This guide provides information to show how to create and manage Riva Dynamic Distribution List policies.

Transcription

1 Riva Enterprise Edition Secure Distribution List Guide This Guide Welcome to Riva Managed Applications Dynamic Distribution Lists, a policy-driven method of creating dynamically populated GroupWise distribution lists. This guide provides information to show how to create and manage Riva Dynamic Distribution List policies. The Riva Secure Distribution List application makes use of the Riva platform which must be installed and configured. Please refer to the following Riva documents for installation, configuration and licensing instructions: Riva Setup and Configuration Guide for instructions to install the Riva platform application and to run the Connection wizards to create the necessary system connectors. Riva Licensing Guide for information on how to request trial or full licences for Riva, and instructions on how to install the license files. Revised: February 2, Omni Technology Solutions Inc. Page 1 of 20

2 Table of Contents Riva Managed Applications Secure Distribution List Policies... 3 How Riva Secure Distribution List Policies Work... 3 Creating Secure Distribution List Policies for GroupWise Users Only... 3 Include External Addresses in the Policy To create a SMTP Connection To add the SMTP Connection and the CSV file to the list of approved recipients How to Execute the Riva Secure Distribution List Policy How to Create Multiple Riva Secure Distribution List Policies Policy management Tasks Explained Making Changes to an Existing Secure Distribution List Policy Restarting the Riva Event Monitor Service How to Apply Replacement Licences for Riva Distribution List Policy How to Apply Additional Licences to Riva Secure Distribution List Policy How to Update Riva Running Secure Distribution List Policies How to Temporarily Disable Secure Distribution List Policies How to Uninstall Riva and Remove the Riva Event Monitor Service How to Move the Riva Installation and Reinstall the Riva Event Monitor Service Best Practices for Secure Distribution List Policies Support for Riva Reporting a technical Issue Upgrade and Maintenance Support Agreements Free Support Contacting Support Online Support Revised: February 2, Omni Technology Solutions Inc. Page 2 of 20

3 Riva Managed Applications - Secure Distribution List Policies How Riva Secure Distribution List Policies Work The Riva Secure Distribution Lists application allows you to configure which accounts are authorised to send s to secure GroupWise distribution lists, manage distribution list membership visibility and include external addresses in your system distribution lists. Secure Distribution Lists allows administrators to include external addresses in GroupWise distribution lists by supporting CSV text files or links to thirdparty applications, CRMs and database queries. Riva's Secure Distribution Lists uses Riva's Event Monitor service to "intercept" and process s based on the SDL access control and distribution policy. SDL confirms whether the sender is an authorised sender before recreating and distributing the to the secured distribution list members. Creating Secure Distribution List Policies for GroupWise Users Only To create a Secure Distribution List policy that uses GroupWise accounts only: 1. In the Policies page under Applications, click the Secure Distribution Lists link. 2. Provide a short name and description for the policy. 3. In ConsoleOne or imanager, create a Distribution List object that will be used by this policy (e.g. cn=sdl-sales,ou= Sales,ou=users users,o=omni,o=omni). If this policy will be ing to addressees external to the GroupWise system, then ensure that an address is assigned to this Distribution List. 4. In ConsoleOne or imanager create an edirectory user with a GroupWise account (e.g. cn=sdl-monitor,ou=users,o=omni Monitor,ou=users,o=omni), This user will be used by the Riva Service Monitor to monitor s sent to the Distribution List created in step 3. Assign this user as a member of the Distribution List created in step For Distribution List: click the select >> link, browse and select the Distribution List object created in step 3, to be assigned to this policy. Click Ok >>. 6. For Monitored Account click the select >> link, browse and select the user object that was created and added as a member to the Distribution List in step 4. Click Ok >>. Revised: February 2, Omni Technology Solutions Inc. Page 3 of 20

4 7. Under the Configuration tab, add the following information: a. Display Name use the name that will be displayed in the From field of the from Riva, e.g. Riva SDL Sales will display as Riva SDL Sales. b. Address use the address configured in ConsoleOne of imanager for the Distribution List added under the General tab. You can verify this in ConsoleOne by looking at the Internet Addressing properties and the Address in the GroupWise Identification details page of the Distrbution List object. 8. Under the Access Control tab check the Sender Access Control List checkbox. 9. To add authorized senders: a. Click add >>, and select either the Tree, Domain or Post Office object in the Choose Connection window and click Ok >>. b. In the Browser window navigate and select the desired accounts (or groups, containers) or the GroupWise accounts, resource accounts or external entity accounts and click Ok >>. Revised: February 2, Omni Technology Solutions Inc. Page 4 of 20

