Configure DNS for Intake Email

Author: danciaclara

mint.json

@@ -90,6 +90,7 @@
             ]
         },
         "self-hosting/govern/communication",
+        "self-hosting/govern/configure-dns-email-service",
         "self-hosting/govern/database-and-storage",
         "self-hosting/govern/custom-domain",
         "self-hosting/govern/private-bucket",

self-hosting/govern/communication.mdx

@@ -1,6 +1,6 @@
 ---
-title : Email notifications
-sidebarTitle: Email
+title : Configure SMTP for email notifications
+sidebarTitle: SMTP for Email
 description: Either during your set-up or sometime later, you will want to set SMTP settings to let your users get emails to reset passwords, onboard themselves right, and get notifications for changes, and receive exports of your data.
 ---
 

self-hosting/govern/configure-dns-email-service.mdx

@@ -0,0 +1,95 @@
+---
+title: Configure DNS for Intake Email
+sidebarTitle: DNS for Intake Email
+description: Configure DNS records to enable automatic conversion of incoming emails into work items in your project's Intake section.
+---
+
+You will need to set up DNS records to allow your domain to receive incoming [Intake Emails](https://docs.plane.so/intake/intake-email). These configurations enable your server to accept messages sent to your project's dedicated Intake address, which are then  converted into work items in your project's Intake section.
+
+The instructions below will help you establish the required DNS records to properly receive and process emails for your Plane instance.
+
+## Configure DNS records
+
+1. **Create an A Record**  
+This record points to the server running your email service.
+
+    ```bash
+    Type: A
+    Host: <host-domain>           # Example: plane.example.com
+    Value: <public-ip-address>    # Your server's public IP address
+    TTL: Auto | 3600
+    ``` 
+
+    <Note> 
+    You can alternatively use a CNAME record if you're using a cloud load balancer.
+    </Note>
+
+2. **Add an MX Record**  
+This record directs email traffic to your mail server.
+    ```bash
+    Type: MX
+    Host: <mail-domain>           # Example: intake.example.com
+    Value: <host-domain>          # Same as your A record host
+    Priority: 10
+    TTL: Auto | 3600
+    ```
+
+3. **Configure an SPF Record**  
+This record helps prevent email spoofing.
+
+    ```bash
+    Type: TXT
+    Host: <mail-domain>           # Example: intake.example.com
+    Value: "v=spf1 ip4:<A-record-ip-host-domain> -all"
+    TTL: Auto | 3600
+    ``` 
+4. **Set Up a DMARC record**  
+This record specifies how receiving mail servers should handle authentication failures.
+
+    ```bash
+    Type: TXT
+    Host: _dmarc.<mail-domain>    # Example: _dmarc.intake.example.com
+    Value: "v=DMARC1; p=reject; rua=mailto:<valid-email-addr>"
+    TTL: Auto | 3600
+    ```
+## Verify your configuration
+After setting up your DNS records, verify that they're correctly configured:
+
+    ```bash
+    # Verify A record
+    dig A <mail-domain>
+
+    # Verify MX record
+    dig MX <mail-domain>
+
+    # Verify SPF record
+    dig TXT <mail-domain>
+
+    # Verify DMARC record
+    dig TXT _dmarc.<mail-domain>
+    ```
+
+    You can also use [MXToolbox](https://mxtoolbox.com) to check for any issues with your DNS configuration.
+
+## Test your mail server
+Once your DNS records have propagated, test your SMTP connections:
+
+    ```bash
+    # Test SMTP connection on standard ports
+    telnet <host-domain> 25
+    telnet <host-domain> 465
+    telnet <host-domain> 587
+    ```
+
+## Troubleshooting
+
+- MX Record issues
+
+    - Ensure there's a proper dot at the end of the domain.
+    - Check that the priority number is correct (lower = higher priority).
+    - Allow 24-48 hours for DNS changes to fully propagate.
+
+- A Record issues
+
+    - Verify that the IP address is correct.
+    - Ensure your mail subdomain matches the MX record.