC-compliant sender.
6. On the configuration page, do the following:
   1. In the Domain field, enter the domain name. For example, diligent.com.
   2. Select Generate DNS records.

      The list of DNS records required to authorize Diligent One Platform to send emails from the domain is displayed.

      Note

      If the domain is verified by other organizations, some records are displayed as verified. The TXT type record is unique to each organization and is used as an organization verification mechanism.

   3. Select the Download CSV button to save the list.

   4. Upload the records to your domain provider.

      It might take up to 72 hours for the changes to be visible on the Diligent One Platform systems.

   5. On the configuration page, after the domain and records are verified, in the Email profile setup section, enter the details as described in the following table:

      Field	Description
      Sender name	Enter a custom name.
      Email address	Add the email address. the domain name is already displayed at the end of the field.
      Use this email as the reply-to address	Select this checkbox if you want the custom sender as the reply-to address.

   6. Select Enable.

Configure classic email sender

1. Open the Launchpad home page (www.diligentoneplatform.com).

   Note

   Diligent One Platform also supports the domain www.highbond.com. For more information, see Supported domains.

   Note

   If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.

2. From the left navigation, select Platform Settings.

   The left navigation displays the different platform settings options.

3. Under Organization management, select Notification settings.
4. On the Notification settings page, select the Define settings button next to Custom email sender.
5. On the Custom email sender page, select the Configure button next to Classic sender.
6. On the Email sender page, enter the details as described in the following table:

   Field	Description
   Email address name	Enter the sender's name.
   Email address	Enter the sender's email address.
   Use this email as the reply-to address	Select this checkbox if you want the custom sender as the reply-to address.
   Enable custom email address	Select this checkbox.
   Email header preview	Preview the email header sample to ensure it looks correct.

7. Select Save changes.

Disable a custom email sender

You can disable a custom email sender if you prefer to use Diligent One Platform's default email address.

Disable a DMARC-compliant sender configuration

1. Navigate to the configuration page where you enabled the DMARC-compliant sender.

2. Select the Disable button that appears at the end of the form.

   All Diligent One Platform emails now come from notifications@highbond.com.

Disable a classic sender configuration

1. On the Email sender page, clear the Enable custom email address checkbox.
2. Select Save changes.

   All Diligent One Platform emails now come from notifications@highbond.com.

Delete a DMARC-compliant sender configuration

If you want to unregister a DMARC-compliant domain, you can delete the configuration.

1. Navigate to the configuration page where you enabled the DMARC-compliant sender.

2. On the top right corner of the page, select Delete configuration.

3. In the confirmation dialog box, select Confirm deletion.