Mailwall Remote User Guide Hosted Security

Transcription

1 Hosted Security Manual version 2.2 Copyright 2012 Omniquad Ltd. All rights reserved.

2 Omniquad Ltd Crown House 72 Hammersmith Road Hammersmith London W14 8TH United Kingdom Omniquad Ltd technical documentation and the product(s) described herein are protected by one or more U.K. copyrights, patents, foreign patents, or pending applications. No part of this publication may be reproduced or transmitted into any human or computer language in any form or by any means, stored in a retrieval system, transmitted, redistributed, translated or disclosed to third parties, or de-compiled in any way including, but not limited to, photocopy, photograph, electronic, mechanical, magnetic or manual without the expressed written permission of Omniquad Ltd., or its licensors, if any. All copies, so authorized, shall contain a full copy of this copyright notice. Omniquad Ltd products are licensed products. The product licenses convey the right to use only those specific products, components, modules, features and/or functions specified in the license agreement or contract. This publication may mention or reference products, components, modules, features and/or functions that are not part of a particular license agreement. The customer is not entitled to the receipt of, or use of, any other products, components, modules, features and/or functions that may be referenced in any documentation provided to customer unless additional license fees are paid and an appropriate license agreement is duly executed. Omniquad Ltd obligations with respect to its products and services are governed solely by the agreements under which they are provided. This publication is furnished for informational use only and should not be construed as a commitment by Omniquad Ltd. The information could include technical inaccuracies or typographical errors. Every effort has been made to make this publication as complete and accurate as possible, but it is provided as is without warranty of any kind either expressed or implied, including, but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. Omniquad Ltd may make improvements and/or changes in the program(s), product(s), and/or applications described in this publication at any time without notice. Due to continuous development of Omniquad Ltd. products, information published in this document may become obsolete. Third-party products, services, or company names referenced in this document may be trademarked or copyrighted by their respective owners, and are for identification purposes only. Copyrights, trademarks and license agreements shall be governed and construed in accordance with the laws of Omniquad Ltd

3 Table of Contents 1 Introduction Service Overview What is the Mailwall Remote? What Does the Mailwall Remote Do for You? Mailwall Features Accessing the Mailwall Remote Portal Mailwall Remote QuickTour Mailwall Remote Main Window Policy Editor Quarantine Trash Can Reports ECRS Compose Mail Message Tracking Quarantine Access Audit Log Account Logins Manage Domains Manage Spam Digest Setup Advisor Manage Smart List Exchange Archive Settings Contact Details Login as different User / Sign Out Help / Live Online Support Additional Services Working with Mailwall Remote Adding Rules Modifying Rules Viewing Quarantined s Generating Reports Managing Logins Managing Domains Managing Spam Digest i

4 MailWall Remote User Guide 1 Introduction 1.1 Service Overview has become indispensable today. Organizations currently rely on to perform business and to communicate both externally with customers, suppliers and partners and internally within departments. The phenomenal success of the use of s as the business tool for all communications has been accompanied by an explosion in the number and types of junk mail. Junk mail such as, viruses, spam, phishing mails, worms and offensive e- mails have choked precious bandwidth worldwide. The types of threats are illustrated below. 1.2 What is Mailwall Remote? Omniquad Mailwall in an hosted security service responsible for managing e- mails for many companies around the world. Mailwall technology forms the basis of the Mailwall Managed Service. Processing millions of s every day has also provides Omniquad with real-time overview of emerging threats. Mailwall has been designed specifically for companies that would like to focus more on their core business, leaving the aggravation of managing overload to specialists. You can modify your MX Records to point to our servers, and enable Mailwall to manage your company's mail. 1

5 1.3 What Does the Mailwall Remote Do for You? The key Mailwall Remote features and benefits are: When using Mailwall, you are not required to invest in new hardware, or software. When using Mailwall, you are not required to perform any changes to your server/client software or network infrastructure. The screening system is transparent to your mail system and your users. Mailwall offers the highest security standards. Mailwall is a very cost effective way of implementing content security. 1.4 Mailwall Features The Mailwall policy features are illustrated in the diagram below: The services include the following: Multiple AV Engines Complete Spam protection Image Trap (image scanning) Attachment and file size control Contingency and Recovery Service Usability User Friendly Reliability 99.99% uptime Reduced cost of ownership Detailed reporting Comprehensive Service Level Agreement (SLA) SLA Promises Stops 100% Virus infected mails Stops 99% Spam Mails 99.99% uptime 2

