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Account and User Management Training Guide

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Account and User Management

Training Guide

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Table of Contents

1 Account M anagement Overview ...1-1 2 Accessing the Control Console ...2-1

2.1 Module Objectives...2-1 2.2 Obtain Control Console Login Credentials ...2-1 2.3 Create or Change a Password...2-1 2.4 Sign into the Control Console with a Password ...2-4 2.5 Getting Locked out of the Control Console ...2-4 2.5.1 Unlocking a user ...2-5 2.6 Navigating the Control Console ...2-6 2.7 Global Search Tool...2-7 2.9 Customer and Domain Selectors ...2-8

2.9.1 2.9.2 2.9.3 2.9.4

Customer Selector ...2-8 Customer Selector Display ...2-9 Performance Reports Customer Display 2 ...2-10 Domain Selector...2-10

3 Customer Details & Time Zone se lection ...3-1 4 Distribution Lists ...4-1

4.1 Distribution Lists with Email Protection (Correo Limpio) Policies ...4-2 4.2 Distribution Lists with Directory Integration...4-2

4.3 Distribution Lists with Performance Reports ...4-3 4.4 Distribution Groups...4-3

5 Performance Reports ...5-1

5.1 Activate a Performance Report ...5-1

6 M anage Domains ...6-1

6.1 View Domains ...6-1 6.2 Primary Domains ...6-2 6.2.1 Primary Domain Details ...6-2 6.3 Domain Aliases ...6-4 6.4 Restricted Domains ...6-5

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7.1 Groups with Email Protection (Correo Limpio)...7-1 7.1.1 Users in Multiple Groups with Email Protection (Correo Limpio)...7-2 7.2 Groups with Web Protection (Navegación

Segura)...7-4

7.2.1 Users in Multiple Groups with Web Protection (Navegación Segura)...7-5

7.3 Groups with Email Archiving ...7-6 7.4 Create Groups ...7-6

7.4.1 7.4.2 7.4.3 7.4.4

Add Members to a Group...7-7 Assign a Group Administrator ...7-8

View Email Protection (Correo Limpio) Policies ...7-8 View user Group Assignment ...7-9

7.5 Delete a Group ...7-9

8 M anage Users ... .8-1

8.1 User Management Overview...8-1 8.2 User Creation Methods ...8-1

8.3 Users with Email Protection (Correo Limpio) ...8-1 8.4 Users with Email Archiving...8-2

8.5 Users with Web Protection (Navegación Segura)...8-2

8.6 User Roles & Permissions ...8-2 8.7 Roles & Permissions ...8-1 8.9 Permissions of My Account Tab...8-7 8.10 Accessing Users...8-1 8.11 Filter Users ...8-2 8.11.1 Search for Users ...8-3 8.13 Create Users Manually...8-5 8.13.1 Create Users via Batch upload ...8-6 8.14 Edit Users ...8-8 8.14.1 8.14.2 8.14.3 8.14.4 8.14.5 8.14.6

Edit Individual User Details ...8-8 Aliases...8-15

Email Protection (Correo Limpio) ...8-16 Web Protection...8-26

Group Membership ...8-27 Group Administration ...8-27 8.16 Batch Edit Users...8-28 8.17 Batch Edit Upload...8-30 8.19 Merge Users ...8-34 8.21 Delete Users...8-36

8.21.1 8.21.2

Selecting users for deletion...8-36 Batch Delete Upload ...8-37 8.23 Download Users ...8-40 8.23.1 Downloading Unfiltered Users ...8-41

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8.24 Sync Users ...8-41 8.25 Help ...8-41 8.26 Non-Local Email Accounts ...8-41

9 Configure User Details...9-1

9.1 Directory Integration ...9-1 9.2 User Agent...9-1 9.3 User Aliases ...9-2 9.4 User Authentication (passwords) ...9-2

9.4.1 9.4.2

Assign/update individual passwords...9-5 Assign/update batch passwords ...9-5

10 Directory Integration ...10-1

10.1 Overview...10-1 10.3 Determine Sync ‘Type’ ...10-2

10.3.1 10.3.2

Email Domain ...10-2 AD Domain ...10-2 10.4 Directory Integration High Level Steps ...10-2

10.4.1 10.4.2 10.4.3 10.4.4 10.4.5 10.4.6 10.4.7 10.4.8 10.4.9 Domain ...10-4 Directory Type ...10-4 Data Collection ...10-4 Server Hostname ...10-4 Enable SSL ...10-4 Server Port ...10-5 Search Bind DN ...10-5 Search Bind Password...10-5 Advanced Settings ...10-6 10.4.10 Test Settings ...10-6 10.4.11 Automatic Synchronization & Approval...10-6 10.4.12 Test Settings ...10-9 10.4.13 Save ...10-9 10.4.14 Cancel ...10-10 10.4.15 Help ...10-10 10.5 Synchronize Users ...10-10 10.5.1 10.5.2 10.5.3 10.5.4

Synchronize users in Email Archiving User Legal hold ...10-11 The Synchronization Process ...10-12 Users Created by Directory Integration ...10-14 Inactive Records ...10-14 10.7 AD Domain and Directory Services Connector...10-18 10.8 Obtain Directory Services Connector...10-18

11 M y Account ...11-1

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11.2 User role permissions with Web Protection (Navegación Segura)...11-2

11.3 User role permissions with Email Archiving ...11-2

12 Support Resources ...12-1

12.1 Module Objectives...12-1 12.2 Axtel Customer Support ...12-1 12.3 Preferences ...12-2 12.4 eService Requests ...12-3 12.4.1 12.4.2 12.4.3 12.4.4 Creating a Password...12-3 Changing a Password ...12-3 Creating a Service Request (SR) ...12-3 Reviewing or Updating a Service Request ...12-5 12.5 Supporting Documentation...12-6 12.5.1 Training Schedule and Materials ...12-6 12.6 Reporting False Negatives ...12-7 12.7 Education Services Contact ...12-8

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1 Account Management Overview

This guide discusses all areas of the Control Console within the Account Management tab, which focuses on setting up ‘common’ information that applies to all of the services to which you subscribe. For example, once users are created, they are applicable for the Email Protection (Correo Limpio), Web Protection (Navegación Segura)and Email Archiving services, if you subscribe to all three services. The account management information covered in this guide is not duplicated in those additional guides.

