The Email Laundry Email Security
Welcome to The Email Laundry Email Security service. Email Security provides you with complete anti-spam and anti-virus protection for your email.
Before You Start
- Ensure your domain name and mail server IP address have been setup on the Email Security service and your domain name MX records are pointing to The Email Laundry MX servers
- Confirm your username and password
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You can view quarantined email in the client portal and release email to recipients as required. You can also manage domains, inbound and outbound routes, white and blacklists, enable and configure quarantine email digests, configure email policy and encryption rules for your domains, manage users, view reports and track and trace emails through the service.
Once logged in to the client portal, links to quarantine functions are displayed on the left. Links are as follows:
- Domain Quarantine
- Domain Pending Requests
The domain quarantine shows emails quarantined over the past 14 days. Email can be sorted by the different column headings – by default email is sorted by date with the most recent quarantined email at the top.
Viewing Individual Email
Individual email can be viewed by clicking on the subject of the email. To release an email from this view, click on ‘Release’ to the top left of the email. Email can be deleted from this view by clicking on ‘Delete’ to the top right. Users can also Release and create whitelists or delete and create blacklists by sender address or sender domain from this screen as well.
- Sender to Recipient: action on sender address for recipient address
- Domain to Recipient: action on sender domain for recipient address
- Sender to Domain: action on sender address for a whole domain
- Domain to Domain: action on sender domain for a whole domain
Email searches can be done on various parameters, including To, From, Mail ID, Subject and Content Type. Insert search criteria and then click on ‘Search’ to execute. If the search toolbar in minimized, click on ‘Search’ to expand the toolbar.
Domain Pending Requests
Individual users are able to release email regarded as ‘spam’ through the quarantine digest mechanism. However they do can only request the release of email containing a virus or a banned attachment. In doing so, a notification will be sent to the domain administrator and the request will be shown within the ‘Domain Pending Requests’ page. Administrator can then decide whether to release the emails in question.
The Settings page allows a domain administrator to set various options around domains, inbound & outbound email delivery and quarantine digests.
Customer domains are shown in this tab with domain administrators given the ability to request additional domains be added to their profile. This can be done by clicking on ‘Add new domain’ and then inserting the domain name and inbound route for the domain. Once submitted the domain will be verified before being enabled.
The account time zone can also be set through this tab – select the appropriate time zone and click ‘Update’.
Inbound routes are the destinations that email will be delivered to for a customer. These will typically be the IP address or hostname of a customer’s mail server.
To add a new inbound route, click on ‘Add new inbound route’. Then select the domain for the new inbound route and define the route itself. Select the priority (multiple inbound routes can be set to different priorities for primary-secondary (failover) setups or multiple routes to the same priority for primary-primary type setups) and the status and then click on ‘Add new inbound route’.
Existing inbound routes can be edited or deleted by clicking on the appropriate action next to each inbound route.
Outbound routes are the source IP addresses that customer’s send outbound email from. These include all public IP addresses a customer has configured on their network that their mail server can use (primary as well as secondary connections).
Click on ‘Add new outbound route’ to open up a dialog box where the new IP address can be added. Inert the IP address into the ‘Outbound Route’ field, ensure the ‘Status’ is active and then click on ‘Add new outbound route’.
Existing outbound routes can be edited or deleted by selecting the appropriate option next to each IP address.
Quarantine digests are daily notifications showing quarantined email over the previous 24 hours. The digests display summary details of each quarantined email and contain links to release email and whitelist and release email.
Quarantine digests can be configured to be sent to individual users or to a single administrator. Digests to individual users will show each individual user any email that may have been quarantined for them over the previous 24 hours. Digests to administrators will show all email quarantined for their domains over the previous 24 hours. This can be configured by selecting ‘Administrator Digests’ or ‘User Digests’ from the dropdown box ‘Select Option’.
Digests can be sent during the morning or afternoon. These are configured under ‘Digest Time’ – select AM or PM to configure this.
If digests are to be sent to an administrator, the administrator email address can be configured under ‘Digest Administrator Email’.
Click on ‘Update’ when making any changes to ensure values are kept.
The Rules page contains white and blacklist management on both an individual email address and domain name level for inbound email.
Add New Rules
New white and blacklist rules can be added through the Add New Rules toolbar. If this is minimized, click on ‘Add New Rule’ to show the full toolbar. A new rule can be added by entering sender and recipient information, selecting the action and then clicking on ‘Submit’.
The sender address field cannot be empty – it should contain either the individual sender email address or the sender domain name if you want to white or blacklist an entire sending domain. If entering the entire domain, this should be started with an @ symbol, e.g. @example.com.
The recipient domain is automatically populated by your primary domain. To white or blacklist email to a specific sender, enter the username portion of the email address into the recipient field. The domain name can be left out. To white or blacklist email to an entire domain, the username portion should be left blank.
Select the desired action from the drop-down box, either ‘Whitelist’ or ‘Blacklist’.
Click on ‘Submit’ to save the rule.
Existing rules can be searched using the search toolbar. Enter the From or To fields to search for a specific email address or domain in the existing rules.
