What is the common error when the 'id' in the TXT record does not match the policy file?

When you're working with various online services, you'll often be asked to verify ownership of your domain. A common way this is done is by adding a specific TXT record to your domain's DNS settings. This method is used for everything from securing SSL certificates to configuring Single Sign-On (SSO) systems. The service provides you with a unique value, or 'id', to place in the record. The service then checks your DNS for a TXT record containing this exact id. If it finds it, you're verified. But what happens when it doesn't?

The core of the problem is a validation failure. The service's system queries your domain's DNS for a TXT record, expects to find a specific string (the 'id'), and compares it to the value it has on file for your account. If the 'id' in the public TXT record doesn't perfectly match the one in its policy file, the check fails. This is a strict, automated process; there's no room for partial matches or slight differences. The result is that the service cannot confirm you control the domain, and whatever process you were trying to complete will be blocked.

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An error message indicating the 'id' in your TXT record doesn't match the policy file can be frustrating, but the cause is usually straightforward. It almost always comes down to an issue with how the DNS record has been published. As noted in Zendesk's support documentation, these errors are often caused by DNS records that are either unpublished or published incorrectly.

Cisco Duo says:

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Duo Single Sign-On requires that you verify control of the email domains users will be logging in with by adding a DNS TXT record to the email domain's authoritative DNS zone.

Let's break down the most common culprits:

• Typos or copy-paste errors. This is the most frequent reason. A single incorrect character, a leading or trailing space, or accidentally omitting part of the string when copying it from the service's instructions will cause the check to fail.
• DNS propagation delay. When you add or change a DNS record, it doesn't update across the internet instantly. It can take anywhere from a few minutes to 48 hours for the change to propagate worldwide. If the verification system queries a DNS server that hasn't received your update yet, it will see the old (or no) record and fail.
• Multiple conflicting TXT records. While a domain can have multiple TXT records, some services can get confused by them. This is a particularly common problem with SPF records. If a system is looking for a verification ID and finds multiple TXT records, it might read the wrong one. As noted by WP Mail SMTP, the solution is often to merge these records into a single entry.
• Incorrect record type. Sometimes, the record is accidentally created as the wrong type, such as a CNAME or A record, instead of a TXT record. The verification system is specifically looking for a TXT record and won't find the 'id' if it's in the wrong place.

Certify The Web - Support Community says:

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You have accidentally added the record as a TXT record instead of adding it as a CNAME. Delete the txt record in your dns records, then add the cname.

Fixing this error involves methodically checking each of the potential causes. Here’s a process you can follow to identify and correct the problem.

• Step 1: Double-check the record value. Go back to your DNS provider's control panel. Carefully compare the value in your TXT record with the one provided by the service. The best approach is to copy the value from the service again and paste it directly into the DNS record field to eliminate any chance of a typo.
• Step 2: Verify the record publicly. Don't just trust your DNS provider's dashboard. Use an external command-line tool like dig or nslookup to query the TXT record for your domain. For example: nslookup -q=TXT yourdomain.com. This shows you what the rest of the world sees and can help you spot if your changes haven't propagated or if there are multiple, unexpected records.
• Step 3: Confirm the hostname. Ensure the TXT record is on the correct host. Some services require it on the root domain (e.g., yourdomain.com), while others require it on a specific subdomain (e.g., _acme-challenge.yourdomain.com). Placing it on the wrong hostname is a common mistake.
• Step 4: Wait and retry. If you've confirmed the record is correct, the issue may simply be DNS propagation. Wait for an hour or so and then try the verification process again. Patience is often a key part of DNS troubleshooting.

Ultimately, an 'id' mismatch error is a signal that there's a disconnect between what a service expects and what your domain's DNS is publicly stating. By methodically checking for small errors and understanding the nature of DNS propagation, you can resolve the issue quickly and complete your domain verification.