The functional areas within Account Management are:

 Customers – Time Zone setting, Distribution List setup & Performance Report settings

 Groups – Creating Groups and managing Group members

 Domains – Managing Primary and Domain Aliases

 Users – User creation and individual user management

 Configuration – settings that apply to all users within the selected primary domain

Users created within Account Management:

 Are only created one time and are used for all services to which the customer subscribes: Email Protection (Correo Limpio), Web Protection (Navegación Segura)and Email Archiving

 Every user created must be unique Users deleted within Account Management:

 Are deleted from all services to which the customer subscribes; Email Protection (Correo Limpio), Web

Protection and Email Archiving

 Are removed from all groups they were assigned; both for Email Protection (Correo Limpio) and Web

Protection

 All Email Protection (Correo Limpio) quarantined messages are deleted Groups deleted in Account Management:

 Are removed from association for both the Email and Web Protection (Navegación Segura)policy sets

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2 Accessing the Control Console

2.1 Module Objectives

Upon completion of this module, you will be able to:

 Understand how to obtain your Sign In information

 Understand how to create or change your Control Console Password

 Understand how to Unlock a user who has been locked out of the Control Console

 Locate the navigation methods used within the Control Console

2.2 Obtain Control Console Login Credentials

Once your account is provisioned with our service, a welcome email is sent to the Technical contact on the account; the email is only sent to one contact. The email itself does not contain the login credentials to your account in the control console; however, it does provide instructions in obtaining those credentials.

Refer to the Getting Started section in the Welcome Email. This provides instructions on logging onto our eService Portal and accessing your specific ‘Service Activation Guide’. The Service Activation Guide is the document that provides the Control Console URL and Login ID. If you ordered services from one of our Axtel Partners, and that partner provides your support, please contact that partner directly for your login information.

Note: your password is not created for you; you must create your own password on the Control

Console once your login ID is obtained.

To Sign into the Control Console, you need the:

 Control Console URL

 Sign in ID

 Password

Note: this is the URLs to access the control console sign in page:

https://portal.seguridadintegral.axtel.mx/index.php

2.3 Create or Change a Password

Password Assignment Recommendations

User accounts are not required to have a password. Passwords are needed when signing into the control console from the sign-in page. Passwords are not required if a user is accessing their individual user from an active Spam Quarantine Report (SQR). The SQR gives the user direct access to their account without entering a user or password.

It is helpful for administrative level roles to have passwords assigned so they can access the control console when needed. It can also be helpful for individual users to have a password assigned if the customer subscribes to the Email Continuity Disaster Recovery Service. This allows the user to sign into their account and access their Email Continuity inbox if they do not have an active SQR.

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Creating your initial password

When signing into the control console from the Sign in page for the first time, you must create your own password. The following steps are the same when you are creating your initial password, or if you have forgotten your existing password and need to change it. To do this:

1. Navigate to the Control Console sign in page; either: console.Axtelesaas.com or portal.Axtelsaas.com.

2. Click the Forgot your password or need to create a password link.

3. On the Change Password page in the Email Address field, enter your Control Console email address (fully qualified email address).

4. Choose whether you prefer to have the password information sent to the email address you entered or to your Domain Contact email address.

Function: This sends a conformation email with a link to create a user password.

Radio button option: Determines which email address receives the conformation email with the

password.

1. Sends the confirmation email to the email address that is the same as the Control Console user

2. Sends the confirmation email to the email address listed as the Contact Email within the Primary Domain. This option is beneficial when the customer’s mail server is unavailable and a user cannot receive the confirmation email on their mail server. It is beneficial to view the email address listed as the Domain Contact email and verify that it is outside of the customer’s mail server.

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Once you have received the email, click on the URL included in the email body, which will direct you to the Change Password page.

Note: The link is active for one hour after the email is generated and delivered.

Create your password

All passwords must:

 Be a minimum of eight characters, maximum of 20 and contain at least two of the following character types:

 Letters (upper / lower)

 Numbers

 Special Characters

o ( ) ` ~ ! @ # $ % ^ & * - + = | \ { } [ ] : ; " ' < > , . ? /

o Passwords are case sensitive

The first time a user signs in with a password, but no security question, you must select a security question and enter a security answer. The Security Question answer is used when a user forgets their password and walks through the above steps to change their existing password.

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2.4 Sign into the Control Console with a Password

Access the Control Console sign in page:

https://portal.seguridadintegral.axtel.mx/index.php

Note: If a user has an active Spam Quarantine Report, they can use that to access their account

without entering a user name or password.

The Language drop down menu lists all available languages; the default language is English.

Brazilian Portuguese Finnish Portuguese

Chinese, Simplified French (universal) Russian

Chinese, Traditional German Italian Spanish (universal)

Danish Japanese Swedish

Dutch Korean Turkish

English Norwegian, Bokmal

Users may also select their language preference once they access their account.

Note: The only pages changed to the selected language are user-level pages; all administrative

pages display in English.

2.5 Getting Locked out of the Control Console

A user is locked out of the Control Console after five consecutive unsuccessful login attempts within 30 minutes.

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2.5.1 Unlocking a user

There are four ways for a user to be unlocked:

1. The user can wait 30 minutes until the lock out automatically expires and attempt to sign into the Control Console with the correct password.

2. The user can change their own password by clicking on the Forgot password link on the Control Console Sign in page and walking through remaining steps.

3. The user can ask their Customer Administrator to change their password and then attempt to log in with the newly assigned password.

4. The user can ask their Customer Administrator to unlock their account so they can attempt to sign in again with their correct password.

Note: users with the role of Customer Administrators can assign and change other user’s

passwords. Users logged in with the Role of Partner Administrator or higher cannot assign passwords for any user other than their own.

All administrative roles that have access to manage users can unlock a user. There is a Locked column on the Accounts page within User Management. View this column to identify if any users have been locked out.

To Unlock a user, access the user by double clicking on the email address or selecting the user and clicking the Edit button. Click the Unlock button inside the user Details.