6 1.5 Accessing the Mailwall Remote Portal To access the Mailwall Remote Portal: 1. In your Windows browser, enter the following URL The Account Login window is displayed: 2. Enter the Login Details for the Demo account, as follows: In the Account number field, enter 1001 and username and password details you received from Omniquad representative In the Login Name field, enter [demo username] In the Password field, enter [demo password] From the Language field, select the required language. Select the Remember Me checkbox to automatically log in to the portal for the next seven days. Click. The Mailwall Main Window is displayed, as follows: Note: If you are asked to download any foreign language, just click: never ask this again. 3

7 2 Mailwall Remote QuickTour 2.1 Mailwall Remote Main Window After logging into the portal as described in the previous chapter, the Mailwall Main Window is displayed, enabling you to access all the Mailwall Remote menu, toollbar functions and windows, as follows: The Mailwall Remote Main window includes the following components, each of which are described below: Note Quarantine Area/Trash Can: this is where all s are stopped. These s will spend 7 days before they get deleted automatically. The difference between the Quarantine Area and Trash can is that the Trash Can is home to all obvious and ultimate SPAM s, ones that scored a lot on our SPAM scoring system. The idea behind that is to take all the obvious rubbish out of the Quarantine Area and make it easier for system administrators to scan through quarantined s. Quarantine area / Trash Can: s spend 7 days in this area before getting deleted automatically Policy Editor, where you can set rules for mails to be scanned / blocked / deleted by our system. The Policy Editor is where all rules can be created, prioritised, tweaked, stopped or even deleted. When you first subscribe to the solution its default rules will guarantee you 100% detection of viruses and a 99% accuracy of detecting SPAM s. Reports section will provide you with all the information you need regarding your domain/s activity. This includes the number of quarantined s with a break down of how many were Viruses, SPAM, Offensive Content, Attachments and customised filtering. The section will also provide you with graphical representation of sent and received s. All statistics can be revisited by selecting the exact day and month you wish a report on. 4

8 Manage Logins you can create different logins with different access rights to the online portal, precisely the kind of tool required to create individual quarantine areas. And when you want to add a new domain, Manage Domains should be your destination Policy Editor The Policy Editor module is displayed by selecting Policy Editor from the Mailwall Main Window and enables you to define rules for your domain(s) and user(s) for both incoming and outgoing mails. You can customize the service according to your requirements by editing various options provided in this section. This includes some of the following options: Defining multiple rules and enable only the required mails to be received. Blocking messages as per attachment type and size Excluding one or more users by creating exception lists Enable particular user s mails to be forwarded to another user Define auto-responses for particular mails. When you first subscribe to the solution, the default rules will guarantee you 100% detection of viruses and at-least 99% accuracy of detecting SPAM s. However if you would like to prevent certain attachments or create a recipient exception list to your SPAM rule, you will be required to define it in the policy editor section. Mailwall Remote Policy Editor 5

9 The Policy Editor interface includes the following functionality: Option Rule No. Change Priority In/Outgoing Comment Action Description Provides the number of the rule and its status. The Rule No column provides the number of the rule and its status, as follows: Black: Off Red: On The rules are priority oriented. Therefore, the rule on top is superior to the one below it, provided they are of the same kind (as in incoming or outgoing). To change the priority of a rule use the and down buttons. Displays whether this rule is for incoming or outgoing s, as follows: Incoming Outgoing Custom Incoming Custom Outgoing Displays a description of the rule. Displays the final action inflicted upon s matching the criteria. Enables modifying or reviewing a rule, displaying the Configure Rule window. Enables removing a rule. You can remove as many rules as required. Enables adding rules and displays the Configure Rule window, as described in Adding Rules on page 26. The Configure Rule window includes the following tabs: Traffic Control Define Conditions Initial Action Final Action Displays a confirmation message enabling you to confirm applying the rules displayed in the Configure Rule. A message is displayed that the Rules Replication has been initiated. Click to return to the account menu. 6

