This guide provides information to show how to create and manage Riva Dynamic Distribution List policies.

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Secure Distribution List Guide

This Guide

Welcome to Riva Managed Applications – Dynamic Distribution Lists, a policy-driven method of creating dynamically populated GroupWise distribution lists.

The Riva “Secure Distribution List” application makes use of the Riva platform which must be installed and configured. Please refer to the following Riva Riva Riva Riva documents for installation, configuration and licensing instructions:

• Riva SeRiva SeRiva SeRiva Setup and Configuration Guidetup and Configuration Guidetup and Configuration Guidetup and Configuration Guide – for instructions to install the Riva platform application and to run the Connection wizards to create the necessary system connectors.

• Riva Licensing GuideRiva Licensing GuideRiva Licensing GuideRiva Licensing Guide – for information on how to request trial or full licences for Riva, and instructions on how to install the license files.

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Riva Managed Applications

Riva Managed Applications -

-

- Secure

Secure

Secure Distribution List

Secure

Distribution List

Distribution List Policies

Policies

How

How Riva Secure

Riva Secure

Riva Secure Distribution List Policies Work

Distribution List Policies Work

The Riva Secure Distribution ListsRiva Secure Distribution ListsRiva Secure Distribution ListsRiva Secure Distribution Lists application allows you to configure which accounts are authorised to send emails to secure GroupWise distribution lists, manage distribution list membership visibility and include external email addresses in your system distribution lists. Secure Distribution Lists allows administrators to include external email addresses in GroupWise distribution lists by supporting CSV text files or links to third-party applications, CRMs and database queries.

Riva's Secure Distribution Lists uses Riva's Event Monitor service to "intercept" and process emails based on the SDL access control and distribution policy. SDL confirms whether the email sender is an authorised sender before recreating and distributing the email to the secured distribution list members.

Creating

Creating Secure

Secure

Secure Distribution List P

Distribution List P

Distribution List Policies

olicies

olicies for GroupWise Users Only

olicies

for GroupWise Users Only

To create a Secure Distribution List policy that uses GroupWise accounts only:

1. In the PoliciesPoliciesPolicies page under ApplicationsPolicies ApplicationsApplicationsApplications, click the SecureSecureSecureSecure Distribution Lists Distribution Lists Distribution Lists link. Distribution Lists 2. Provide a short name and description for the policy.

3. In ConsoleOne or iManager, create a Distribution List object that will be used by this policy (e.g. cn=SDL

cn=SDL cn=SDL

cn=SDL----Sales,ou=Sales,ou=Sales,ou=Sales,ou=usersusersusers,o=Omniusers,o=Omni,o=Omni,o=Omni). If this policy will be emailing to addressees external to the GroupWise system, then ensure that an email address is assigned to this Distribution List. 4. In ConsoleOne or iManager create an eDirectory user with a GroupWise account

(e.g. cn=SDLcn=SDLcn=SDLcn=SDL----Monitor,ou=users,o=omniMonitor,ou=users,o=omniMonitor,ou=users,o=omniMonitor,ou=users,o=omni), This user will be used by the Riva Service Monitor to monitor emails sent to the Distribution List created in step 3. Assign this user as a member of the Distribution List created in step 3.

5. For Distribution ListDistribution ListDistribution List: Distribution List: : click the select: selectselectselect >> >> >> link, browse and select the Distribution List object created in >> step 3, to be assigned to this policy. Click Ok >>Ok >>Ok >>. Ok >>

6. For MonitoreMonitoreMonitored AccountMonitored Accountd Accountd Account click the select >> select >> select >> select >> link, browse and select the user object that was created and added as a member to the Distribution List in step 4. Click Ok >>Ok >>Ok >>Ok >>.

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7. Under the ConfigurationConfigurationConfiguration tab, add the following information: Configuration

a. Display Name Display Name Display Name Display Name –––– use the name that will be displayed in the From field of the email from Riva, e.g. Riva SDL SalesRiva SDL SalesRiva SDL SalesRiva SDL Sales will display as “Riva SDL Sales”.

b. Email Address Email Address Email Address Email Address –––– use the email address configured in ConsoleOne of iManager for the

Distribution List added under the “General” tab. You can verify this in ConsoleOne by looking at the “Internet Addressing” properties and the “E-Mail Address” in the “GroupWise

Identification” details page of the Distrbution List object.