5 c. You can also select a CSV file. Click add >>. In the Choose Connection window, highlight Csv Files and click Ok >>. Select the desired CSV file and click Open. That will place the path of the selected CSV file into the authorized senders list. Revised: February 2, Omni Technology Solutions Inc. Page 5 of 20

6 10. To enable the Riva policy to send a violation notification to a manager, check Send the account manager(s) a notification of violation which will open an edit window to complete. If you check Attach the violating message a copy of the originator s will be attached to the notification To enable the Riva policy to send a violation notification to a manager, check Send the violator a notification n message which will open an edit window to complete. If you check Attach the violating message a copy of the originator s will be attached to the notification . Revised: February 2, Omni Technology Solutions Inc. Page 6 of 20

7 12. Under the Recipients tab, click the add >> link and choose the applicable connection: If an edirectory tree object is selected, normal users, groups and containers can be added as recipients. If a GroupWise domain or post office connection is selected, GroupWise accounts, resource accounts and external entity accounts can be selected. Revised: February 2, Omni Technology Solutions Inc. Page 7 of 20

8 13. Under the Recipient Options tab select the desired a. Standard Standard - Works like the normal/default/standard distribution mode for a Distribution List. b. MailingList Standard - Works like the normal/default/standard distribution mode for a Mailing List. c. Newsletter Individualizes the recipients list like a Newsletter. d. Advanced gives you the option to manually set the preferred recipient options. Revised: February 2, Omni Technology Solutions Inc. Page 8 of 20

9 14. Under From/reply To tab, you can set the Override From and and Reply To values. This can be used to hide the originator of the and set a custom reply to value. 15. Under the General tab, ensure that Resumable and Enabled are checked. This policy does note need to be scheduled. Resumable will ensure that if the policy is executing and is interrupted, it will restart execution once the connection. 16. Click Save >> to save the policy. The first time you save your first Secure Distribution List policy, Riva will prompt you to install and start the Riva Event Monitor which is a service that monitors for s sent to the secure distribution list specified in the Distribution List under the General tab. Revised: February 2, Omni Technology Solutions Inc. Page 9 of 20

10 Select Yes Include External Addressees in the Policy It is possible to include external addressees by using a CSV file. To enable this, you must first create a SMTP connection to identify the GWIA or to identify some other smtp or smtp-referral service. After, you identify the SMTP connection in the policy you add the CSV file to the list of authorized recipients. To create a SMTP connection: 1. Under Setup, click on the SMTP Connection link. 2. Under the General tab provide a name for the connection. No other fields need to be completed unless the smtp or smtp-referral connection requires authentication. 3. Under Connection Targets highlight Add New Target Revised: February 2, Omni Technology Solutions Inc. Page 10 of 20

11 a. Type: - Select smtp or smtp-referral b. Host: - Add the IP address of the GWIA server or smtp or smtp-referral server c. Port - Add 25 (if using non-ssl) or 465 (if using SSL) d. Check the Use SSL option if the connection uses SSL e. Click Update to create the connection target. 4. Click on Test the connection target to confirm the target is configured correctly. 5. Under the Options tab specify a Smtp Work Path: and the Server Hostname of the smtp or smtpreferral server. You will need to manually create this folder in the specified path. Revised: February 2, Omni Technology Solutions Inc. Page 11 of 20

12 6. Click Save >> to save the connection. Revised: February 2, Omni Technology Solutions Inc. Page 12 of 20

13 To add the SMTP Connection and the CSV file to list of approved recipients: 1. In Riva, under the Policies tab, open the desired Secure Distribution List policy. 2. Under the Configuration tab click the Select >> for the SMTP Connection, select the SMTP connection just created and click OK >>. This should add the desired SMTP connection. 3. Under the Policies tab open the Secure Distribution List policy. 4. Click add >> and select Csv Files and click Ok >>. 5. Create a CSV file that includes a header line and the record lines for each addressee: DisplayName, Address Gordon Welling,gordw@omni-ts.com Lance Perro,lancep@omni-ts.com Teruel Carrasco,teruelc@omni-ts.com Revised: February 2, Omni Technology Solutions Inc. Page 13 of 20

