mailwall remote user guide hosted email security · 2020-01-05 · mailwall remote user guide 4 2...

Mailwall Remote User Guide

Hosted Email Security

Manual version 2.2

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Table of Contents

1 Introduction....................................................................................................................... 1

1.1 Service Overview ....................................................................................................... 1

1.2 What is the Mailwall Remote? ................................................................................... 1

1.3 What Does the Mailwall Remote Do for You ? .......................................................... 2

1.4 Mailwall Features ....................................................................................................... 2

1.5 Accessing the Mailwall Remote Portal ...................................................................... 3

2 Mailwall Remote QuickTour ............................................................................................ 4

2.1 Mailwall Remote Main Window .................................................................................. 4

2.1.1 Policy Editor ........................................................................................................... 5

2.1.2 Quarantine ............................................................................................................. 7

2.1.3 Trash Can ............................................................................................................ 10

2.1.4 Reports ................................................................................................................ 11

2.1.5 ECRS ................................................................................................................... 13

2.1.6 Compose Mail ...................................................................................................... 15

2.1.7 Message Tracking ............................................................................................... 15

2.1.8 Quarantine Access Audit Log .............................................................................. 17

2.1.9 Account Logins .................................................................................................... 18

2.1.10 Manage Domains ............................................................................................. 19

2.1.11 Manage Spam Digest ...................................................................................... 20

2.1.12 Setup Advisor .................................................................................................. 20

2.1.13 Manage Smart List ........................................................................................... 22

2.1.14 Exchange Archive Settings .............................................................................. 23

2.1.15 Contact Details ................................................................................................ 24

2.1.16 Login as different User / Sign Out ................................................................... 24

2.1.17 Help / Live Online Support ............................................................................... 24

2.1.18 Additional Services .......................................................................................... 25

3 Working with Mailwall Remote ...................................................................................... 26

3.1 Adding Rules ........................................................................................................... 26

3.2 Modifying Rules ....................................................................................................... 31

3.3 Viewing Quarantined Emails ................................................................................... 31

3.4 Generating Reports ................................................................................................. 32

3.5 Managing Logins ..................................................................................................... 35

3.6 Managing Domains .................................................................................................. 36

3.7 Managing Spam Digest ........................................................................................... 37

MailWall Remote User Guide

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1 Introduction

1.1 Service Overview

E-mail has become indispensable today. Organizations currently rely on E-Mail to perform business and to communicate both externally with customers, suppliers and partners and internally within departments.

The phenomenal success of the use of Emails 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 e-mail security service responsible for managing e-mails for many companies around the world. Mailwall technology forms the basis of the Mailwall Managed E-mail Service.

Processing millions of e-mails 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 E-mail overload to specialists. You can modify your MX Records to point to our servers, and enable Mailwall to manage your company's mail.


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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 e-mail 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 e-mail 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

� E-mail 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


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1.5 Accessing the Mailwall Remote Portal

To access the Mailwall Remote Portal:

1. In your Windows browser, enter the following URL

www.myaccount.mailwallremote.com. 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.


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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:

� Quarantine Area/Trash Can: this is where all emails are stopped. These emails 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 emails, 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 emails.

Note

Quarantine area / Trash Can: Emails 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 emails.

� Reports section will provide you with all the information you need regarding your domain/s email activity. This includes the number of quarantined emails 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 emails. All statistics can be revisited by selecting the exact day and month you wish a report on.


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� 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.

2.1.1 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 emails. 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


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The Policy Editor interface includes the following functionality:

Option Description

Rule No.

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

Change Priority

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.

In/Outgoing

Displays whether this rule is for incoming or outgoing emails, as follows:

� Incoming

� Outgoing

� Custom Incoming

� Custom Outgoing

Comment Displays a description of the rule.

Action Displays the final action inflicted upon emails 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.


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2.1.2 Quarantine

The Quarantine module is displayed by selecting Quarantine from the Mailwall Remote Main Window. The Quarantine stores all blocked emails (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 emails 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


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The Quarantine interface includes the following functionality:

Option Description

Sort by Emails 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.

Search Criteria 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 email from Mark, enter Mark in the From field and click

. The same idea should be followed if you were looking for an email 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.

Category In addition, you can also search for emails 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 emails blocked for the selected categories is displayed.

Rules From the Rules drop list select the rule and click the

button. A list of emails blocked for the selected Rule is displayed.

Refresh List Click the button. A list of emails blocked for the selected categories is displayed.

Records per page Select the number of quarantined emails displayed on one page (20, 50, 100, 250).

From Date

Till Date

Select the time period from the From Date and Till Date drop down menus enabling you to return to view emails Quarantined on selected days.

