Outbound Email & Alerts

This section defines details about emails from Cryoserver.

These are typically:

 User’s Forward-to-Inbox emails

 Privilege & Admin user’s session transcripts sent to the Data Guardians

 System status and alert emails – for both regular daily health checks and ad-hoc error alerts.

7.2.1 (Outbound) Mail Server

MailServer Address is the DNS name or IP address of an SMTP server - typically the company’s Email server or SMTP gateway.

SMTP Connection Type can usually be left at “Plain”. If you have a secure email server, or one that requires authentication, then you should select “TLS” or “SSL”.

Port is typically left blank – and that default value of 25 is assumed. If you require an “SSL”

connection, then the port will need to be entered (the standard SSL port being 465).

Authorisation Required? Is only needed if you relay mail to email addresses outside of the organisation. For example, to allow ALERTS to be sent to [email protected].

Authorisation User & Password: If authorisation is required, then enter the user & password of any valid user of the local network.

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7.2.2 (Outbound) IMAP Server

IMAP Server address is the DNS or IP address of the front-end or CAS server. If this is left blank, the SMTP server details will be used. If a mailbox server, and not a front end / CAS server, is entered here, then only mailboxes within that mailbox server will connect successfully. This IMAP configuration is used by the “Restore to Inbox (via IMAP)” feature.

IMAP Connection Type can usually be left at “Plain”. If you have a secure email server, or one that requires authentication, then you should select “TLS” or “SSL”.

Port is typically left blank – and that default value of 143 is assumed. If you require an “SSL”

connection, then the port will need to be entered (the standard SSL port being 993).

Test Connection will offer a pop-up web page where a username and password may be supplied to check if the Login via IMAP works effectively.

7.2.3 Email Domains

Email Domains are the companies’ public email address domains. Cryoserver uses these for two purposes:

1. To determine the direction of each email - inbound / outbound / internal / outmix [a mix of outbound and internal recipients] / unknown [no matches] – by checking the email domains of the sender and recipients against this list of domains.

2. Email Address Expansion: IF an email is without a Journal Wrapper (see section 3.1.2) then any local email addresses – as determined by this list – are checked against LDAP for distribution list expansion.

Also, if the “Alert From” and “Audit From” email addresses are blank, then the FIRST email domain entered here will auto-generate suitable addresses for both Alert From and Audit From.

 Please Note. After LDAP has been configured, it is possible to obtain a list of email domains via the “User Directory” menu.

Email Direction

When processing each new email, the sender and each recipient is checked against this list of Local Email Domains, and the direction of each email is calculated as follows:

Inbound Sender does not match any Local Email Domains.

At least one recipient matches a Local Email Domain.

Outbound Sender matches a Local Email Domain

All recipients fail to match any Local Email Domain.

Internal Sender matches a Local Email Domain All recipients match Local Email Domains.

OutMix Sender matches a Local Email Domain

Only some recipients match Local Email Domains, others do not.

.. this is a mix of Outbound and Internal

Unknown No matches with any Local Email Domains for sender or any recipients.

7.2.4 Current User Email Address

Current User Email Address is the email address of the administrator that is currently logged in – and is the address where a summary of some of these admin edits are sent.

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Please change this email address to a local user!

7.2.5 Alert and Audit addresses

The following are Global Settings but are presented here for the convenience of usage.

Alert To

Alert To is one or more email addresses where the alerts – both daily status and error details – are to be sent.

 We Recommend: Create a “Cryoserver Alert” distribution group in your email system [e.g. in Exchange / Active Directory].

Add any administrative Cryoserver users into this group – which may be different to other IT groups.

 Add [email protected] in order for Cryoserver Support to become aware of any issues at your site. However, for this address to work

o Your email server should “Allow Relay From” the Cryoserver IP address;

Or

o Add a ‘contact’ in your email server to represent the [email protected] address – and use this contact in the Distribution List as recommended above.

Or

o Use an Encrypted (TLS or SSL) and Authenticated (User & Password) SMTP connection.

Alert From

Alert From is an email address for the Sender of the system alert emails. It can be entered in the form Display Name <email@address>. If the emails are to be sent to Cryoserver Support

([email protected]) then please enter the Company Name in the address:

Alert From: MyCompany CryoAlert <[email protected]>

The address does not need to be a real user email address. Just set it so that it looks reasonable.

Audit From

Audit From is an email address for the sender of transcript emails to the Data Guardians. It can be entered in the form Display Name <email@address>.

* Transcripts can be found by a Data Guardian or Privileged user by searching for this Audit From email address in Cryoserver.

* Transcripts will be sent to the specified data guardians (where they will be journaled back into Cryoserver like any other email). If there is a problem sending a transcript, then Cryoserver will process the transcript directly into Cryoserver so it will still be found using a search of the archive.

Test Alert

Test Alert button can be clicked to send a test email to the Alert Recipient(s) using the settings just entered. The outcome of the action will be displayed below. If there is a problem sending the test, then it is often due to the ‘Relay’ or restrictions on the Receive Connector of the SMTP server.

Apply will save these settings, and they will be immediately used by Cryoserver.

Cryoserver V7 Administration Guide 49 | P a g e Basic Configuration