14 6. In the Open window select the desired CSV file and click Open pen. 7. Click Save >> to save the policy changes. Revised: February 2, Omni Technology Solutions Inc. Page 14 of 20

15 8. Select Yes to restart the Riva_Service_Monitor. How to Execute the Riva Secure Distribution List Policy There is no executing a Riva Secure Distribution List policy. Once configured, the Riva Event Monitor service will constantly listen for s sent to the Secure Distribution List assigned to the policy. How to Create Multiple Riva Secure Distribution List Policies The Riva Event Monitor service can handle monitoring and servicing s sent to multiple Secure Distribution List policies. There are some best practices for creating multiple policies: Create and assign a unique GroupWise Distribution List for each Secure Distribution List policy. Create and assign a unique edirectory/groupwise account to act as the monitor account for each Secure Distribution List policy. Create and assign one or more unique edirectory Groups for approved senders (under the Access Control tab) for each Secure Distribution List policy. Create and assign one or more unique edirectory Groups for approved recipients (under the Recipients tab) for each Secure Distribution List policy. Revised: February 2, Omni Technology Solutions Inc. Page 15 of 20

16 Policy Management Tasks Explained Making Changes to an Existing Secure Distribution List Policy Certain key factors should be kept in mind when making changes to an existing Riva CRM synchronization policy: Changes made to an existing Secure Distribution List policy will not be applied unless the Riva Event Monitor service is restarted. Restarting this service loads the new policy into memory on the hosting computer or server. Adding or removing accounts and/or CSV files to the policy will not be applied unless the Riva Event Monitor service is restarted. Restarting this service loads the new policy into memory on the hosting computer or server. Restarting the Riva Event Monitor Service There are three ways to restart the Riva Event Monitor service: Make a change to an existing Secure Distribution List policy. When the policy is saved, answer Yes to restart the service. Use Microsoft MMC Services console to stop and start the service. Revised: February 2, Omni Technology Solutions Inc. Page 16 of 20

17 From a command prompt type: o net stop Omni Riva (Event ( Monitor)(new) to stop the service o net start Omni Riva (Event Monitor)(new) to start the service How to Apply Replacement Licences for Riva Secure Distribution List Policy Riva uses cumulative license files. That means that two or more.license files can be saved into the \Licenses folder and Riva will load all licences into memory when it starts. Riva will not be able to perform a Check for Updates if there is an expired licence in the \Licenses folder. Riva might also encounter difficulties when Trial and Full.license files for the same policy are stored in the \Licenses folder. 1. Use the steps included in the that provides any replacement license. How to Apply Additional Licences to Riva Secure Distribution List Policy If you are adding new or additional.license files to increase existing license counts and license another Riva module, use this procedure to update the license files: 1. Unload the Riva application and stop the Riva Event Monitor service. 2. Save new or additional.license files in to the \Licenses folder. 3. Start the Riva application and the Riva Event Monitor service. How to Update Riva Running Secure Distribution List Policies ies Updates to Riva can include updates to the Riva Event Monitor service. If you are licensed for Riva Secure Distribution List and select the Check for Updates option, and if a new version is available, you will be prompted to download the update. If you select Yes, Riva will automatically: 1. Download the update to the computer hosting Riva. 2. Stop the Riva Event Monitor service if it is running. 3. Uninstall the service. 4. Apply the update. 5. Advise that Riva has been updated and require that it be restarted. 6. It is recommended that both the Riva application (interface) and the Riva Event Monitor service restarted. How to Temporarily T Disable Secure Distribution List Policies To disable all Secure Distribution Lists, stop the Riva Event Monitor service. To disable a specific policy, disable the specific Secure Distribution Policy. How to Uninstall Riva and Remove the Riva Event Monitor Service There is no uninstaller for Riva. Uninstalling Riva requires disabling the Secure Distribution List policies, stopping and removing the Riva Event Monitor service, and deleting the Riva installation directories. Revised: February 2, Omni Technology Solutions Inc. Page 17 of 20

