Using the Message Releasing Features of MailMarshal SMTP Technical White Paper October 15, 2003

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1 Contents Introduction... 1 Automatic Message Releasing Concepts...2 Server Configuration...3 Policy components...5 Array Support...7 Summary...8. Using the Message Releasing Features of MailMarshal SMTP Technical White Paper October 15, 2003 This document is a general guide to configuring the Automatic Message Releasing features of MailMarshal SMTP. Single server and Array configurations of MailMarshal SMTP are covered. This paper focuses on the configuration of Message Releasing for SPAM rules. The concepts used should assist in the configuration of Message Releasing for any message type that has been quarantined.. The Automatic Message Release function described in this paper is available in MailMarshal SMTP and later versions...

2 THIS DOCUMENT AND THE SOFTWARE DESCRIBED IN THIS DOCUMENT ARE FURNISHED UNDER AND ARE SUBJECT TO THE TERMS OF A LICENSE AGREEMENT OR A NON-DISCLOSURE AGREEMENT. EXCEPT AS EXPRESSLY SET FORTH IN SUCH LICENSE AGREEMENT OR NON-DISCLOSURE AGREEMENT, MARSHAL LIMITED PROVIDES THIS DOCUMENT AND THE SOFTWARE DESCRIBED IN THIS DOCUMENT "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. SOME STATES DO NOT ALLOW DISCLAIMERS OF EXPRESS OR IMPLIED WARRANTIES IN CERTAIN TRANSACTIONS; THEREFORE, THIS STATEMENT MAY NOT APPLY TO YOU. This document and the software described in this document may not be lent, sold, or given away without the prior written permission of Marshal Limited, except as otherwise permitted by law. Except as expressly set forth in such license agreement or non-disclosure agreement, no part of this document or the software described in this document may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, or otherwise, without the prior written consent of Marshal Limited. Some companies, names, and data in this document are used for illustration purposes and may not represent real companies, individuals, or data. This document could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein. These changes may be incorporated in new editions of this document. Marshal Limited may make improvements in or changes to the software described in this document at any time Marshal Limited, all rights reserved. U.S. Government Restricted Rights: If the software and documentation are being acquired by or on behalf of the U.S. Government or by a U.S. Government prime contractor or subcontractor (at any tier), in accordance with 48 C.F.R (for Department of Defense (DOD) acquisitions) and 48 C.F.R and (for non-dod acquisitions), the government s rights in the software and documentation, including its rights to use, modify, reproduce, release, perform, display or disclose the software or documentation, will be subject in all respects to the commercial license rights and restrictions provided in the license agreement. Check Point, FireWall-1, VPN-1, Provider-1, and SiteManager-1 are trademarks or registered trademarks of Check Point Software Technologies Ltd. Firewall Suite, MailMarshal, Security Reporting Center, and WebMarshal are trademarks or registered trademarks of Marshal Limited. All other company and product names mentioned are used only for identification purposes and may be trademarks or registered trademarks of their respective companies.

3 Introduction This paper provides an overview of how to configure the automatic message releasing feature available with MailMarshal SMTP (hereafter referred to as MailMarshal). The specific examples presented in the paper focus on how to configure the automatic message releasing feature for messages quarantined as Spam. The concepts described can be applied to any type of quarantined message. Depending on how you configure your policy, MailMarshal can allow either the sender or an intended recipient to release a message. In the examples only the intended recipients of Spam messages are allowed to release messages. Note that this facility allows end users of the system to release messages that were quarantined by the MailMarshal rules. This feature should be implemented with due care. Only messages that meet the policy restrictions of the organization should be made available for release by the end user. Target Audience For the purpose of this document it is assumed that the reader is familiar with MailMarshal. Preparation It is assumed that MailMarshal has been correctly installed in the environment, and verified to be functioning correctly. Ensure that you have performed adequate backups of all systems on which the changes are to be made before undertaking any of the steps suggested in this document. Using the Message Releasing Features of NetIQ MailMarshal SMTP 1

4 Automatic Message Releasing Concepts Automatic Message Releasing, as the concept is used in this paper, means configuring the gateway so that selected end users of the system are able to release quarantined messages. This configuration relieves network administrators of the burden of managing certain types of content. It can be used effectively when the users are trusted and the content is not dangerous. This document illustrates the use of Automatic Message Releasing functionality in the management of Spam. This is not necessarily the best way to manage Spam, but it is a way that many MailMarshal customers are choosing to manage their Spam. Generally, when a message is categorized as Spam by MailMarshal it will be quarantined in a folder. This paper describes the steps necessary to send a specially formatted notification to the intended recipient. If the user replies to this special message, MailMarshal will release the quarantined message to the user. 2 Technical White Paper