10 2.1.2 Quarantine The Quarantine module is displayed by selecting Quarantine from the Mailwall Remote Main Window. The Quarantine stores all blocked s (apart from ultimate spam mails). This module enables you to find missing mails, (there is a valid reason for stopping the particular mail(s)). All s will be stored in the Quarantine for a period of seven days. After this period they will be removed automatically. Deleting older spam mails assists you in navigating through the mails easily and reduces clutter. Mailwall Remote Quarantine 7

11 The Quarantine interface includes the following functionality: Option Sort by Search Criteria Category Description s can be sorted by: From, To, Subject, Spam Score, Date, Size Using the Sort by drop down list on the top right hand corner on the window. You can select the Asc or Desc options to sort in ascending to descending order. You can use the search criteria fields to search according to specific fields, such as entering the required information in the relevant field such as, From, To, Subject. For example: To find an from Mark, enter Mark in the From field and click. The same idea should be followed if you were looking for an with Quote attached in the Subject. Note: The Search facility also works well as a reporting tool. In addition, you can obtain the list of mails blocked for a particular reason on a particular day or number of days. In addition, you can also search for s which are blocked under a particular category, by selecting or unselecting the following checkboxes: Content, Attachment, Spam, Virus, Image Trap, Blocked Always, Select All, Clear All. Click the button. A list of s blocked for the selected categories is displayed. Rules Refresh List Records per page From Date Till Date From the Rules drop list select the rule and click the button. A list of s blocked for the selected Rule is displayed. Click the button. A list of s blocked for the selected categories is displayed. Select the number of quarantined s displayed on one page (20, 50, 100, 250). Select the time period from the From Date and Till Date drop down menus enabling you to return to view s Quarantined on selected days. To Release an from the quarantine: 8

12 Option Description 1. Select the checkmark besides the to release. 2. Select to release the selected from the quarantine. A confirmation message is displayed. 3. Click OK to confirm. To release an from the quarantine using the advanced options: 1. Select the checkmark besides the to release. 2. Select the required option from the Advanced Release Options drop down list, as follows: Release and Add Sender to Rule Exclusion List: Select this option to release the and add only the sender s full address to the rule exclusion list. Release and Add Sender s Domain to Rule Exclusion List, select this option to release the and add the sender s domain to the exclusion list. Release and Add Sender to Personal Whitelist: Select this option to release the and add the sender s full address to the personal whitelist. Release and Add Sender Domain to Personal Whitelist: Select this option to release the and add the sender s domain to the personal whitelist. Release and Add Recipient to Rule Exclusion List: Select this option to release the and add only the recipient s full address to the rule exclusion list. Release and Add Recipient Domain to Rule Exclusion List: Select this option to release the and add the recipient s domain to the rule exclusion list. 3. Click. A confirmation message is displayed. 4. Click OK. Select the checkmark besides the to delete and click. Click OK at the confirmation message. Select the checkmark can and click confirmation message. besides the to send to the trash. Click OK at the Click to remove all the s that are displayed in the Quarantine for the selected date. Click OK at the confirmation message. The quarantine reason is displayed to the left of the s, as follows: 9

13 Option No Icon is diplsayed Virus Content Description Spam: Indicates mail is blocked due to spam based on Omniquad s score. Virus: Indicates mail is blocked due to the presence of a virus Content: Indicates mail is blocked due to illegal content. Attachment Attachment: Indicates mail is blocked due to an unauthorized attachment type or size. Block Everything Image Trap Attachment: Indicates mail is blocked due a request to block all mail. Image Trap: Indicates mail is blocked due to an illegal image. Reason Column Spam Score Column Size Column Subject Column To Displays technical explanation for the SPAM SPAM s are provided with a score, which is a filtering technique called SPAM scoring.the SPAM scoring technique gives each SPAM associated word or behavior in an a particular score. Once the total SPAM score of this is reaches the threshold approved by Omniquad, this is quarantined in the quarantine area. When the SPAM Score is above the threshold, the is sent to the Trash Can. Indicates the size. Enables viewing the qaurantined , as described in viewing quarantined s in Chapter 3, Working with Mailwall, on page 31. The recipient From Note: The sender. False positives are wanted/legitimate s wrongly classified as SPAM, a mate s that includes a statement with a Viagra word as a joke might be quarantined as SPAM while it s not a SPAM Trash Can The Trash Can module is displayed by selecting Trash Can from the Mailwall Main Window and contains and mails which have high spam scores based on Omniquad s scoring patterns. Assigning a score to SPAM s is a filtering technique named SPAM scoring. This technique assigns each SPAM associated word or behavior in an , a particular score. 10

