Domain management

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This article will cover how to verify ownership of a domain and which advanced workspace security settings it will unlock for Enterprise customers 🧷

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What is domain verification?

Domain refers to the email address domain associated with a Notion account. Domain verification allows Admins of a workspace to claim ownership over a domain, which will unlock domain management settings.

Prerequisites for domain verification with Notion

  • Workspace must be on the Enterprise plan

  • You must be an Admin of your workspace

Benefits of Domain Verification

  • You can configure SAML SSO for your workspace

  • You can customize who can create workspaces

  • You can build Notion integrations using Link Previews

In the workspace settings, navigate to the Identity & Provisioning tab and complete the following steps to verify your domain.

  • Within the Domain Management section, click the Add domain button.

  • Type in the domain that you wish to verify and click the Next button. The domain will be added to the list of your verified domains in a pending verification (designated with the color gray).

  • Update the DNS record by following the instructions in the Verification Modal.

Note: Typically, a change in the DNS record takes only minutes to propagate; however, there are cases where it may take up to 72 hours.

  • After updating the DNS record, Click Verify to notify Notion to check your DNS record.

Note: You must verify a domain within 1 week of adding the domain. After a week, the verification code expires and the domain needs to be re-added from within the Identity & Provisioning tab.

  • Once verification is complete, you’ll receive a confirmation email and the domain will be displayed in green.

If you’re building an integration with Notion, like Link Previews, you’ll need to verify your domain in the integration management page (this action will not take place in Notion).

You can find the full instructions in our Developer Guides →

Prerequisites for customizing workspace creation permissions

Customize permissions for workspace creation using your domain(s)

You can customize permissions for who can create new workspaces using your verified domain(s).

Use the dropdown to switch between the following options:

  • Select Anyone to allow any user with your verified domain to create a new workspace.

  • Select Workspace admins to prevent users with your verified domain from creating new workspaces, unless they’re a Admin of the current workspace.

Note: The default setting for workspace creation permissions once a domain is verified is Workspace admins only.

Once a domain is verified, workspace owners on the Enterprise plan can transfer, delete, or claim ownership over non-Enterprise workspaces created by users with their verified domain.

Prerequisites for viewing claimable workspaces

  • You must be a workspace owner on the Enterprise plan

  • Verified domain is a non-educational domain

What workspaces are eligible?

  • Personal/Personal Pro workspace

    • The workspace creator’s email belongs to the verified corporate domain

  • Team/Team Trial workspace

    • The workspace creator’s email

      contains

      belongs to the verified corporate domain (the creator does not need to be a current member of the space)

    • At least one current workspace owner (either the creator or someone else) is using the verified corporate email address

  • Workspace is not on the Enterprise plan

Once a workspace owner verifies a domain, an automated email will be sent to all users with that domain who have created a workspace, notifying them that their workspaces are eligible to be claimed.

During this 14 day notification period, workspace owners can only request ownership transfers on Personal workspaces. They will be unable to delete Personal workspaces or claim Team workspaces.

After a domain is verified, users who create new workspaces with a verified domain will be notified upon creation that their workspace is eligible to be claimed.

Once a domain is verified, Enterprise workspace owners can view all non-enterprise workspaces created by users with their verified domain. This view can be found in your workspace security settings in the Identity & provisioning tab under the Domain management section.

[INSERT SCREENSHOT]

For each workspace, this view includes:

  • Workspace name

  • Plan type

  • Number of members

  • Workspace owners

  • Created at

  • Created by

Workspace owners can take the following actions on their claimable workspaces:

  1. Request ownership transfer on Personal workspaces

  2. Delete Personal workspaces

  3. Claim Team workspaces

With domain management, workspace owners on the Enterprise plan can request an ownership transfer on Personal workspaces using a verified domain to a non-corporate email address. This is especially helpful when users created a workspace using a corporate email address, but use the workspace primarily for personal projects.

Workspace owners need to initiate the transfer request in the workspace security settings. In the workspace settings, navigate to the Identity & Provisioning tab and Browse Workspace in the Domain management section. From the claimable workspace view, complete the following steps:

  1. Select the Personal workspace that you would like to transfer.

  2. In the ••• menu, select Require Account Transfer.

  3. Provide a contact email for questions from users about the request and confirm the action.

In the view, the workspace will enter a pending state.

When the transfer request is submitted, an email notification will be sent to the workspace owner of the selected workspace and the user will not be able to access their workspace until they have completed the remaining transfer steps as follows:

  1. Log into the workspace

  2. Follow the instructions and change email address associated with the account to a non-corporate email address

  3. A verification code will be sent to the email address to confirm the user’s ownership of the account. Enter this verification code in the workspace.

  4. An automated email will be sent once the transfer is complete

Prerequisites for transferring a workspace

  • You must be a workspace owner on the Enterprise plan

  • Workspace to be transferred must be on a Personal plan

With domain management, workspace owners can more easily govern how a verified domain is used and where related projects are stored on Notion. When an employee leaves a company, workspace owners can delete their workspaces on the Personal plan to cleanup old content while remaining compliant.

