By default, when anyone sends an email to your Atomicwork workspace, a new request is created and the sender is automatically added as an employee. To improve security and prevent spam, you can restrict email access by configuring trusted email domains and defining fallback behaviors for unrecognized senders.
Please note that this is only for email addresses that are not already present in Atomicwork.
Configuring trusted domains and fallbacks
Follow these steps to set up email domain access for your organization:
Navigate to Settings > Security > Email domain access. In the default state, no trusted domains are listed, and all new email senders are automatically added as employees. You must add at least one trusted domain before you can configure fallback behaviors.
Begin by typing a domain into the Trusted email domains field and press Enter. Once a trusted domain is added, a new section will appear below it, allowing you to define what happens when someone sends an email from a domain that is not on your trusted list. By default, this fallback is set to Add as a guest.
You can continue adding multiple trusted domains as needed. To change how the system handles emails from non-trusted domains, click the dropdown menu in the Everyone else section. Here, you can choose between Add as a guest (recommended) or Ignore email.
Understanding fallback behaviors
When an email arrives from a domain that is not on your trusted list, Atomicwork will process it based on your selected fallback behavior:
Add as a guest: The sender is added to your workspace as a guest user, and their request is created successfully. This is useful if you work with external vendors or contractors.
Ignore email: The email is silently dropped. No user account is created, and the request will not be logged in the system (including audit trails). This option is ideal for blocking spam or unauthorized access attempts.