14 Once the total SPAM score of this reaches the threshold (defined by Omniquad) the is quarantined. When an is assigned a high SPAM score, this indicates that the mail is an obvious SPAM . Therefore, when scanning through the quarantine s, searching for a possible false positive, all obvious SPAM s can eliminate out of the quarantine area and sent to the Trash can. The remains in the Trash Can for 7 days from the receiving date. The Trash Can interface includes the same functionality as the Quarantine module. For further details refer to the Quarantine described on page 7. Mailwall Remote Trash Can Reports The Trash Can module is displayed by selecting Reports from the Mailwall Main Window and provides comprehensive statistics on Incoming and outgoing s, for a 11

15 particular time period. The Reports module enables you to generate and print the required report or send it to a predefined address. In addition, you can define the frequency of reports reaching your Inbox automatically. These include weekly, monthly and quarterly reports. Mailwall Remote Management Reports The Management Reports module contains the following information: Inbound Mail: The incoming address. Total Mails: The total number of s from the incoming address. Bandwidth (in mb): The bandwidth usage in MB. Spam Scanned: The number of s checked. Spam Detected: The number of s blocked. Spam Percentage: The percentage of spam s. Offensive Scanned: The number of s scanned for offensive content. Offensive Detected: The number of s blocked for containing offensive content. Attachments Scanned: The number of attachments scanned. 12

16 Attachments Detected: The number of attachments blocked. Virus Scanned: The number of s scanned for viruses. Virus Scanned: The number of s scanned for viruses Virus Detected: The number of s detected for viruses and blocked. Virus Percentage: The percentage of s containing viruses. The Existing Reports area, shown below, enables you to view the time interval for the report sent and the address to which it was sent. For further information on generating and managing reports, refer to Generating Reports on page, ECRS The ECRS module is displayed by selecting ECRS from the Mailwall Main Window Sidebar and. The ECRS module enables all users to send and receive s through a web portal when the mail server stops working. This is an optional feature in addition to Mailwall s standard set of features. Contact our technical support at mwsupport@omniquad.com to activate a trial evaluation version of this feature activated for a period of 15 days. The ECR is defined, as follows: A company requesting this service sends a list of its users addresses to Omniquad. Omniquad creates logins for all the users and s the login details to them automatically. A login is also created in the Manage Logins section available in the Mailwall Remote interface. These login details are used to access the ECRS module. 13

17 ECRS features include the following: ECRS is ideal for business continuity plans. Users can access this feature individually using their unique usernames and passwords. After the user is logged in the user will not have access to previously sent and received s for the past 7 days. The user can compose new s, and reply and forward the existing ones if for some reason the mail server is down. The service is always on for its subscribers and can be used even if the mail server is still working The ECRS interface functionality is similar to the Quarantine module. For further details refer to the Quarantine described on page 7. Contingency and Recovery Service 14

18 2.1.6 Compose Mail The Compose Mail module is displayed by selecting Compose Mail from the Mailwall Main Window Sidebar. This module is useful for example, when the system is not functioning. Clicking on Compose Mail displays the Compose message window enables the user to send s from the Mailwall Remote ECRS interface. Compose Mail Interface Message Tracking The Message Tracking module is displayed by selecting Message Tracking from the Mailwall Main Window Sidebar. This module enables tracking all messages sent or received by your users. Message Tracking Interface 15

19 In the Message Search area, provide the details for tracking a particular mail, as follows: In the From area enter the start date and time intervals in the relevant fields. In the To area, area enter the end date and time intervals in the relevant fields. In the Message is area, select the required option, as follows: Inbound: Enables tracking inbound mail Outbound: Enables tracking outbound mail In the Sender contains field, enter the sender's address of the to track. In the Recipient contains field, enter the recipient's address of the to track. In the Subject field, enter the subject of the to track. In the Attachment field, enter the attachment name of the to track. In the Classified as area, select the classification of the to track, as follows: Any Legitimate Spam Virus In the Search Type area, define the search type, as follows: Exact (recommended) Wildcard In the Search For area, define the type of s to track, as follows: Processed mails Accepted/Rejected s Both: Meaning both accepted/rejected and processed mails Click to generate the report, as follows: 16