To Release an email from the quarantine:


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Option Description

1. Select the checkmark besides the e-mail to release.

2. Select to release the selected email from the quarantine. A confirmation message is displayed.

3. Click OK to confirm.

To release an email from the quarantine using the advanced options:

1. Select the checkmark besides the e-mail 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 email and add only the sender’s full email address to the rule exclusion list.

� Release and Add Sender’s Domain to Rule Exclusion List, select this option to release the email and add the sender’s domain to the exclusion list.

� Release and Add Sender to Personal Whitelist: Select this option to release the email and add the sender’s full email address to the personal whitelist.

� Release and Add Sender Domain to Personal Whitelist: Select this option to release the email and add the sender’s domain to the personal whitelist.

� Release and Add Recipient to Rule Exclusion List: Select this option to release the email and add only the recipient’s full email address to the rule exclusion list.

� Release and Add Recipient Domain to Rule Exclusion List: Select this option to release the email 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 e-mail to delete and click

. Click OK at the confirmation message.

Select the checkmark besides the e-mail to send to the trash can and click . Click OK at the confirmation message.

Click to remove all the emails 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 emails, as follows:


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Option Description

No Icon is diplsayed Spam: Indicates mail is blocked due to spam based on Omniquad’s score.

Virus Virus: Indicates mail is blocked due to the presence of a virus

Content 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

Attachment: Indicates mail is blocked due a request to block all mail.

Image Trap

Image Trap: Indicates mail is blocked due to an illegal image.

Reason Column Displays technical explanation for the SPAM

Spam Score Column SPAM emails 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 email a particular score. Once the total SPAM score of this email is reaches the threshold approved by Omniquad, this email is quarantined in the quarantine area. When the SPAM Score is above the threshold, the email is sent to the Trash Can.

Size Column Indicates the email size.

Subject Column Enables viewing the qaurantined email, as described in viewing quarantined emails in Chapter 3, Working with Mailwall , on page 31.

To The email recipient

From The email sender.

Note:

False positives are wanted/legitimate emails wrongly classified as SPAM, a mate’s email that includes a statement with a Viagra word as a joke might be quarantined as SPAM while it’s not a SPAM email.

2.1.3 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 emails is a filtering technique named SPAM scoring. This technique assigns each SPAM associated word or behavior in an email, a particular score.


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Once the total SPAM score of this email reaches the threshold (defined by Omniquad) the email is quarantined.

When an email is assigned a high SPAM score, this indicates that the mail is an ‘obvious’ SPAM email. Therefore, when scanning through the quarantine emails, searching for a possible false positive, all obvious SPAM emails can eliminate out of the quarantine area and sent to the Trash can. The email 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

2.1.4 Reports

The Trash Can module is displayed by selecting Reports from the Mailwall Main Window and provides comprehensive statistics on Incoming and outgoing emails, for a


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particular time period. The Reports module enables you to generate and print the required report or send it to a predefined email 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 email address.

� Total Mails: The total number of emails from the incoming email address.

� Bandwidth (in mb): The bandwidth usage in MB.

� Spam Scanned: The number of emails checked.

� Spam Detected: The number of emails blocked.

� Spam Percentage: The percentage of spam emails.

� Offensive Scanned: The number of emails scanned for offensive content.

� Offensive Detected: The number of emails blocked for containing offensive content.

� Attachments Scanned: The number of email attachments scanned.


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� Attachments Detected: The number of email attachments blocked.

� Virus Scanned: The number of emails scanned for viruses.

� Virus Scanned: The number of emails scanned for viruses

� Virus Detected: The number of emails detected for viruses and blocked.

� Virus Percentage: The percentage of emails containing viruses.

The Existing Reports area, shown below, enables you to view the time interval for the report sent and the email address to which it was sent.

For further information on generating and managing reports, refer to Generating Reports on page, 32.

2.1.5 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 emails 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 [email protected] 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’ email addresses to Omniquad.

� Omniquad creates logins for all the users and emails 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.


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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 emails for the past 7 days.

� The user can compose new emails, 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.

Email Contingency and Recovery Service


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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 email system is not functioning. Clicking on Compose Mail displays the Compose message window enables the user to send emails from the Mailwall Remote ECRS interface.

Compose Mail Interface

2.1.7 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


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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 email address of the email to track.

� In the Recipient contains field, enter the recipient's email address of the email to track.

� In the Subject field , enter the subject of the email to track.

� In the Attachment field , enter the attachment name of the email to track.

� In the Classified as area, select the classification of the email 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 emails to track, as follows:

� Processed mails

� Accepted/Rejected emails

� Both: Meaning both accepted/rejected and processed mails

� Click to generate the report, as follows:


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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 email 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 email address of the email to track.