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2.6 Navigating the Control Console

There are four primary navigation options, which organize the functions within the Control Console:

 Account Management

 Email Protection (Correo Limpio)

 Email Archiving

 Web Protection

 My Account

Note: The Account Management and My Account Product Selectors will be viewable by all

customers. Only those customers who subscribe to the Email Protection (Correo Limpio), Email Archiving Service or the Web Protection (Navegación Segura)services will see the additional Primary Selectors.

Main Menu Options

Once the primary navigation option is selected, the associated main menu options are displayed.

Account M anagement

 Customers – Customer management

 Groups – Group configuration

 Domains – Domain configuration

 Users – User management

 Configuration – global user settings Email Protection (Correo Limpio)

 Overview – 24 hour snap shot of activities

 Quarantine – Message Quarantine for the entire Domain

 Email Continuity – The Email Continuity Inbox of the user signed in  Policies – Policy configuration

 Setup – Configuration of Email Protection (Correo Limpio) mail servers and additional options  Message Audit – searching for and interpreting the disposition of messages

 Reports – Reporting and Statistics

Email Archiving

 Overview – Current snap shot of the overall status of Email Archiving  Archived Messages – Searching and Exporting of archived messages

 Reports – Email Archiving report generation history

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Web Protection

 Policies – Policy configuration

 Setup - Configuration

 Reports – Canned Reporting and Statistics

 Forensics – ad hoc report generation M y Account

 Individual user settings with user level permissions

2.7 Global Search Tool

The Global Search tool reduces the number of clicks needed to access Domains and Users. The Global Search tool is located at the top right corner of each window.

The available options from the Search drop-down list will change depending on the user role. Options include users, domains, and customers.

To uses global search:

 Enter information in the available field

 The system will validate the entry

 When entering a partial value, the database will return all matches in the dropdown menu

 Locate match, select and click Go

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2.9 Customer and Domain Selectors

The Customer and Domain selectors are clickable links and display on the right side of the page. Using these selectors is a quick way to locate and switch to the desired Customer or Primary Domain.

Based on the role in which you are logged in, you have access to the Customer and/or

Domain selectors. The following examples show different roles and their associated access to each selector.

2.9.1 Customer Selector

User accounts with permissions to create and edit Customer Accounts have access to the Customer Selector. When the Customer Selector link is clicked, a ‘search customers’ input field appears. A minimum of 3 characters must be entered prior to the system automatically searching. The search is a ‘begins with’ and will locate all matching Customer accounts that begin with the search input entered.

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2.9.2 Customer Selector Display

There will be times when a Global, Support or Partner administrator is on the MSP Connector or Performance Reports pages; pages that are not enabled for all customers. Listed below are the scenarios when on a either the Performance Report or MSP Connector pages for a customer that does have the service enabled, and then through the Customer Selector choose a customer that isn’t enabled for the service.

2.9.2.1 MSP Connector Customer Display

If you are on the MSP Connector page and change the Customer selector to a customer that does not have MSP Connector enabled, the following occurs:

 The administrator says on the MSP Connector Page

 The MSP Connector tabs are disabled and grey out

 A message appears notifying the administrator that the selected customer does not have MSP Connector enabled.

The customer selection will not be changed while you remain on the MSP Connector Page. To access the desired customer, navigate off of the MSP Connector page and re-select the desired Customer.

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If you are on the Performance Reports page and change the Customer selector to a Web Protection (Navegación Segura)or Email Protection (Correo Limpio) customer that does not have Performance Reports enabled, the following occurs:

 The administrator is routed to the selected customers Customer Details page

2.9.3 Performance Reports Customer Display 2

If you are on the Performance Reports page and change the Customer selector to an Email Archiving customer that does have Performance Reports enabled, the following occurs:

 The administrator says on the Performance Reports Page

 The Performance Reports page is disabled and grey out

 A message appears notifying the administrator that the selected customer does not subscribe to a service that includes Performance Reports

Note: the Performance Reports contain data only for Email and Web Protection.

2.9.4 Domain Selector

Once the Domain Selector link is clicked, a drop list of all available Primary domains in the selected customer appears. The Domains display in a drop list because the number of

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domains within a customer account is manageable. There is no minimum number of characters to enter to display or select a domain.

The Domain selector displays on the appropriate domain level Email Protection (Correo Limpio) and Account

Management pages and does not display on the Web Protection (Navegación Segura)or Email Archiving pages.

Domains display in ASCII display order: Special Characters followed by Numbers and then Letters

Similar to the Customer Selector, there is no ‘all’ domains option; must select one specific domain. Only primary domains display for selection; no domain alias or public domains display.

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3 Customer Details & Time Zone

selection

When signed in as a role of Customer or Partner Administrator or Var Administrator, you can view the customer account details and select a customer level Time Zone.

Note: users signed in with a Partner Administrator or higher role will not see the Details menu link. To change the customer level time zone setting, locate the customer account from the customer list and ‘edit’ the customer account.

When the update link is selected, the Details page grays out and a Time Zone selection appears atop the details page. Select the time zone with which all users will be created.

Once a time zone is selected, all NEW users created will inherit the selected time zone.

Once a time zone is selected, all EXISTING users created will inherit the selected time zone, if the individual user time zone has not previously been changed. This includes changes made to the user by any administrative role or the end user.

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4 Distribution Lists

Distribution lists allow for the creation of lists to be activated in different areas of the Control Console. When activated, distribution lists send a notification-type email to the email addresses in the distribution list.

Distribution Lists members can be any valid, fully qualified email address. The members added to a Distribution list do not have to reside as Users in the Control Console, and do not need to be associated to the customer’s domain.

Navigate to Account Management Customers Distribution List

s 5.

Note: Distribution Lists are not the same thing, nor are they a replacement of Distribution Groups for

email delivery, which are maintained on the Customer Mail Server. Creating and implementing a distribution list is a two-step process:

1. Create a New Distribution List and add email addresses into the list 1. Distribution Lists can contain any valid recipient email address, including:

 Email addresses for a user with an account in the Control Console e.g. me@mycomanydomain.com

 Email Addresses for a user outside of the Control Console e.g. me@gmail.com or partner@partnerdomain.com

 Distribution Group email addresses e.g. marketing@mydomain.com

2. Activate the Distribution List in one or more of the following places:

 Email Protection (Correo Limpio) Policies Attachment Filename Silent Copy

 Email Protection (Correo Limpio) Policies Content Groups Silent Copy

 Account ManagementConfiguration Directory Integration Exception Notification

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4.1 Distribution Lists with Email Protection (Correo Limpio)

Policies

When you select a Distribution List in the Silent Copy drop list of an Email Protection (Correo Limpio) policy, and the policy (rule) is violated, a blind carbon copy (silent copy) of an email is sent to all members in the selected Distribution List. They are being ‘notified’ with a copy of the email that caused the policy violation.