20 2.1.8 Quarantine Access Audit Log The Quarantine Access Audit Log module is displayed by selecting Quarantine Access Audit Log from the Mailwall Main Window Sidebar. This module enables tracking all messages displayed in the Quarantine and Trashcan. The report generated displays all the details of a particular including the rule (by which the mail was blocked) and the action taken (released, deleted or viewed). Quarantine Access Audit Log In the Message Search area, provide the details for tracking a particular mail in the quarantine or trash can, as follows: In the From area enter the start date and time intervals in the relevant fields. In the To area, area enter the end date and time intervals in the relevant fields. In the Sender contains field, enter the sender's address of the to track. In the Recipient contains field, enter the recipient's address of the to track. In the Subject field, enter the subject of the to track. In the User field enter the user role of the to track. 17

21 Click to generate the report, as follows: Account Logins The Account Logins module is displayed by selecting Manage Logins from the Mailwall Main Window Sidebar. This module enables the user to add new logins to the same account. This provides an additional Help Desk login (for example) in addition to the Administrator login. The Help Desk login has limited user access. For example, the Help Desk login, can release s, but does not have access to the Policy editor. The Administrator has full access rights. For further details on adding new logins refer to Managing Logins on page 35 18

22 Manage Domains The Manage Domains module is displayed by selecting Manage Domains from the Mailwall Main Window Sidebar and enables adding domains to the Mailwall system. For example, if you have obtained an additional domain you can enter the domain name in the Domain field and Smart Host name in the SmartHost field. For further information on adding domains, refer to Managing Domains, on page 36 19

23 Manage Spam Digest The Manage Spam Digest module is displayed by selecting Manage Spam Digest from the Mailwall Main Window Sidebar. The Spam Digest is a "spam report " for individual users. This Spam Report contains details of all the mails quarantined for the particular user. Each spam mail entry contain a SelfRelease link (optional) enabling the users to release it on their own. In order to enable users to preview the quarantined mail before releasing it, select the Preview and Add to Safe List option. The mail opens in new browser window and enables the user to release and add the sender to user s Personal Safe List. If the mail was blocked by any of the rules, the user cannot obtain the release link and cannot view the mail. In addition, the entire entry is not displayed in the spam report mail. For further information on Managing the Spam Digest, refer to Managing Spam Digest, on page Setup Advisor The Setup Advisor module is displayed by selecting Setup Advisor from the Mailwall Main Window Sidebar. This module is similar to a knowledgebase. It provides a detailed procedure about how to use a particular feature in Mailwall Remote. We currently are in the process of populating this section. The questions addressing a solution and step by step setup Instructions, are described and shown in the diagram below: How can I ensure that Mailwall Remote will not unnecessarily store spam to invalid addresses in my quarantine? What are the Mailwall Remote IP addresses required to enable traffic to my servers? How do I forward the outbound mails of our domain through Mailwall Remote? How do I ensure that my exchange server gets mail only from Mailwall Remote servers and not from any other source? How do I add HTML disclaimer to my outgoing mails? What are the custom variables that can be used in Notifications / Disclaimers with Mailwall Remote? How does the server level invalid user check ( Inline Checking ) work? What are the various tests performed during Inline checking? Setup Advisor 20

24 21

25 Manage Smart List The Manage Smart List module is displayed by selecting Manage Smart List from the Mailwall Main Window Sidebar. The Smart List module, enables tracking all your valid outgoing mails and add the recipients to your domain s whitelist (meaning, all these white listed addresses will be added to the Sender Exclusion List of spam filtering enabled rules). This reduces the number of "false positives" in your domain without any manual intervention of your domain users. Note: An option exists in the on our web interface for managing (enable/disable, monitor, modify) the list. To enable the SmartList for your domain: 1. Select the Enable Automatic White Listing for this Account option. 2. Click Apply. Mails from the addresses which are part of Smart List will not be scanned for rules for which spam filtering is enabled. You can see the list of rules in the List of rule numbers in which spam filtering is enabled field. Note: The rule numbers mentioned here are synchronized with your spam filtering rules set. This is just 'read only' information; it cannot be edited by the user. Manage Smart List Interface 22