� In the Recipient contains field, enter the recipient's email address of the email to track.

� In the Subject field, enter the subject of the email to track.

� In the User field enter the user role of the email to track .


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� Click to generate the report, as follows:

2.1.9 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 emails, 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


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2.1.10 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


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2.1.11 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 email" for individual users. This Spam Report email 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 37.

2.1.12 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


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2.1.13 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 email 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 email 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


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2.1.14 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 E-mail Archiving Service is provided below:

� The solution offers a secure off-site archiving of external and internal e-mails received within your organisation.

� This solution does not require any special hardware or software, and is completely integrated within the Mailwall Remote e-mail screening service.

� The feature and benefits provided under the E-mail 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 E-mail Archiving Service provides an efficient and a cost-effective solution for e-mail archiving.

Exchange Archive Settings Interface

Note:

Browsing through the archived emails (Search facility) is very similar to Email Contingency and Recovery Service. For further details refer to the ECRS module on page 13.


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2.1.15 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.

2.1.16 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.

2.1.17 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) 845 867 1256


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2.1.18 Additional Services

2.1.18.1 E-Mail Hosting

2.1.18.2 Exchange Archiving


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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:

� 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.

Note

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 emails 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.


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� 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.


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� 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 email 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 email 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


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Note

You can also forward a copy of the email to one or more email 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.

� 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.

Note

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.

� 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.

Note

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.

� 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.

Note

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.

� 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.

Note

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.

� 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.

Note

This option can be used to add company logos along with the legal disclaimers to mails (incoming or outgoing as the case may be).


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� Select the Send Alert to checkbox and enter the email 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 email, 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.


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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 Emails

To view quarantined emails:

1. From the Mailwall Remote Main Window shown on page 4, click Quarantine. The Quarantine Window is displayed, as follows:


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2. Click on the Subject link of the quarantined email 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 email 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:


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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:


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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 email, 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 Email address for delivery field, enter the required email address. You can add multiple emails addresses separated by a semi-colon.

� Click . A single summary, covering the selected date range is forwarded to the specified email.

4. From the Recurring Reports area, select the required period for automatically generating a single summary, and send to the defined email, as follows:

� Weekly: Select this option to automatically generate and send a weekly report to the specified email.

� Monthly: Select this option to automatically generate and send a monthly report to the specified email.

� Quarterly: Select this option to automatically generate and send a quarterly report to the specified email.

� In the Email address for delivery field, enter the required email address. You can add multiple emails addresses separated by a semi-colon.

� Click . The select report(s) is generated and sent to the specified email.

5. 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


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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 E-Mail Id field, enter the contact email(s) associated with this login account and click Add. Emails entered here will be shown in the quarantine area. Example: If the login account is for [email protected], the Quarantine area and Trashcan will only show emails sent or received by the user X on the domain Y.COM. You can click Remove to remove email from this login account.


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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 postmaster@AddedDomain 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.


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3.7 Managing Spam Digest

From the Mailwall Remote Main Window shown on page 4, click Manage Domains. The Manage Domains Window is displayed, as follows: To manage spam digest:

1. From the Mailwall Remote Main Window shown on page 4, click Manage SpamDigest. The Manage SpamDigest for Domain Window is displayed, as follows:

2. Select a domain from the Domain List and click Manage Spam Digest for Domain.

3. Select the Enable spam digest checkbox; to enable users to release any spam categorized mail on their own.

4. Select the Show "Mail Release" checkbox to enable users to preview before releasing any spam categorized mail on their own.

5. Select the Show "Mail Preview" checkbox. This enables users to preview the mail before releasing. In addition, they can add sender to their personal safe/black list from the Preview page.

6. Select the Show "Mail Release" and Add sender to white list" checkbox, to enables users With this feature ON, users can directly release and add mail sender to user personal white list from Spam digest

7. Select the Show Add sender to personal safe/black list option

to enable users to directly add a sender to their personal safe/black list from Spam digest.

8. For blocked attachments above a certain threshold size, select the details of these mails to be included or excluded from the spam report mail, as required.

9. To enable the spam report to be delivered to all or selected users, Select the selected user list below option and add the list of users in the right hand side text box and click ADD to add a user or the list or REMOVE to remove a user from the list.

10. Select the days on which you want the Spam report email to be delivered to your users. You can receive a daily Spam Summary Report consisting of the list of users and the number of spam mails they have received on that particular day.

11. Check the Enable Spam Report Summary option and enter the email address(s) to which you want the summary Report to be delivered.


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12. Additional options can be customized as per your requirements, as shown below:

.

mailwall remote user guide hosted email security · 2020-01-05 · mailwall remote user guide 4 2...

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