8. Under the Access Control Access Control Access Control tab check the Sender Access Control List Access Control Sender Access Control List Sender Access Control List checkbox. Sender Access Control List 9. To add authorized senders:

a. Click add >>add >>add >>add >>, and select either the Tree, Domain or Post Office object in the “Choose Connection” window and click Ok >>Ok >>Ok >>. Ok >>

b. In the “Browser” window navigate and select the desired accounts (or groups, containers) or the GroupWise accounts, resource accounts or external entity accounts and click Ok >>Ok >>Ok >>. Ok >>

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c. You can also select a CSV file. Click add add add add >>. In the “Choose Connection” window, highlight “Csv Files” and click “Ok >>Ok >>Ok >>Ok >>”. Select the desired CSV file and click OpenOpenOpen. That will place the Open path of the selected CSV file into the authorized senders list.

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10. To enable the Riva policy to send a violation notification email to a manager, check Send the Send the Send the Send the account manager(s) a notification of violation account manager(s) a notification of violation account manager(s) a notification of violation account manager(s) a notification of violation which will open an edit window to complete.

If you check Attach the violating messageAttach the violating messageAttach the violating messageAttach the violating message a copy of the originator’s email will be attached to the notification email.

11. To enable the Riva policy to send a violation notification email to a manager, check Send the violator Send the violator Send the violator Send the violator a n

a n a n

a notification messageotification messageotification messageotification message which will open an edit window to complete.

If you check Attach the violating messageAttach the violating messageAttach the violating messageAttach the violating message a copy of the originator’s email will be attached to the notification email.

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12. Under the Recipients Recipients Recipients tab, click the add >> Recipients add >> add >> add >> link and choose the applicable connection:

If an eDirectory tree object is selected, normal users, groups and containers can be added as recipients.

If a GroupWise domain or post office connection is selected, GroupWise accounts, resource accounts and external entity accounts can be selected.

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13. Under the Recipient Options Recipient Options Recipient Options tab select the desired Recipient Options

a. StandardStandardStandardStandard – Standard - Works like the normal/default/standard distribution mode for a Distribution List.

b. MailingListMailingListMailingListMailingList – Standard - Works like the normal/default/standard distribution mode for a Mailing List.

c. NewsletterNewsletterNewsletterNewsletter – Individualizes the recipients list like a Newsletter.

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14. Under From/reply To From/reply To From/reply To From/reply To tab, you can set the Override ‘From’ and and ‘Reply To’ values. This can be used to hide the originator of the email and set a custom reply to value.

15. Under the General General General tab, ensure that Resumable General Resumable Resumable Resumable and Enabled Enabled Enabled are checked. This policy does note need Enabled to be scheduled. “Resumable” will ensure that if the policy is executing and is interrupted, it will restart execution once the connection.

16. Click Save >> Save >> Save >> Save >> to save the policy. The first time you save your first Secure Distribution List policy, Riva will prompt you to install and start the Riva Event Monitor which is a service that monitors for emails sent to the secure distribution list specified in the “Distribution List” under the “General” tab.

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Select YesYesYesYes

Include External Email Addressees

Include External Email Addressees in the Policy

in the Policy

It is possible to include external addressees by using a CSV file. To enable this, you must first create a SMTP connection to identify the GWIA or to identify some other smtp or smtp-referral service. After, you identify the SMTP connection in the policy you add the CSV file to the list of authorized recipients.

To create a SMTP connection To create a SMTP connection To create a SMTP connection To create a SMTP connection:

1. Under “Setup”, click on the “SMTP Connection” link. 2. Under the “General” tab provide a name for the connection.

No other fields need to be completed unless the smtp or smtp-referral connection requires authentication.

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a. “Type:” - Select smtp smtp smtp or smtpsmtp smtpsmtpsmtp----referralreferralreferralreferral

b. “Host:” - Add the IP address of the GWIA server or smtp or smtp-referral server c. “Port” - Add 25 25 25 25 (if using non-SSL) or 465 465 465 465 (if using SSL)

d. Check the “Use SSL” option if the connection uses SSL e. Click “Update” to create the connection target.

4. Click on Test the connection targetTest the connection targetTest the connection target to confirm the target is configured correctly. Test the connection target

5. Under the OptionsOptionsOptions tab specify a “Smtp Work Path:” and the “Server Hostname” of the smtp or smtp-Options referral server. You will need to manually create this folder in the specified path.