26 Exchange Archive Settings The Exchange Archive Settings module is displayed by selecting Exchange Archiving from the Mailwall Main Window Sidebar. Select the Enable Exchange Archiving checkbox to enable exchange archiving for your domain. This is an additional optional feature provided by Mailwall Remote, you can obtain and activate the 15 days trial to evaluate the service Download the Exchange archiving client setup from the link in the interface shown below to begin using the service. Additional information about the Exchange Archiving - Omniquad Archiving Service is provided below: The solution offers a secure off-site archiving of external and internal s received within your organisation. This solution does not require any special hardware or software, and is completely integrated within the Mailwall Remote screening service. The feature and benefits provided under the Archiving Service will assist in securing and protecting your data by saving you man-hours and a considerable amount of cost. Whether implemented for the purposes of regulatory compliance such as the UK Freedom of Information Act or the Data Protection Actor this solution is designed to lighten the administrator's workload. The Archiving Service provides an efficient and a cost-effective solution for archiving. Exchange Archive Settings Interface Note: Browsing through the archived s (Search facility) is very similar to Contingency and Recovery Service. For further details refer to the ECRS module on page

27 Contact Details The Contact Details window is displayed by selecting Contact Details from the Mailwall Main Window Sidebar. This section is provided for you to fill in all the details about your business. This information is required to proceed with the subscription Login as different User / Sign Out Selecting the Log out option from the Mailwall Remote Main Window Sidebar, displays the Account Login page; and is used for logging in as different user or to login to a different account Help / Live Online Support Live support is a 24/7 chat facility attended by live Omniquad technicians ready to help you with any issue you may have. In addition, call the Mailwall Remote support line on: +44(0)

28 Additional Services Hosting Exchange Archiving 25

29 3 Working with Mailwall Remote 3.1 Adding Rules The Configure Rule window is displayed when Add Rule is selected from the Policy window. The following steps are required when creating rules: Note Add a rule description as required. From the Define Conditions tab, from This Rule dropdown list, select Action all messages. From the Initial Action tab, select the Forward a copy of the message to checkbox and add the recipient. No additional changes are required to creating a rule. The other fields are optional. To add rules: 1. From the Policy Editor shown on page 5, click Add Rule. The Configure Rule Window is displayed. 2. In the Rule Description field, enter a description for the rule. This description will be displayed in the Comment column in the Policy Editor. 3. In the Traffic Control tab, define the following: From the Traffic Control drop down menu select the required option which enables defining whether this rule is for incoming or outgoing s and customize the rule, as follows: Incoming: Facilitates the ability to set exceptions in this rule only, for particular senders, recipients or their domains for incoming mail. Incoming (Custom): Enables defining the sender, recipient or the domain that will trigger the activation of this rule for incoming mail. 26

30 Outgoing: Facilitates the ability to set exceptions in this rule only for particular senders, recipients or their domains for outgoing mail. Outgoing (Custom): Enables defining the sender, recipient or the domain that will trigger the activation of this rule for outgoing mail In the Sender Exclusion list area click the View/Modify button to display the Sender Exclusion List which enables you to define the senders that this rule does not apply to. In the Recipient Exclusion list area click the View/Modify button button to display the Recipient Exclusion List which enables you to define the recipient that this rule does not apply to. In the Day/Date Time Ranges field enter Always or Leave blank to apply this rule irrespective of date or time or enter the required day Range according to the following format, for example: ddd-ddd HH:mm-HH:mm. 4. Select the Define Conditions tab, as follows: 5. Define the following: From This Rule drop down list select the required option to specify when this rule should be activated, as follows: Look for specific criteria: The rule enables selecting what criteria this rule should look for - like SPAM, virus, offensive content, key words, attachment type or size. Action all messages: The rule will be activated for all messages. In the Antivirus section, select the message or one of its attachments is infected with a virus check box to trigger the rule when the message or one of its attachments is infected with a virus. 27