18 To completely remove Riva and Secure Distribution List Policies: 1. Stop the Riva Event Monitor service. This can be done by stopping the service in Services using Microsoft Management Console (MMC), or by using the net stop command. 2. Uninstall the Riva Event Monitor service by typing the Omni.Riva.Monitor Monitor.exe uninstall from the active application folder in the Riva installation in a command prompt window. 3. Close the Riva application. 4. (Optional) If Riva is going to be installed on a different Windows system, you will want to save a copy of the Riva installation folder structure and all files. 5. Delete the Riva installation folder structure and delete all Riva related icon shortcuts and menu selections manually created. How to Move the Riva Installation and Reinstall the Riva Event Monitor Service There is no uninstaller for Riva. Uninstalling Riva requires disabling the Secure Distribution List policies, stopping and removing the Riva Event Monitor service, and deleting the Riva installation directories. To completely move Riva and Secure Distribution List Policies: 1. On the current PC running Riva stop the Riva Event Monitor Service and close the Riva application. 2. Copy the entire Riva installation directory from the current PC to the PC that will run Riva (referred to as the new PC ). 3. On the new PC, save the copy of the Riva installation directory from the current PC (step 1). Make a short cut for the Riva.exe application to the desktop. 4. Start the Riva application. 5. Open a Secure Distribution List policy and then save it. Riva will prompt you to install the Riva Event Monitor service. Select Yes. 6. Completely uninstall Riva from the current PC (step 1). Best Practices for Secure Distribution List Policies Here are recommended best practices: Before implementing Secure Distribution List policies, create a master list of all edirectory groups and GroupWise Distribution Lists that will be assigned to Secure Distribtuion List policies. Test, test, and test. When creating a new policy, use a sample group as the source and a test distribution list as the destination to ensure that the membership lists are working as desired. Once the policy is confirmed, the destination objects can be changed to identify the desired set of users. Create the edirectory Groups, Distribution Lists and monitor accounts in the same container as the recipient users to ensure ease of management. If edirectory templates are used to create user accounts, add Secure Distribution List sender and recipient groups to the appropriate edirectory templates. This ensures that new users will be automatically assigned to secure distribution lists the next time the Secure Distribution List policy is restarted. If edirectory templates are used to create user accounts, and if LDAP Query Filters are being used in these policies, ensure that the attribute being queried (e.g. Department ) is being populated by the edirectory template. Revised: February 2, Omni Technology Solutions Inc. Page 18 of 20

19 Support for Riva Reporting a Technical Issue Riva includes a Submit Issue Report feature in the program. If you experience a problem with the application, click the Submit Issue Report link and complete the form. Please ensure that you include the correct contact information. Once the OK button is clicked, Riva will send this issue and a copy of the application logs to our technical support team.. Upgrade and Maintenance Support Agreements Customers who have current upgrade and maintenance support contracts are eligible to receive full and telephone support Monday to Friday between 9:00 a.m. and 5:00 p.m. Mountain Time. Limited support may be available during extended hours. and telephone support is also available to customers who are evaluating Riva. 365x7x24 support is available for optional purchase. Free Support port Free support is limited to information available from our support forum, our web site and information contained in the user manual. Telephone and support for customers who do not have a current support contract can be provided on a fee per incident or fee per hour basis, whichever is greater. Revised: February 2, Omni Technology Solutions Inc. Page 19 of 20

20 Contacting Support You can contact support using the following methods. Please include as many details as possible when requesting support: Use the Contact Us link in the top right corner of any page of our website and complete the online form or go to /contact-us.html. Call or fax us: Phone: Fax: Online Resources Online resources for Riva include: Product Documentation: Go to select Support, follow the link for Documentation and select Messaging Documentation Riva Flash Tutorials: will be added to /quicktours Support Forum: Go to /Forum and: o Select the Riva for GroupWise ~ Installing, Using, Support forum o Riva Tips available at /forum/post page-1.html is a collection of forum articles to provide troubleshooting and advanced management steps Product FAQ: Go to /integration and select Frequently Asked Questions Revised: February 2, Omni Technology Solutions Inc. Page 20 of 20