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To To To

To add the SMTP Connection and add the SMTP Connection and add the SMTP Connection and add the SMTP Connection and the CSV file to list of approved recipients:the CSV file to list of approved recipients:the CSV file to list of approved recipients: the CSV file to list of approved recipients:

1. In Riva, under the “Policies” tab, open the desired Secure Distribution List policy.

2. Under the “Configuration” tab click the Select >> Select >> Select >> Select >> for the SMTP Connection, select the SMTP connection just created and click OK >>OK >>OK >>. OK >>

This should add the desired SMTP connection.

3. Under the “Policies” tab open the Secure Distribution List policy. 4. Click add >> add >> add >> add >> and select Csv FilesCsv FilesCsv Files and click Ok >>Csv Files Ok >>Ok >>. Ok >>

5. Create a CSV file that includes a header line and the record lines for each addressee:

DisplayName,EmailAddress

Gordon Welling,gordw@omni-ts.com

Lance Perro,lancep@omni-ts.com

Teruel Carrasco,teruelc@omni-ts.com

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6. In the “Open” window select the desired CSV file and click OOOOpenpenpenpen.

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8. Select YesYesYesYes to restart the Riva_Service_MonitorRiva_Service_MonitorRiva_Service_Monitor. Riva_Service_Monitor

How to Execute the Riva Secure Dist

How to Execute the Riva Secure Distribution List Policy

ribution List Policy

There is no executing a Riva Secure Distribution List policy. Once configured, the Riva Event Monitor service will constantly listen for emails sent to the Secure Distribution List assigned to the policy.

How to

How to Create

Create

Create Multiple Riv

Multiple Riv

Multiple Riva Secure Distribution List Policies

a Secure Distribution List Policies

The Riva Event Monitor service can handle monitoring and servicing emails sent to multiple Secure Distribution List policies. There are some best practices for creating multiple policies:

• Create and assign a unique GroupWise Distribution List for each Secure Distribution List policy. • Create and assign a unique eDirectory/GroupWise account to act as the monitor account for each

Secure Distribution List policy.

• Create and assign one or more unique eDirectory Groups for approved senders (under the “Access Control” tab) for each Secure Distribution List policy.

• Create and assign one or more unique eDirectory Groups for approved recipients (under the “Recipients” tab) for each Secure Distribution List policy.

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Policy Manage

Policy Management Tasks Explained

ment Tasks Explained

Making Changes to an Existing

Making Changes to an Existing Secure Distribution List

Secure Distribution List

Secure Distribution List Policy

Policy

Certain key factors should be kept in mind when making changes to an existing Riva CRM synchronization policy:

• Changes made to an existing Secure Distribution List policy will not be applied unless the Riva Event Monitor service is restarted. Restarting this service loads the new policy into memory on the hosting computer or server.

• Adding or removing accounts and/or CSV files to the policy will not be applied unless the Riva Event Monitor service is restarted. Restarting this service loads the new policy into memory on the hosting computer or server.

Restarting the Riva

Restarting the Riva Event Monitor

Event Monitor

Event Monitor Service

Service

There are three ways to restart the Riva Event Monitor service:

• Make a change to an existing Secure Distribution List policy. When the policy is saved, answer YesYesYesYes to restart the service.

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• From a command prompt type:

o net stop “Omni Riva (net stop “Omni Riva (net stop “Omni Riva (net stop “Omni Riva (Event Monitor)(new)Event Monitor)(new)Event Monitor)(new)” Event Monitor)(new)” ” – to stop the service ” o net start “Omni Riva net start “Omni Riva net start “Omni Riva net start “Omni Riva (Event Monitor)(new)(Event Monitor)(new)(Event Monitor)(new)” (Event Monitor)(new)” ” – to start the service ”

How to Apply Replacement Licences

How to Apply Replacement Licences for Riva Secure Distribution List Policy

for Riva Secure Distribution List Policy

Riva uses cumulative license files. That means that two or more .license files can be saved into the \\\\LicensesLicensesLicenses Licenses folder and Riva will load all licences into memory when it starts. Riva will not be able to perform a “Check for Updates” if there is an expired licence in the \\\\LicensesLicensesLicensesLicenses folder. Riva might also encounter difficulties when “Trial” and “Full” .license files for the same policy are stored in the \\\\Licenses Licenses Licenses folder. Licenses

1. Use the steps included in the email that provides any replacement license.

How to Apply Additional Licences to

How to Apply Additional Licences to Riva Secure Distribution List Policy

Riva Secure Distribution List Policy

If you are adding new or additional .license files to increase existing license counts and license another Riva module, use this procedure to update the license files:

1. Unload the Riva application and stop the Riva Event Monitor service. 2. Save new or additional .license files in to the \Licenses folder. 3. Start the Riva application and the Riva Event Monitor service.

