3rd Party Mailer Requests

Audience: Email Security Administrators.

Purpose: Process and manage third-party mailer authorization requests.

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Overview

When university departments need to use external email services (marketing platforms, notification systems, etc.) to send email on behalf of TAMU domains, a 3rd Party Mailer request must be submitted and approved.

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Request Workflow

Step 1: Form Submission

User fills out the 3rd Party Mailer Request Form

Step 2: Automated Actions

The form submission triggers:

1. Google Sheet is updated
2. ServiceNow INC is created (opens in Brandon Tharp's name)
3. Email is sent to the customer

Step 3: Process the INC

1. Open the INC and assign to Cloud and Platform Security
2. Open the Google Sheet to the Info tab
3. Update manual fields:

Field	Description
INC Number	ServiceNow incident number
Status	Active, Pending, Expired, or Removed
Expiration Date	One year from approval date
Comments	Additional notes

Step 4: Approval Process

Document approval from required parties in the INC:

• Domain Owner
• Technical Representative
• Marketing Representative
• Cloud and Platform Security

Step 5: Implementation

Forward INC to Infoblox team for DNS implementation.

Step 6: Completion

Notify customer of completed request in INC.

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Expiration & Renewal

A Google Apps Script runs weekly to identify requests expiring in the next 30 days.

Renewal Process

1. Open the expiring requests email
2. Contact the requestor/domain owner to verify if request is still needed
3. If no longer needed, start removal process
4. If still needed, update the Google Sheet with new expiration date

Script Location

The Google Apps Scripts for these workflows are in the it-sec-google-app-scripts repository.

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Resources

Resource	Link
Request Form	Google Form
Tracking Sheet	Google Sheet
Automation Scripts	GitHub Repo