Example: Your policy states to Quarantine a message if a message contains a .php

attachment and a distribution list is selected in the Silent Copy drop list. When a message is received with a .php file attached, the message is placed into Quarantine and a blind carbon copy of the message that invoked the violation will be sent to all email addresses in the Distribution List.

4.2 Distribution Lists with Directory Integration

Distribution Lists work when Directory Integration is set up, the Exception Notification is activated, a Distribution List is selected, and one or more Exception notification content checkboxes are checked on the Directory Integration page.

When a Sync is requested, and if any users that meet the selected content checkboxes are found, an email is sent to the email addresses in the selected Distribution List, notifying them of the exceptions during the automatic synchronization.

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4.3 Distribution Lists with Performance Reports

When you select a Distribution List in the Deliver To drop list when activating Performance Reports, you are identifying to which email addresses a PDF version of the Performance Report should be sent.

.

4.4 Distribution Groups

Axtel distribution lists are not the same thing, nor are they a replacement of the customer’s email distribution groups.

A primary user must reside in the Control Console for the email address of the Distribution Group; however Distribution group members are created and maintained on the customer’s email server.

E.g. a primary user for marketing@yourdomain.com must reside in the control console, we the service knows that this is a valid email address for your organization. We will filter that message and if it passes the policy, one instance of the message is delivered to the mail server. The mail server is responsible for routing that message to every member of the Marketing distribution group

Distribution lists are created and assigned using the Axtel Control Console

Note: Any distribution group maintained on the customer’s email server must have an associated

primary user in the Control Console. When an email is sent to a primary user, if it passé the Email Protection (Correo Limpio) policy, the service delivers once instance of the message to the

customer’s email server; only to the primary user. The customer’s mail server distributes that message to all members of the customer’s distribution group.

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5 Performance Reports

Performance reports contain statistical information on the performance of Email Protection (Correo Limpio) and Web Protection (Navegación Segura)Services. Once activated, Performance Reports are automatically generated and are sent via email as a PDF attachment.

To receive Performance Reports, you must opt into performance reports. Opting into Performance Reports is a two-step process:

1. Create a Distribution List and enter the email addresses of the people you would like to receive the performance report. Refer to the Distribution List section of this document for steps on creating a Distribution Lists.

2. Access the Performance Reports link and select the desired Distribution List in the Deliver to drop list.

5.1 Activate a Performance Report

 Navigate to Account Management  Customers – Performance Reports

 Deliver To - Select the distribution list to which the Performance Report is sent

 Time Zone – The time zone used to create the report.

 Frequency - Check the box to specify the frequency of the Performance Reports.

o Weekly – includes data for the previous full week.

o Monthly - includes data for the previous full month.

The Send Now button initiates an on-demand Performance Report be sent. This includes data from the last full reporting period.

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Performance reports contain:

 Statistical information on the performance of Email Protection (Correo Limpio) Service and Web

Protection Service

 If you subscribe to Outbound filtering, the Performance Report includes information relating to total number of outbound messages sent, threats and action taken.

 Graphical traffic and threat data

 Is formatted in grid, pie chart and line graph formats and represents a wide variety of traffic and threat categories

 Give insight into the on-going performance of the Email and Web security services

 Definitions for each report field and can be configured for weekly or monthly delivery Reports are emailed to the distribution lists recipients as a .pdf attachment.

Modifying the Time Zone field under Performance Reports only apply to the Performance Reports and not to individual users.

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6 Manage Domains

All primary domains are listed by default when you access the Account Management Domain area. You can select the Show Domain Aliases checkbox to view the domain aliases associated to your primary domains.

As the Customer Administrator, you are able to:

 View your Domain Details

 Add Domain Aliases

Note: Customer Administrators do not have the ability to add new Primary Domains, edit the Primary

Domain details, or delete the Primary Domain.

6.1 View Domains

The ability to view Public Domains and identify to which Primary Domains they are associated is available within the Domains page.

When signed into the Control Console as a Global Administrator, Support Administrator or Partner Administrator, the following new checkbox always displays on the Domains index page:

Show All Domains

When signed into the Control Console and the Customer account to which you are signed in has a Public Domain associated, the roles of Domain Administrator, Customer Administrator, Partner Administrator, Support Administrator and Global Administrator will see the Show

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If multiple types of domains display, a Type column appears and designates the type of domain for each one listed. Primary Domains have a type of Domain. If any Alias or Public domains display, the Primary domain to which they are associated displays in brackets.

6.2 Primary Domains

Each Primary Domain has its own characteristics (mail servers, policies, users, IP address), and is configured separately.

Primary Domains should be created when any of the following are true:

 Inbound messages for each domain must route to unique inbound server(s)  Outbound messages for each domain route from unique outbound server(s)  User accounts are unique each primary domain:

o mary.smith@primarydomain1.com – located in Seattle, WA

o mary.smith@primarydomain2.com – located in Chicago, IL

Note: Customer Administrators do not have the ability to add new Primary Domains, edit the

Primary Domain details, or delete the Primary Domain.

6.2.1 Primary Domain Details

To open the Domain Details screen, click the Primary domain name.

Review the Domain information and call your Support contact if any changes are needed to your primary domain(s).

The options available on the Domain Details window will vary depending on which user role has logged in.

As the Customer Administrator, some of the items you are able to do are:  View your Domain Details

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Select this option to email the password verification email to the user.

The Contact Email listed inside the Primary domain is used when a user is creating or changing their password. When creating or changing a password, the user has the ability to determine where the confirmation email is sent, allowing the user to change/ create their password.

When the second radio button is selected, “Email password information to my Domain Contact”, the email is sent to the email address listed in the Contact Email field within the primary domain.