How to Update Riva

How to Update Riva Running Secure Distribution List Polic

Running Secure Distribution List Polic

Running Secure Distribution List Policies

ies

Updates to Riva can include updates to the Riva Event Monitor service. If you are licensed for Riva Secure Distribution List and select the “Check for Updates” option, and if a new version is available, you will be prompted to download the update. If you select Yes, Riva will automatically:

1. Download the update to the computer hosting Riva. 2. Stop the Riva Event Monitor service if it is running. 3. Uninstall the service.

4. Apply the update.

5. Advise that Riva has been updated and require that it be restarted.

6. It is recommended that both the Riva application (interface) and the Riva Event Monitor service restarted.

How to T

How to Temporarily D

emporarily D

emporarily Disable Secure Distribution List Policies

isable Secure Distribution List Policies

• To disable all Secure Distribution Lists, stop the Riva Event Monitor service. • To disable a specific policy, disable the specific Secure Distribution Policy.

How to

How to Uninstall Riva and Remove the

Uninstall Riva and Remove the

Uninstall Riva and Remove the Riva

Riva

Riva Ev

Ev

Event Monitor Service

Ev

ent Monitor Service

There is no uninstaller for Riva. Uninstalling Riva requires disabling the Secure Distribution List policies, stopping and removing the Riva Event Monitor service, and deleting the Riva installation directories.

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To completely remove Riva and Secure Distribution List Policies:

1. Stop the Riva Event Monitor service. This can be done by stopping the service in “Services” using Microsoft Management Console (MMC), or by using the net stop command.

2. Uninstall the Riva Event Monitor service by typing the Omni.Riva.Omni.Riva.Omni.Riva.Omni.Riva.MonitorMonitorMonitor.exe Monitor.exe .exe ––––uninstall.exe uninstalluninstalluninstall from the active application folder in the Riva installation in a command prompt window.

3. Close the Riva application.

4. (Optional) If Riva is going to be installed on a different Windows system, you will want to save a copy of the Riva installation folder structure and all files.

5. Delete the Riva installation folder structure and delete all Riva related icon shortcuts and menu selections manually created.

How to Move the Riva Installation and Reinstall the Riva Ev

How to Move the Riva Installation and Reinstall the Riva Event Monitor Service

ent Monitor Service

There is no uninstaller for Riva. Uninstalling Riva requires disabling the Secure Distribution List policies, stopping and removing the Riva Event Monitor service, and deleting the Riva installation directories. To completely move Riva and Secure Distribution List Policies:

1. On the current PC running Riva stop the Riva Event Monitor Service and close the Riva application. 2. Copy the entire Riva installation directory from the current PC to the PC that will run Riva (referred to

as the “new PC”).

3. On the new PC, save the copy of the Riva installation directory from the “current PC” (step 1). Make a short cut for the Riva.exe application to the desktop.

4. Start the Riva application.

5. Open a Secure Distribution List policy and then save it. Riva will prompt you to install the Riva Event Monitor service. Select YesYesYesYes.

6. Completely uninstall Riva from the current PC (step 1).

Best Practices for

Best Practices for Secure

Secure

Secure Distribution List Policies

Distribution List Policies

Here are recommended best practices:

• Before implementing Secure Distribution List policies, create a master list of all eDirectory groups and GroupWise Distribution Lists that will be assigned to Secure Distribtuion List policies.

• Test, test, and test. When creating a new policy, use a sample group as the source and a “test” distribution list as the destination to ensure that the membership lists are working as desired. Once the policy is confirmed, the destination objects can be changed to identify the desired set of users. • Create the eDirectory Groups, Distribution Lists and monitor accounts in the same container as the

recipient users to ensure ease of management.

• If eDirectory templates are used to create user accounts, add Secure Distribution List sender and recipient groups to the appropriate eDirectory templates. This ensures that new users will be automatically assigned to secure distribution lists the next time the Secure Distribution List policy is restarted.