31 In the Spam Filtering section define the following: Select the message is SPAM - I let Omniquad choose the best method of filtering spam check box to trigger the rule when the message is SPAM. In the message is SPAM if the score equals or exceeds field enter the required value above which the rule will be triggered. Select the message contains offensive keywords - I let Omniquad choose the keywords checkbox to trigger when this occurs. Select the message contains one or more of these keywords - Custom Content checkbox and enter the required keywords to trigger the rule when these keyword appear and select the required option to search for these keywords Header Subject Body 6. Select the Initial Action tab, which enables tagging the subject of an with any required text with the option to keep the original subject, as follows: Note The actions are taken only when the message meets one or more of the rule criteria, defined below. Define the rule criteria, as follows: Select the Modify the subject of the message to checkbox and modify the message subject as required. This will be one of the initial actions that can be applied to filtered mails. You can us %headervalue% to retain the original subject text along with the newly added text. Select the Forward a copy of the message to checkbox and forward a copy of it to an address you specify. This will be one of the initial actions that can be applied to filtered mails. The administrator can use this option to keep an account of such messages for future policies and actions on inbound or outbound mails 28

32 Note You can also forward a copy of the to one or more addresses. It is possible to forward mails addressed to a user be forwarded to one or more user(s) in the same domain or a different domain. Note Select the Reply to the message sender using text below, by using reply sender as above "Notification From Address" checkbox and enter the message text below. When a message is found to meet one or more than one of the filtering criteria you set, it can be blocked. One of the initial actions that can be taken in such cases is to send a reply to the message sender that the message is blocked. You can customize the reply to be sent in the given text box. This text box can be used to inform message senders about failure of message delivery due to mail policy violations. Message Senders can be informed about your company's mail policy and how to request release of blocked mail. Note Select the Send a notification to the intended recipient using text below, by using notification sender as above "Notification From Address" checkbox and enter the message text below. When a message is found to meet one or more than one of the filtering criteria you set, it can be blocked. In such cases you can notify the intended recipient that the message is blocked. You can customize the notification text in the given text box. Use this to inform the intended recipient of mail policy violations from the sender's end whereby the message had to be blocked and to inform them as to how the message can be released. Note Select the Add the text below at the bottom of the message body (for messages sent in plain text checkbox and enter the message text below. You can enter any text in plain text format in the text box. It will be added to the bottom of the message body. This option can be used to add legal disclaimers to mails (incoming or outgoing as the case may be), your contact information and so on. This option can also be used to add a link to blacklist sender/sender domains, to all your incoming mails. Click here for instructions on how to create such a rule in your account. Note Select the Add the HTML below at the bottom of the message body (for messages sent in HTML) checkbox and enter the message text below. You can enter any HTML code in the given text box. It will be added to the bottom of the message body. This option can be used to add legal disclaimers to mails (incoming or outgoing as the case may be), your contact information and so on. This option can also be used to add a link to blacklist sender/sender domains, to all your incoming mails. Click here for instructions on how to create such a rule in your account. Note Select the Add the Embedded image in the HTML disclaimer (for messages sent in HTML) and enter any Image File and Image Alt content in the text boxes. The %linkembeddedimage% tag specified in the HTML disclaimer will be replaced with the embedded image. This option can be used to add company logos along with the legal disclaimers to mails (incoming or outgoing as the case may be). 29

33 Select the Send Alert to checkbox and enter the address of the administrator or the person to be alerted in the given field. You can also send a customized message to alert the said person of the message status. The required alert message can be entered in the text box. Select the Remove Headers checkbox and select the required headers to remove, as follows: Select the All except these option and then enter the required headers that must not be removed, separated by a comma. Select the Only these option and then enter the required headers to remove separated by a comma. 7. Select the Final Action tab, which enables IT administrators to determine the destiny of the , as follows: Select the required option, as follows: Allow through, unless other rule fails Quarantine Delete Delay until off peak time Send to trash can Allow through regardless of any other rule Quarantine Secure Quarantine 8. Click to save your entries. 30

34 3.2 Modifying Rules The Configure Rule window is displayed when Edit Rule is selected from the Policy window. Refer to Adding Rules on page 26 and follow the procedure to modify an existing rule. When modifying a rule it can be modified for a domain and then forwarded for all users in that domain. When modifying a rule per user, you will be required to create one rule per each forwarding user. To modify rules: 1. From the Policy Editor shown on page 5, click Edit Rule. The Configure Rule Window is displayed. 2. Repeat steps 2 through 8 in Adding Rules on page 26, to modify the rule, as required. 3.3 Viewing Quarantined s To view quarantined s: 1. From the Mailwall Remote Main Window shown on page 4, click Quarantine. The Quarantine Window is displayed, as follows: 31