In the workspace settings, navigate to the Identity & provisioning tab and Browse workspaces in the Domain management section. From the claimable workspace view, complete the following steps:

  1. Select the Personal workspace that you would like to delete.

  2. In the ... menu, select Delete this workspace.

  3. Provide a contact email for questions from users about the request and confirm the action.

In the view, the workspace will enter a pending state. Workspace owners will have 30 days to restore the workspace if needed. After 30 days, the workspace will be permanently deleted automatically.

When a workspace is deleted, an email notification will be sent to the workspace owner of the selected workspace to notify them of the request for deletion.

If you receive an email notification about a workspace that has been deleted that should have been transferred to an external (non-corporate) account instead, please reach out to your respective workspace owner directly to restore your workspace.

Note: Workspace owners have 30 days to restore workspaces after deletion.

If you need the contact information for your workspace owner, you can reach out to Notion support (team@makenotion.com). Only workspace owners can restore deleted workspaces. Notion Support cannot override workspace owner actions to restore deleted workspaces.

Prerequisites for deleting a workspace

  • You must be a workspace owner on the Enterprise plan

  • The domain was verified at least 14 days ago

  • Workspace to be deleted is on a Personal plan and is up to date on billing

With domain management, workspace owners can establish authorized workspaces for employees to collaborate by claiming ownership over eligible Team workspaces.

Note: If you’re on the Enterprise plan with quarterly true-ups, please work with your dedicated Account Management team to claim workspaces and bring them under your Enterprise License.

In the workspace security settings, navigate to the Identity & provisioning tab and Browse workspaces in the Domain management section. From the claimable workspaces view, complete the following steps:

  1. Select the Team workspace that you would like to claim ownership of

  2. Verify payment information (only credit card payments are supported)

  3. Review and accept the billing implications of claiming the workspace

When the claim of ownership is processed:

  • Claimed workspace will be upgraded to the Enterprise plan

  • Workspace owner that claimed the workspace will become the only workspace owner

  • Previous workspace owners are downgraded to members (workspace owners can re-assign roles and permissions as necessary)

Prerequisites for claiming a workspace

  • You must be a workspace owner on the Enterprise plan

  • The domain was verified at least 14 days ago

  • Workspace is either on a Team plan or Team Trial

    • The workspace creator’s email belongs to the verified corporate domain (the creator does not need to be a current member of the space)

    • At least one current workspace owner (either the creator or someone else) is using the verified corporate email address

  • Workspace is not on the Enterprise plan

Benefits of claiming a workspace

  • Standardize billing across Notion workspaces (all workspaces will be invoiced separately)

  • Configure Enterprise workspace security settings to be in compliance with your company policies

  • Regulate the roles and responsibilities for the workspace (workspace owner, membership admin, member)


FAQs

How do I know if domain ownership verification is complete?

If domain ownership verification is complete, the verified domain will appear in a green color scheme.

My domain is displayed in red. What does this mean?

If the domain is displayed in red that means that either the domain ownership has already been verified in another workspace or the Notion-provided verification code has expired (it expires after 1 week).

To verify the domain, please restart the verification process from the beginning.

My domain is displayed in grey. What does this mean?

If the domain is displayed in grey, that means it’s pending validation. You need to either complete the instructions to update the DNS record or click Verify in the Verification modal.

I verified my domain in the past with the help of the Notion Support team. What will my workspace creation permissions be?

If you verified your domain before the functionality to customize permissions for workspace creation was supported, your setting will remain as Anyone can create a workspace using your verified domain(s).

Why would I want to verify more than one domain?

If you own multiple domains – e.g. acme.com and example.com – and you plan to use SAML SSO to manage users from these domains or customize their permissions to create new workspaces, you might want to verify multiple domains.

Who is restricted from creating a workspace when the setting is Only Workspace Owners?

Users from your verified domain will be restricted from creating new workspaces. Only workspace owners of the workspace where the domains have been verified, will be able to create workspaces.

Where can I find a list of workspaces that have already been created using my verified domain?

This view is not yet supported. Stay tuned!

Why is Notion updating legal terms for domain management?

What can workspace owners do with domain management?

In the future, we will introduce new domain management features that help Workspace owners better control and secure their workspaces.

One planned feature gives enterprise plan Workspace owners the ability to view the list of workspaces that have been created using their verified domain. For example, a Workspace owner who has verified ownership of the domain notion.so would be able to view workspaces that have been created using an email of that corporate domain and, in some cases, initiate a transfer of those workspaces into an authorized enterprise plan.

What is visible to workspace owners with domain management?

Owners of a domain will be able to see a list of workspaces that were created using the corporate domain, including information such as the list of workspace owners, number of members, and created date. They will not be able to see the content within the workspace.

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