Note: it is beneficial for the Contact Email address to be an email address outside of the customer’s

primary domain. If the domain mail server is down, the password change confirmation email can still be received by an email address outside of the customer’s mail server.

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6.3 Domain Aliases

Domain Aliases are “virtual” domains that inherit all of the same characteristics as the primary domain to which the domain alias is associated. Customers must own the rights to the domain alias name in the same way they own the rights to the primary domain name.

Domain Alias Key Points:

When a user is created in a primary domain, user alias accounts are automatically created in each domain alias:

 Primary domain policies and configurations apply to all associated domain aliases  All messages addressed to domain aliases are routed to the users email account on the

primary domain server first then delivered to the alias accounts

 All quarantined messages for the domain alias are stored in the primary domain’s quarantine area

Domain aliases can be created by the Administrator when all of the following are true:

 Inbound messages for each domain route to the same inbound server(s) as the primary domain

 Outbound messages for each domain route from the same outbound server(s) as the primary domain

 User accounts belong to the same person such as mary@primarydomain1.com is the same person as mary@domainalias1.com and mary@domainalias2.com

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6.4 Restricted Domains

To prevent customers from creating a non-authorized domain, the following list of domains cannot be created as a primary, alias or sub domain in the control console. This prohibits people from entering domains not owned into the control console for testing purposes.

These domains are not currently Axtel Customers; the list will be updated if any of the following are added as Customers. The list of prohibited domains includes:

comcast.net cox.net dell.com earthlink.net google.com googlemail.com gmail.com hotmail.com hotmail.fr live.de mail.ru mindspring.com msn.com qwest.com rogers.blackberry.net sprint.blackberry.net verizon.net yandex.ru yahoo.co.jp yahoo.com yahoo.com.cn yahoo.de

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7 Manage Groups

Groups are used when a subset or ‘group’ of users need to have their email or web activity filtered differently by placing their account into a group and adding that group to a policy using a unique set of rules other than the default policy.

7.1 Groups with Email Protection (Correo Limpio)

Use Groups when there are users in the organization whose email you want filtered according to a policy other than the default policy.

E.g., The Default policy denies any emails that include .exe (Executable) attachments, however, a group of users on the Development team works with an outside vendor. That vendor needs to send emails with Executable attachments to the developers. By grouping the developer users, and subscribing the Group to a new policy, only the developer users are allowed to receive emails with Executable attachments.

Navigate to groups by accessing Account Management Groups.

By default, every person getting their email filtered by our service will have their email filtered against the Default Email Protection (Correo Limpio) Policy settings. There is a default Inbound Policy and default Outbound Policy. Each policy has pre-defined, best practice rules selected. All default policies are changeable.

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Creating and applying groups for Email Protection (Correo Limpio) is a three-step process: 1. Create a new Email Protection (Correo Limpio) policy with unique email filtering rules. 2. Create a new group and associate members to the group.

3. Subscribe the group to the policy. (activate the policy to apply for the Group)

Once completed, the members of the group will have their email filtered according to the newly created policy and not the email filtering rules in the Default Policy.

7.1.1 Users in Multiple Groups with Email Protection (Correo Limpio)

One user can be a member of one or more groups.

In the scenario below, the user is in multiple groups, and each group is subscribed to a different Email Protection (Correo Limpio) Inbound Policy

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With Email Protection, you will assign a priority to each policy, so even if a user is in more than one group, and ‘technically’ associated to more than one policy, only one Inbound and only one

Outbound policy is utilized when we filter that users email.

In the scenario below, the user will have their email filtered only against the Management Policy, as that policy has a higher priority than the other policy to which the users group is subscribed.

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7.2 Groups with Web Protection

By default, every person getting their web filtered by our service will have their web filtered against the Default Web Protection (Navegación Segura)Policy settings. There is a default Web Protection (Navegación Segura)that has pre-defined, best practice rules selected. All default policies are changeable.

Use Groups when there are users in the organization whose web activity needs to be filtered according to a policy other than the default policy.

Groups apply only when Explicit User Authentication or WDS Connector Access Control Types will authenticate users. All Users authenticated via IP Address Range Authentication will utilize the Default Web Protection (Navegación Segura)Policy for every day of the week, all times of the day.

Creating and applying Groups for Web Protection (Navegación Segura)is a three-step process:

1. Create a new Group and associate individual users to the group.

2. Create a new Policy with special web filtering rules and associate the Group to the Policy.

3. Schedule the Policy by selecting the time of day and days of the week the policy will apply.

Once the three steps are completed, the users in the Group will have their web activity filtered according to the newly created policy, instead of the web filtering rules in the Default Policy. Navigate to groups by accessing Account Management Groups

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7.2.1 Users in Multiple Groups with Web Protection

One user can be a member of one or more groups. In the scenario below, one user is a member of two groups. Each of those groups is associated to a Web Protection (Navegación

Segura)Schedule. Each Web Protection (Navegación Segura)Schedule has multiple policies enforced; each policy only applying for a given time of the day.

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When the user is a member of multiple groups, and each group has a Web Protection (Navegación Segura)schedule with one or more policies, all policies are merged and applied in a specific filter order. There is no visual identifier denoting that the user is associated to multiple Web Protection (Navegación Segura)Schedules and that several policies were merged. See the Web Protection (Navegación Segura)Training Guide for the filter order.

7.3 Groups with Email Archiving

The Groups functionality is not applicable with the Email Archiving Service

7.4 Create Groups

Customer Administrators, Partner Administrator, VAR Administrators and Global Administrators have access to create Groups. One group can include users from one, more or all of the primary

domains.

User accounts not associated to a Group are considered an ungrouped user. All Ungrouped users are automatically associated to the Default Policy.

Note: There is no limit to the number of users that can be associated to a group, nor is there a limit

to the number of Groups to which a user can be a member.

Once a Group is created, it can be associated to up to three different services, depending on the services to which the customer subscribes.

One Group can be associated to:

 One Inbound Email Protection (Correo Limpio) Policy

 One Email Protection (Correo Limpio) Outbound Policy

 One Web Protection (Navegación Segura)SCHEDULE, which is comprised of one or more Web Protection

Policies.

A user can be associated with a group at the time of user creation or at any time after the account is created.

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If the user is not associated with a Group, the account is considered an ungrouped user. All ungrouped users are automatically associated to the Default Policies.