35 2. Click on the Subject link of the quarantined to view (marked in red below): The message preview window is displayed: 3. Select the required action, as follows: Release: Select to release the mail from the quarantine. Release and add sender to rule exclusion list: Select to release the mail from the quarantine and add sender to rule exclusion list. Release and add sender s domain to rule exclusion list: Select to release the mail from the quarantine and add sender s domain to rule exclusion list. Release and add sender to personal whitelist: Select to release the mail from the quarantine and add sender to personal whitelist. Release and add sender domain to personal whitelist: Select to release the mail from the quarantine and add sender domain to personal whitelist. Release and add recipient to rule exclusion list: Select to release the mail from the quarantine and add recipient to rule exclusion list. Release and add recipient domain to rule exclusion list: Select to release the mail from the quarantine and add recipient domain to rule exclusion list. Reply: Displays the Compose Message window enabling you to reply to the message. Forward: Displays the Compose Message window enabling you to reply to the message. Delete: Enables deleting the message. A confirmation message is displayed. Download message: Enables downloading a message. View Full Header: Displays the Mail Header. This used for examples to find the origin of an or the route taken during delivery. Once displayed you can click Hide Full Header to hide header. Reason Blocked link: Click to view the reason the mail was blocked. 4. Click Back to return to the Quarantine window. 3.4 Generating Reports To generate reports: 32

36 1. From the Mainwall Remote Main Window shown on page 4, click Reports. The Management Reports Window is displayed, as follows: 2. From the Generate Statistics area, select the required date range for generating a single summary covering a specific date range, as follows: In the From drop down lists, define the required start date (day, month and year) from which to display the reports. In the To drop down lists, define the required end date (day, month and year) for displaying the reports. Click. A single summary, covering the selected date range is displayed, as follows: 33

37 3. From the On Demand Management Reports area, select the required date range for generating a single summary covering a specific date range, to generate and send to a specific , as follows: In the From drop down lists, define the required start date (day, month and year) from which to display the reports. In the To drop down lists, define the required end date (day, month and year) for displaying the reports. In the address for delivery field, enter the required address. You can add multiple s addresses separated by a semi-colon. Click. A single summary, covering the selected date range is forwarded to the specified From the Recurring Reports area, select the required period for automatically generating a single summary, and send to the defined , as follows: Weekly: Select this option to automatically generate and send a weekly report to the specified . Monthly: Select this option to automatically generate and send a monthly report to the specified . Quarterly: Select this option to automatically generate and send a quarterly report to the specified . In the address for delivery field, enter the required address. You can add multiple s addresses separated by a semi-colon. Click. The select report(s) is generated and sent to the specified From the Existing Reports area, you can view the reports in the system. In addition you can remove reports from the system by selecting the report to remove and clicking 34

38 3.5 Managing Logins To add new logins: 1. From the Mailwall Remote Main Window shown on page 4, click Manage Logins. The Account Logins Window is displayed, as follows: 2. In the Add New Login field enter the login name and click Add. The Login Details window of the new login is displayed enabling you to define the login details as follows: 3. In the Password area, define the following: In the Enter Password field, enter the user password for the login account. In the Confirm Password field, confirm the user password for the login account. In the Contact Id field, enter the contact (s) associated with this login account and click Add. s entered here will be shown in the quarantine area. Example: If the login account is for the Quarantine area and Trashcan will only show s sent or received by the user X on the domain Y.COM. You can click Remove to remove from this login account. 35

39 4. In the Permissions area, define the required access rights for this login account. This is performed by selecting the required checkbox. 5. Click 3.6 Managing Domains To add new domains: 1. From the Mailwall Remote Main Window shown on page 4, click Manage Domains. The Manage Domains Window is displayed, as follows: 2. In the Domain field, enter the domain name 3. In the SmartHost field, enter the Smart Host name and click ADD/MODIFY to add the domain to the Mailwall system. An authorization code is sent to the with the authorization code. 4. In the Domain Authorization Code field, enter the code and click the Authorize Selected Domain button. 5. Add users to the domain, as follows: Select the domain and click Manage Users for Domain. Add the username in the textbox and click ADD. To remove an existing user, select the username and click REMOVE. In the Relay IP field, enter the IP addresses and click ADD. To remove an existing IP address, select the required IP address and click REMOVE. 36