5 Server Configuration Dummy Local Domains The first step is to create a dummy local domain. The dummy domain will be used to ensure that the reply to a notification message is routed to the server that generated it and can act on it. Note This step is required in array installations. It is not strictly necessary when MailMarshal is installed as a single server. It is best practice to perform this step even in single server situations, to allow for easy migration to an array of servers. The dummy domain should match the computer name (as found in the Windows %COMPUTERNAME%) environment variable) of the server on which MailMarshal is installed. In an array environment, all servers should carry the dummy domain information for each server in the array. Set up the dummy domain for the local server as a POP3 domain. If MailMarshal is used in an array, set up the dummy domain for each other server in an array as a relay domain, using the respective IP addresses and computer names of each server. Using the Message Releasing Features of NetIQ MailMarshal SMTP 3

6 Note When using the array replication features of MailMarshal 5.5, exclude Local Domains from replication and set up the domains on each server. For more information on Arrays, see Chapter 20, Arrays in the MailMarshal SMTP User Guide. Message Template Create a notification template similar to the one illustrated below. The From: and To: address headers should exactly match the example. The body and subject can contain any information you feel is relevant. The variable {ReleaseProcessRemaining} must be contained in the body of the message. When the template is used, MailMarshal substitutes a unique authorization number that identifies the message to be released. 4 Technical White Paper

7 Policy Components Notification Rule Create a rule similar to the one illustrated below. This rule will trigger for anyone in the Authorized to Release Spam group where the message is categorized as Spam. When a message triggers this rule, the notification template created earlier will be sent to the original recipient(s), and the message will be quarantined into the Messages Available for Release folder. Note If this folder does not exist, create it from the selection dialog while creating the rule. Set the message retention period for this folder to match the policy stated in the notification template. Any further action depends on the user replying to the message. Using the Message Releasing Features of NetIQ MailMarshal SMTP 5

8 Release Rule The next rule to be created is the one that will process the release request messages. These messages are replies to the notification messages, sent by the original recipients. A release request will only be processed if it contains an appropriately encoded unique number. This rule will only apply to messages addressed to MessageRelease at the current host. Valid requests will be sent to this address because MailMarshal sets this as the Reply-To address when sending a notification. The rule will only apply to messages sent by members of the Authorized to Release Spam group. When this rule triggers, MailMarshal will run the Message Release external command, which decodes the unique number and releases the original message to the appropriate recipient. MailMarshal will also log a classification to the reporting database, so that reports on the messages released can be generated. Finally MailMarshal will delete the release request. 6 Technical White Paper

9 Array Support When an array of MailMarshal servers is configured, a notification message could originate from any server in the array. The release request (send by the end user as a reply to the notification) must reach the originating server in order to be processed. In some cases release replies may be routed correctly by DNS. However, if MailMarshal is configured in a load balanced array, load balancing could allocate the reply to any member of the array. In an array environment, to ensure that the release request will always be routed to the server that generated it, create a rule similar to the following example. This rule causes MailMarshal to attempt to release the message by running the Message Release command as a rule condition. If MailMarshal fails to release the message, then it will BCC the message to the originally identified recipient. This recipient will be an address like (where %COMPUTERNAME% is the Windows computer name of the server that generated the original notification). Each MailMarshal server in the array is entered as dummy local domain (see Dummy Local Domains), so this message will be delivered to the actual server that generated the release request. Note In the MailMarshal Configurator, place this rule above the rules described previously (so it will execute before they do). Using the Message Releasing Features of NetIQ MailMarshal SMTP 7

10 Summary This white paper has shown how to use the message releasing feature of MailMarshal as an alternative mechanism for management of Spam. The same message releasing functionality can also be used to allow selected users to manage messages containing other types of content such as video files or large images. Further information about MailMarshal in load balanced arrays can be obtained by contacting NetIQ Support: MailMarshal support is also available through your local NetIQ Partner. 8 Technical White Paper

MailMarshal SMTP in a Load Balanced Array of Servers Technical White Paper September 29, 2003

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