Access groups in Account Management Groups Perform two main steps to create a group:

1. Create the Group

2. Add Members into the Group To create a group:

1. Click New

2. Enter the name and description of the group

While the description field is not required, other administrators could find it helpful in understanding the purpose of the group

3. Click Save

7.4.1 Add Members to a Group

 Access the group by double clicking the group name or selecting it and clicking Edit

 Click Members

 Locate one, more or all users and click Add>>

 Click Apply to save changes

All users within all primary domains in the organization display in alphabetical order. Select the checkbox for each user to add to the Group.

To locate a specific User account, utilize the Filter option. Enter all or part of the user name, and identify if you want your filter to search within All Users, “users not in a Group” or “users not in this Group”. Click Filter to initiate your search.

Perform the following actions to manage the group members: Click

Add>>

to add the selected users to this group

Click

Add All>>

to add all users (selected or not) across all pages to this group Click

<<Remove

to remove the Selected Users from this group

Click

<< Remove All

to remove all Group members (selected or not) from this group Click

Apply

to save changes
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Note: Be sure to subscribe this group to a policy to have the users in this group get their email filtered against the new policy, instead of the Default policy.

7.4.2 Assign a Group Administrator

You can assign any user with the role of Group Administrator to be the administrator of a Group. The Group Administrator can manage the members of their group, create and manage group level policies, and subscribe a group they administer to a policy.

Note: There is a separate training guide and eLearning recorded training course for Group

Administrators.

7.4.3 View Email Protection (Correo Limpio) Policies

The Email Protection (Correo Limpio) policies tab is a read only page and it displays the Email Protection (Correo Limpio) Inbound and the Email Protection (Correo Limpio) Outbound Policy to which this group is subscribed. If the group is not yet subscribed to a custom policy, it is still associated to the Default policy, which will not be explicitly listed.

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Because there is not a one to one relationship between a Group and one Web Protection (Navegación Segura)Policy, only Email Protection (Correo Limpio) policies display, even if the customer also subscribes to Web Protection.

7.4.4 View user Group Assignment

Once a user becomes a member of a group, you can view the user’s group assignment. Access the individual user and click the Group Membership tab.

7.5 Delete a Group

When deleting a group, it is important to understand that users are not deleted from the Control Console; however, some policies might be deleted.

If you delete a group that is SUBSCRIBED to a customer or group level policy (but is not the owner of the policy), the policy is not deleted. The group is deleted and the association to the policy is removed. The policy itself remains, however is inactive if it no longer has a group subscribed. If the user is a member of another group, that Email or Web Protection (Navegación

Segura)policy applies. If the user is not a member of another group, the Default Email or Web Protection (Navegación Segura)policy applies.

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If you delete a group that is the OWNER of a policy (regardless of its group subscription), the policies to which this Group is the OWNER are deleted. A message displays identifying that policies are deleted.

Groups de leted in Account Management:

 Will be removed from subscription for both the Email Protection (Correo Limpio) and Web Protection (Navegación Segura)policy sets

 All policies to which the group was an Owner are deleted

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8 Manage Users

8.1 User Management Overview

User Management is comprised of two tabs: Users and Configuration.

The Users tab is where you can manage specific user details, such as creating new users manually

and edit user details, such as a user’s individual Email Protection (Correo Limpio) allow list.

Note: When creating an individual user, the only required information is user name.

The Configuration tab is where you setup ‘global’ user settings that affect all users for each primary

domain. This includes setting up the Active Directory Integration information, and the means by which all users passwords are authenticated.

Users created within Account Management:

 Are only ever created one time and are used for all services to which the customer subscribes: Email Protection (Correo Limpio), Web Protection (Navegación Segura)and Email Archiving

 Every user created must be unique

Users deleted within Account Management:

 Are deleted from all services; Email Protection (Correo Limpio), Web Protection (Navegación Segura)and Email Archiving

 Are removed from all groups they were assigned; both for Email Protection (Correo Limpio) and Web

Protection

 Have all of their Email Protection (Correo Limpio) Quarantined messages are deleted

 Note: Email Continuity messages are not deleted; they are moved to the ‘non-local email

accounts’ email continuity inbox.

8.2 User Creation Methods

Explicit Users can be created:  Individually

 Batch file upload

 Directory Integration mode*

A fourth, non-Explicit user creation mode is available, SMTP Discovery, which only applies with the Email Protection (Correo Limpio) Service. SMTP discovery automatically created users in the Control Console after

8 messages are received in a 24-hour period and is automated

* Refer to the Directory Integration section of this document for details on setting up Active Directory Synchronization. And refer to the Email Protection (Correo Limpio) Administrator guide for details about the SMTP Discovery User Creation Mode.

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Protection Service. If you are using an Explicit User Creation Mode, Axtel delivers email for only the users in the control console. See the Email Protection (Correo Limpio) Administrator Training Guide for details on the User Creation Modes.

The benefits of having a User Account for Email Protection (Correo Limpio) are that it allows the user to:

 Receive a Spam Quarantine Report

 Manage their spam quarantine mail

 Manage their Spam Quarantine Report delivery options

 Set their password & security question and answer

 Set their time zone

 Manage their Allowed Senders list

 Manage their Blocked Senders list

 Manage their user aliases

8.4 Users with Email Archiving

When Axtel retrieves and archives your mail, each message is associated to its owner (the message sender or recipient), if the owner has an account in the control console. If the user does not exist, the message is still archived; however it is not tied to an owner and is considered ‘unassociated’.

If there are unassociated messages and the user is created at a later date, the unassociated messages will be moved and be associated to the user, typically within 24 hours. If the number of unassociated messages is high, it might take longer to associate all messages.

8.5 Users with Web Protection

When you subscribe to the Web Protection (Navegación Segura)Service, you will not always need to create individual users.

If you subscribe only to the Web Protection (Navegación Segura)Service, and you choose IP Address Range

Authentication as your Access Control Type, you do not have to create users.

If you subscribe to the Web Protection (Navegación Segura)Service and choose Explicit User Authentication, the WDS Connector, or MCP Connector as your Access Control Type(s), users are REQUIRED prior to activating service. If the user does not exist prior to redirecting your web activity to our service, the user will not be able to authenticate and will be denied web access.