• If eDirectory templates are used to create user accounts, and if LDAP Query Filters are being used in these policies, ensure that the attribute being queried (e.g. “Department”) is being populated by the eDirectory template.

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Support for

Support for Riva

Riva

Reporting a Technical Issue

Riva includes a “Submit Issue Report” feature in the program. If you experience a problem with the application, click the Submit Issue ReportSubmit Issue ReportSubmit Issue Report link and complete the form. Please ensure that you include the Submit Issue Report correct contact information. Once the OK OK OK button is clicked, Riva will send this issue and a copy of the OK application logs to our technical support team.

.

Upgrade and

Upgrade and Maintenance

Maintenance

Maintenance Support

Support

Support Agreements

Agreements

Customers who have current upgrade and maintenance support contracts are eligible to receive full email and telephone support Monday to Friday between 9:00 a.m. and 5:00 p.m. Mountain Time. Limited email support may be available during extended hours. Email and telephone support is also available to customers who are evaluating Riva. 365x7x24 support is available for optional purchase.

Free Sup

Free Support

port

Free support is limited to information available from our support forum, our web site and information contained in the user manual. Telephone and email support for customers who do not have a current support contract can be provided on a fee per incident or fee per hour basis, whichever is greater.

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C

Contacting Support

ontacting Support

You can contact support using the following methods. Please include as many details as possible when requesting support:

Use the “Contact Us” link in the top right corner of any page of our website and complete the online form or go to www.omni-ts.com/contact-us.html.

Call or fax us:

Phone: 1111----780780780----423780423423423----4200420042004200 Fax: 1-780-423-4711

Online Resources

Online resources for Riva include:

• Product Documentation: Go to www.omni-ts.com select SupportSupportSupport, Support, , , follow the link for DocumentationDocumentationDocumentation Documentation and select Messaging DocumentationMessaging DocumentationMessaging Documentation Messaging Documentation

• Riva Flash Tutorials: will be added to www.omni-ts.com/quicktours • Support Forum: Go to www.omni-ts.com/Forum and:

o Select the RivaRivaRiva for GroupWise ~ Installing, Using, SupportRivafor GroupWise ~ Installing, Using, Supportfor GroupWise ~ Installing, Using, Supportfor GroupWise ~ Installing, Using, Support forum

o “RivaRivaRivaRiva Tips Tips Tips” available at Tips www.omni-ts.com/forum/post--2055--page-1.html is a collection of forum articles to provide troubleshooting and advanced management steps

• Product FAQ: Go to www.omni-ts.com/integration and select Frequently Asked QuestioFrequently Asked QuestioFrequently Asked QuestionsFrequently Asked Questionsnsns

This guide provides information to show how to create and manage Riva Dynamic Distribution List policies.

Secure Distribution List Guide

This Guide

This Guide

This Guide

This Guide

Table of Contents

Table of Contents

Table of Contents

Table of Contents

Riva Managed Applications

Riva Managed Applications

Riva Managed Applications

Riva Managed Applications -

-

-

- Secure

Secure

Secure Distribution List

Secure

Distribution List

Distribution List

Distribution List Policies

Policies

Policies

Policies

How

How

How

How Riva Secure

Riva Secure

Riva Secure

Riva Secure Distribution List Policies Work

Distribution List Policies Work

Distribution List Policies Work

Distribution List Policies Work

Creating

Creating

Creating

Creating Secure

Secure

Secure

Secure Distribution List P

Distribution List P

Distribution List P

Distribution List Policies

olicies

olicies for GroupWise Users Only

olicies

for GroupWise Users Only

for GroupWise Users Only

for GroupWise Users Only

Include External Email Addressees

Include External Email Addressees

Include External Email Addressees

Include External Email Addressees in the Policy

in the Policy

in the Policy

in the Policy

DisplayName,EmailAddress

Gordon Welling,gordw@omni-ts.com

Lance Perro,lancep@omni-ts.com

Teruel Carrasco,teruelc@omni-ts.com

How to Execute the Riva Secure Dist

How to Execute the Riva Secure Dist

How to Execute the Riva Secure Dist

How to Execute the Riva Secure Distribution List Policy

ribution List Policy

ribution List Policy

ribution List Policy

How to

How to

How to

How to Create

Create

Create

Create Multiple Riv

Multiple Riv

Multiple Riv

Multiple Riva Secure Distribution List Policies