Existing rules are shown to the lower end of the Rules page. Any existing rules can be deleted by selecting the tick box next to the rule and clicking on ‘Delete’ to the bottom right of the page. Multiple rules can be deleted in this way by ticking the required boxes before deleting.
Policy Settings – Content Policy
Policy rules allow specific types of email to be quarantined. This applies to incoming emails. The policy rules can be applied for a whole Domain or for a select group of Users.
Note: The Users need to be defined under the Users Tab.
Note: User-level policies can not be more strict than Domain wide policies
To Add a new policy, please follow the following steps:
Click on “add policy”.
- Enter an unique name.
- Enter the description. (Add a short note or detail about the policy or its users). Note: This field is Mandatory.
- Select at what level, the policy needs to be applied (Domain/User)
- Spam Level can be set to “Permissive”, “Normal”, or “Restrictive”.
- Check “Quarantine Newsletters” to block all Newsletter type emails.
- Check “Disable Spam Filtering” to disable all the rules for spam filtering. Checking this will disable the Newsletter Rule as well.
- Check “Disable Virus Filtering” to disable all the rules for virus filtering. Checking this will allow malware/viruses to pass through the filters
- Select the allowed “Email Size”. It is the size of the whole email, not just the attachments. System limit is a maximum of 60MB per email.
- Check all the file types that you want to quarantine. Note that users can only request for a release for these rules. The admin has to approve the release from ‘Domain Pending Requests’
- Check “Notify Banned Email Recipients “, if you want to notify the users about the banned attached contents.
- Check ‘Notify Administrator ‘, if you want an admin to be notified for banned emails
- Provide a admin email for the Banned notification. Users will not be notified
- Check ‘Disable Banned Content Filtering’ if you want to disable all banned Rules.
- Click “Save”.
To Edit an existing policy, please follow the following steps:
- Click on “Edit”.
- Do not change the policy name.
- Edit options as per your preferences.
- Click “Save”.
To Delete an existing policy, please follow the following steps:
- Click on “Delete” next to the policy.
- Make sure the policy is not being applied on any User/Domain
- If there are any user/domain listed in the policy, they will not have any policy applied after delete action (Like Quarantine Newsletter or Banned Attachments Policy).
Policy Settings – Encryption Policy (TLS)
Policy settings for TLS encryption can be put in place to enforce encryption between defined sending and receiving domains. This option will enforce TLS encryption – if TLS encryption is not available due to a server error on a 3rd party domain then email will not be sent or received between the customer and 3rd party.
‘Opportunistic’ encryption, whereby encryption is available as an option between the service and 3rd party servers, is enabled by default across the service. This will use TLS encryption if available on a 3rd party mail server but allow email to be sent or received in the event that TLS encryption is not available. No rules have to be put in place for this option to be activated – it is enabled by default.
To enable enforced encryption, select the ‘Enabled’ radio button and click on ‘Save Changes’. At this point the administrator can add new rules by defining the external domain, the customer domain for the rule and the direction to apply the encryption in. This can be incoming, outgoing and both incoming and outgoing email. Click on ‘Add Rule’ to insert the rule.
Users access to the client portal can managed through the ‘User Settings’ page.
By default only a domain administrator has access to the portal. Individual users can be granted access to their own quarantine if required. However from an administration point of view it is generally recommended to provide user access to quarantined email via the quarantine digest functionality.
To add a new user click on ‘Add New User’ and insert all required fields including first name, last name, email address and password. Click on ‘Save’ to create the user and return to the users page. Click on ‘Save & New’ to create the user and keep the add user page open.
To modify an existing user, within the main users page click on ‘Edit’ and make any required changes. To delete a user click on ‘Delete’
For users within an email system to be able to receive email, they do not need to be setup as a user within the quarantine portal. The email security service uses a dynamic recipient validation mechanism whereby valid users are automatically cached and email for invalid users rejected at the initial connection level.
The reporting page shows summary reports for customer domains.
Reports can be shown for all customer domains by default or for a specific domain by selecting the domain. A date range can also be selected within the drop-down. Click on ‘Apply’ to view the report.
The Log Tracking page allows domain administrators to track and trace email through the email security service both for inbound email and for outbound email.
To track an email through the service, select the domain you are searching for and then the direction you are searching for, i.e. incoming or outgoing.
Then select the date you wish to search under and specify a time range.
Finally insert any sender or recipient addresses in the ‘From’ and ‘To’ fields. These fields can be left blank to include all addresses or a section of an address can be used to match all cases (e.g. inserting ‘john’ in the ‘From’ field will match all addresses containing john, including domain names and user name portions of email addresses).
Click on ‘Search’ to run the search.
Results will be returned in tabular format with options to view additional pages of results if multiple pages of results are returned.
Each result returned will include summary information, including Action, From, To and Date.
For more detailed information, hovering the mouse over the ‘Info’ icon will bring up a tooltip with additional information. Clicking on the ‘Info’ icon will display the same information as an additional table row.
The Profile page allows the administrator to change the account password, First and Last names. It also displays any aliases associated with the account.