8.6 User Roles & Permissions

Every user is assigned a role, which determines what permissions this user will have when they sign into the Control Console.

There is no limit to the number of users assigned each role. i.e. multiple users can be assigned the role of Customer Administrator.

Customer level roles

The following roles have access to the control console for all Primary Domains listed within the customer account.

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 Customer Administrator Role  Group Administrator

 Archive Compliance Officer

Domain Level Roles

The following roles are domain specific in that they can only view and manage the information they are allowed access, for the primary domain in which their user was created. If you need one of the following riles to have access to information in multiple primary domains, you must create a user with this role in each primary domain.

 Domain Administrator Role  Quarantine Manager Role  Reports Manager Role  User

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Axtel Account and User Management Training Guide

8.7 Roles & Permissions

Archive

Partner

VAR

Customer

Group

Domain

Quarantine

Reports

User

Compliance

Admin Admin Admin Admin Admin M anager Manager Officer

Customer, Domain & Groups tab permissions

Create / edit Customer

Account X N/A N/A N/A N/A N/A N/A N/A N/A

N/A

N/A

N/A

N/A

N/A

N/A

Customer Details link

N/A

X

X

Create/ edit Distribution

Lists X X X N/A N/A N/A N/A N/A N/A

Manage Performance

X

X

X

N/A

N/A

N/A

N/A

N/A

N/A

Reports

Configure MSP Connector X X X N/A N/A N/A N/A N/A N/A

Manage Domain Language

X

X

X

N/A

X

N/A

N/A

N/A

N/A

preference

Create / edit Groups X X X N/A N/A N/A N/A N/A N/A

X

X

X

Manage Group Members X

N/A

N/A

N/A

N/A

N/A

Create / edit Primary

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Axtel Account and User Management Training Guide Partn er Admin VAR Admin Custo m e r Admin Group Admin Domain Admin Quaran tin e Mana g er Reports Manager Archive Comp lian c e Office r User

Create / edit Domain Alias X X X N/A N/A N/A N/A N/A N/A

User Management Permissions

View Users X X X X X X N/A N/A N/A

Create Users X X X N/A N/A N/A N/A N/A N/A

View Users Details X X X X X X N/A N/A N/A

Edit User details X X X N/A N/A N/A N/A N/A N/A

Batch Edit Users X X X N/A N/A N/A N/A N/A N/A

Manage User Passwords N/A N/A X N/A N/A N/A N/A N/A N/A

View Email Protection (Correo Limpio) Details X X X X X X N/A N/A

N/A

Edit Email Protection (Correo Limpio) Details X X X N/A N/A N/A N/A N/A

N/A

Send On-Demand Spam

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Axtel Account and User Management Training Guide

Partner

VAR

Customer

Group

Domain

Quarantine Reports

Admin

Admin

Admin

Admin

Admin

M anager Manager

N/A X X N/A N/A N/A

N/A X X N/A N/A N/A

N/A X X N/A N/A N/A

N/A X X N/A N/A N/A

N/A N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A N/A

X X X

X X X

X X X

X X X

Manage Users Email

X N/A N/A N/A N/A

Manage User Agent (web

Archive Comp lian c e

Office r

User

Manage Users Email Protection Quarantine

View Users Email Activity X X X Manage Users Allowed

Senders List

Manage Users Blocked

Senders List X X X

Continuity Inbox X X X N/A N/A N/A N/A N/A N/A

View User Aliases X X X X N/A N/A N/A N/A N/A

Manage Users Aliases X X X N/A N/A N/A N/A N/A N/A

Manage Users Group

Membership X X X X

N/A N/A N/A N/A N/A

Manage Users Email

Continuity Inbox N/A N/A N/A N/A

Configure Directory Integration

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Axtel Account and User Management Training Guide

Partner

VAR

Customer

Group

Domain

Quarantine Reports

Admin

Admin

Admin

Admin

Admin

M anager Manager

N/A N/A N/A N/A N/A N/A

N/A X N/A N/A N/A N/A

N/A N/A N/A N/A N/A N/A

X X X N/A X X Archive Comp lian c e Office r User

Manage User Aliases page X X X

User Authentication - select authentication type

User Authentication – upload batch passwords

Email Protection (Correo Limpio)

tab permissions

View Overview Page X X X N/A X N/A N/A N/A N/A

Manage Quarantine Mail X X X N/A X X N/A N/A N/A

Create / edit Customer level

policy X X X N/A N/A N/A N/A N/A N/A

View Customer level policy X X X X N/A N/A N/A N/A N/A

Create / edit Group level

policy X X X X N/A N/A N/A N/A N/A Manage Inbound Servers X X X N/A X N/A N/A N/A N/A

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Axtel Account and User Management Training Guide

Partner

VAR

Customer

Group

Domain

Quarantine Reports

Admin

Admin

Admin

Admin

Admin

M anager Manager

N/A N/A N/A N/A

N/A N/A N/A N/A

N/A N/A N/A N/A

N/A N/A N/A N/A

N/A N/A N/A N/A

X X X X X X

Archive Comp lian c e

Office r

User

Manage Outbound Servers X X X N/A X

Manage Outbound Disclaimer X X X N/A X

Configure Disaster Recovery X X X N/A X

View MX Records X X X N/A X

Manage Registered

Documents X X X N/A X

Manage User Creation Mode X X X N/A N/A N/A N/A N/A N/A

Generate Message Audit logs X X X N/A N/A N/A N/A N/A N/A

Generate Email Protection (Correo Limpio)

Reports N/A N/A N/A

Email Archiving tab permissions

View Overview Page X X X N/A N/A N/A N/A X N/A

Search for customer level

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Axtel Account and User Management Training Guide

Partner

VAR

Customer

Group

Domain

Quarantine Reports

Admin

Admin

Admin

Admin

Admin

M anager Manager

N/A N/A N/A

X X X X X X X X X Archive Comp lian c e Office r User

Purge messages N/A N/A N/A N/A X N/A

Generate Reports N/A N/A N/A N/A X N/A

Add Mail sources N/A N/A N/A N/A N/A N/A

Manage Legal Hold N/A N/A N/A N/A X N/A

Web Protection (Navegación

Segura)tab permissions

Create / edit new Policies X X X X N/A N/A N/A N/A N/A

Schedule Policies X X X X N/A N/A N/A N/A N/A Select / download Access

Control Type

X X X N/A N/A N/A N/A N/A N/A

Generate Web Protection Reports

X X X N/A N/A N/A N/A N/A N/A

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Axtel Account and User Management Training Guide

8.9 Permissions of My Account Tab

The following permissions apply if you access your account by clicking the My Account tab, or if you sign into the control console from the sign in page and your user role = User.

