SMTP Relay Service Recommended

There are many security challenges to using your Google Workspace email credentials for SMTP authentication in DBA.   Our recommendation is to use an SMTP Relay Service.   You will be able to create a special SMTP user and password, avoiding the need to involve your personal email addresses and passwords in the email sending process.   


Setting up an SMTP Relay Service



Work Around - Setting up email with Google Workspace


If you choose to ignore our recommendation of an SMTP Relay Service, this article provides some tips on using DBA Email with Google Workspace.   These settings and screenshots are subject to change.



Knowledge Base Example

  • We created a Workspace account for the domain @mikeonmanufacturing.com
  • We will set up a SMTP relay service and validate your IP Address
  • We are using the username (info@mikeonmanufacturing.com) and password that is used to sign into Google Workspace.


Prerequisites

  • The server that DBA is installed on must use a Static IP Address.   This will help with your validation procedures.
  • You must setup Google Workspace and link your domain to your account

Recommended Practices

  • Use the SMTP Relay Server option for Gmail
  • Establish SPF and DKIM records for your domain to improve deliverability and security.   Contact your domain provider for specific instructions.



DBA User Email Settings


SMTP Authentication Policy - Use the Company Setup option


Company Email Address:  This must be in the same domain as your linked domain for Google Workspace


SMTP Server : smtp-relay.gmail.com


SMTP Port:  587


User Name:  Email address from the domain linked to your Google Workspace account


Password:  This is the password used to sign into Google Workspace for this email address.  Be very meticulous with the username and password and double check that you are able to sign into Google Workspace with those credentials.   The number one failure in the email routine is improper username/password credentials.


Allow users to override company email address for sending:  Check this if you would like your users to provide an alternate email address to your default company email address.   This email must be from the same verified domain.






Google Workspace Admin Tasks

Step 1: Set up SMTP relay in your Google Admin console


In the Admin console, go to Menu > Apps > Google Workspace > Gmail > Routing, and you can add and edit the SMTP relay service.


  1. Allowed Senders - Select "Only Addresses in my domains". All of the DBA emails that you set up should be for your domain that you have validated for use with Google Workspace. Do not choose the "Anny Addresses" option. We have had reports that the "Any Addresses" option causes validation errors.
  2. Authentication - Select "Require SMTP Authentication".  This options along with TLS Encryption will be used when the program uses the username email and password in Email User Setup.   You can optionally also select the "Only accept mail from the specified IP addresses if you have registered the static IP address of your Server where DBA resides.
  3. Encryption - Select the Require TLS encryption. You will also be checking the box in your User Email Settings in DBA for TLS encryption.



Step Two - Add IP Address to Allow lists in Gmail


In the Admin console, go to Menu > Apps > Google Workspace > Gmail > Spam, Phishing and Malware you can add the public IP address of the server with DBA installed.   


Gmail Help - Add IP Addresses to Allowlists in Gmail






Step Three - Setup Email Authentication for your Domain (SPF and DKIM)


It is important to set up email authentication policies for your domain.   Sender Policy Framework (SPF) is an email authentication that allows you to list all of the IP Addresses that are authorized to send email on behalf of your domain.  DomainKeys Indentified Mail (DKIM) is an authentication method that uses encryption to sign and verify your emails.   Both methods will require TXT entries against your DNS.       Follow your domain provider's instructions for setting up authentication.


Gmail Help - Setup Email Authentication for your Domain