Managing Domains in Smartsheet
Welcome back to the Smartsheet Platform Insights series! In this installment, we’ll discuss the importance of domains in Smartsheet and how they streamline operations for organizations using Enterprise plans. Whether you’re a system administrator or part of the IT department, understanding domain management is critical for ensuring optimal platform performance and security.
What are Domains in Smartsheet?
Domains are globally unique identifiers for organizations within Smartsheet. They are applicable across all regions and are particularly significant for organizations using Enterprise plans. Domains enable scalable user management and can support a centralized operational mode, making them a cornerstone of effective platform administration.
How to Claim and Validate a Domain
Claiming and validating a domain in Smartsheet is a straightforward process:
1. Add a DNS Record: Organizations add a specific record to their DNS (Domain Name System).
2. Verify Domain Setup: Smartsheet verifies the domain once the setup is complete.
This process typically takes only a few minutes for a skilled DNS administrator, making it quick and efficient.
Benefits of Domain Validation
Validating a domain unlocks several powerful features in Smartsheet:
1. Custom Email Domains
- Enables email communications, such as alerts, updates, and sharing actions, to be sent from your organization’s domain rather than a generic Smartsheet address.
- Improves deliverability and prevents emails from being flagged as spam by organizational systems.
2. Single Sign-On (SSO)
- Allows organizations to create a custom URL for user login.
- Supports seamless access via the organization’s SSO system, enhancing security and user convenience.
3. User Auto-Provisioning
- Automatically adds new users with the organization’s domain email addresses to a specific Enterprise plan.
- Consolidates individual free plans into a centralized Enterprise plan, simplifying user management.
4. Alternate Email Addresses
- Prevents the creation of duplicate accounts by allowing users to associate multiple email addresses with their primary profile.
- Redirects sharing actions to the user’s primary email, ensuring efficient collaboration.
Insights on Domains
- Setup Time: Domain validation and the activation of related features, such as SSO and custom email domains, typically take about an hour for an experienced DNS administrator.
- Unique Identifier: Domains serve as a definitive indicator of whether a user is internal or external to an organization, especially under Smartsheet’s User Subscription Model (USM).
- Exclusivity: A domain can only be claimed by one organization per region, ensuring clear ownership and preventing overlap.
Why Domains Matter
Domains are integral to managing users and ensuring secure, streamlined operations in Smartsheet. They:
- Centralize user management.
- Enhance security by integrating SSO and custom authentication policies.
- Simplify collaboration through features like alternate email address recognition.
Final Thoughts
Effective domain management is a vital best practice for any organization using Smartsheet’s Enterprise plan. By claiming and validating your domain, you unlock features that improve user experience, enhance security, and streamline operations.
Stay tuned for more insights in our Smartsheet Platform Insights series. Ready to optimize your Smartsheet operations? Complete the Platform Consulting Interest Form to connect with an expert today!
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