Notes: The My Account primary selector gives the user access to their individual account with user level permissions. Even if the user has

signed into the control console as an administrator, when the My Account tab is clicked, they have user level permissions into their own account.

If you are signed into the control console as an Administrative level role, and you need to edit your account with administrative level permissions, navigate to the Account Management User area of the Console, locate your account and choose the Edit option.

Users with the role of User will not see a tab called ‘My Account’, but they will have the following permissions when they access their user.

Partner

Var

Customer

Group

Domain

Quarantine

Reports

Archive

User

Admin

Admin

Admin

Admin

Admin

Manager

M anager

Compliance

Officer

Preferences Page General settings X X X X X X X X X Preferences page Email Protection (Correo Limpio) settings X X X X X X X X X Aliases X X X X X X X X X Quarantined Messages X X X X X X X X X Email Continuity X X X X X X X X X Allowed Senders X X X X X X X X X Blocked Senders

X X X X X X X X X
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Axtel Account and User Management Training Guide

Partner

Var

Customer

Group

Domain

Quarantine

Reports

Archive

User

Admin Admin Admin Admin Admin Manager M anager Compliance

Officer

Archived X X X X X X X X X Messages

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Axtel Account and User Management Training Guide

8.10 Accessing Users

Once the Users tab is accessed, all users within all primary domains display. User accounts display in Alphabetical order by default.

Each Column:

 Can be resized by dragging and dropping the column width bar

 Can be removed from the current view by choosing the down arrow that appears when you hover over a column, selecting the Columns option, and deselecting the column name you no longer want displayed

 Can be sorted by choosing the down arrow that appears when you hover over a column and choosing either Sort Ascending or Sort Descending

 Can be moved to another location by selecting and holding the column name and dragging it to the desired location. Once the desired location is found, release the column

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Axtel Account and User Management Training Guide

8.11 Filter Users

Some columns have the ability to apply a filter to customize the user list.

If a filter is available for the column, a ‘filters’ option is available when choosing the down arrow that appears when you hover over a column; the options on which to filter display. Select one or more checkboxes of the criteria on which to filter. If a column has a filter applied, a filter icon displays on the column toolbar. The filters are column specific

Once a filter is applied, and an action is performed on the results (delete user, create new user), the entire user list displays; your filter is removed.

Once a filter is applied, no action is taken, but you navigate away from the page and return, the filtered user list persists.

Select a user by clicking the checkbox listed before the user name. Once selected, the user specific action buttons (edit and delete) on the toolbar activate.

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Axtel Account and User Management Training Guide

To view all users and remove the filter, deselect the Filters checkbox on all columns that have an active filter.

New – create new users individually or via batch upload file. See the ‘Create Users’ section of this

guide for details.

Edit – edit a selected user or choose multiple users and batch edit. See the ‘Edit Users’ section of

this guide for details.

8.11.1

Search for Users

To search for a specific user or specific grouping of users, utilize the Filter option on the User Name column.

 Click the down arrow on the User Name column

 Access the Filters option

 Select the criteria to filter

Note: all parts of the user are searched (user name and domain name) when displaying users that

match your filter criteria.

 Starts with – enter one or more characters that the user name(s) you desire begin with. Once at least one character is entered, the user list updates. You can continue to enter additional characters to further define your search

 Contains – enter one or more characters that exist in any part of the user name.

 Equals – enter a fully qualified email address (user name and domain name) to receive a match

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Axtel Account and User Management Training Guide

The user name list updates as soon as you enter at least one character in either the Starts with or Contains option. The filter remains displayed so you can continue to enter additional characters or change your criteria.

To view all users and remove the filter, deselect the Filters checkbox on all columns that have an active filter.

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Axtel Account and User Management Training Guide

8.13 Create Users Manually

There are two ways to manually create users; individually and via batch upload. To create users:

 Click the New button on the users toolbar

 Identify the Creation Mode: Individual (one user) or Batch (multiple user)

 Individual is the default mode. If you select Batch mode, the input fields change to allow you to browse for and upload a batch file.

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Axtel Account and User Management Training Guide Create Individual User

 When you create a user via the Individual Creation Mode, the only required field is the Email Address

 Once you input the Email Address, select the primary domain in which this User will reside. The domains display in a drop list only if the customer has more than one Primary Domain. The domains display in alphabetical order.

 Populate or select any optional fields  Click Save

 The User account is saved and you return to the User List

The optional fields you can select are:

 Username  Role  Type  Password  Confirm Password  Group Membership  Time zone

Note: Users with the role of Customer Administrators can assign individual user passwords. Users

logged in with the Role of Partner Administrator or Var Administrator cannot assign passwords for any user other than their own.

8.13.1

Create Users via Batch upload

The batch creation mode allows you to create multiple users, their username and user alias accounts by uploading one batch file.

The batch file format:

Can contain users from multiple primary domains Is a .txt file or .csv file

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Axtel Account and User Management Training Guide 100Kb max file size

The Batch file must be in the following format if populating all three pieces of information: Fully qualified email address, followed by a comma, username, followed by a comma, fully qualified user alias

By default, Users are created using the role of user

To create users via a Batch File: Click the Batch Creation mode

Click Browse, and locate the .txt file containing users Click Upload

Click Save

User accounts are created and you return to the User list

The first fully qualified email addresses in the batch file display in the Primary column, designating the email addresses will create Primary Users. The Username is entered in the next column, which is not a fully qualified email address, but can contain a domain designator. E.g. mxl\jsmith.

All additional fully qualified email addresses on a line item display in the Aliases column, designating the names will create User Alias accounts.

If any line items appear in red, the service will not create those users. A More Details designator displays; click More Details to understand why the user was not created.

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Axtel Account and User Management Training Guide

The optional

References

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