Automatic access to email if unexpected downtime occurs
Make sure your business email is fully operational at all times, even if your server fails or unexpected downtime hits. Many email continuity service systems only activate after a disaster, but our spooling and emergency inbox is activated the very moment a problem occurs.
The result: your company won’t miss a single email. With our easy-to-use webmail client, gain full access to read, forward, compose, and reply to an email, as well as to open attachments— with all email scanned as usual for any content rules that were previously set.
Such functionality means the outside world will have no idea when you’re experiencing technical difficulties, and your organization will experience business as usual.
Access and re-deliver wrongly deleted emails
Retrieve successfully delivered emails received in the last 30 days that may have been mistakenly deleted or accidentally removed from servers.
With a simple click of a button, every end-user has the ability to resend any of these deleted emails in its original format.
For partners and IT support administrators, this handy feature offers a much more effective and simpler alternative to performing time-consuming backup restores.
Additionally, using our Instant Replay email recovery, avoid the problems that often accompany a complete restore, such as frequent gaps in the data and an unstable database.
Email Spooling and Failover:
Instant automatic activation and continuous protection
Be safeguarded by our continuous SMTP Deferral, Failover & Queue protection—and get instant and automatic email spooling and failover activation, and preserve email metadata during an outage, without requiring any administration intervention.
Allow administrators access to control automatic failover order and status, and enable a quick, automatic reset to the primary site. Automatically detect and monitor destination server availability, and make the correct decision when to invoke failover configurations.
With the quick restoration of SMTP traffic to the primary site once recovery is detected, reduce system complexity and administrative headaches, and maintain a comprehensive, extremely low-maintenance answer to backup MX management needs.
Easy to implement, manage and use, Email Continuity is a scalable, reliable and secure service with no set-up fees. Built on a highly reliable and scalable SaaS platform, Spambrella Email Continuity can be deployed immediately and requires no upfront hardware or software investment.
Email continuity, together with email filtering and message archiving, rounds-out a comprehensive solution for all your messaging protection, continuity and retention needs.
According to a recent survey, 74% of respondents said that email downtime would result in customer contact disruption affecting customer satisfaction. Keeping business email running as normal even when disaster hits is crucial to the smaller enterprise.
Continuity features within Spambrella make this possible with the emergency inbox, instant replay of lost or deleted emails over the last 30 days and email spooling. This is a popular feature for MSP’s supporting a number of customer email systems.
The benefits of Email Continuity
Situation – During a mail outage when your SMTP server is down, you still want to access to email services, such as sending and replying to messages.
Solution – This article contains information on :
How the Emergency Inbox works and what it does.
How to access Emergency Inbox.
Testing the Emergency Inbox.
Emergency Inbox Permissions.
Sending and Receiving from the Emergency Inbox
Where to check for spooling alerts.
This is a standard product feature and is always on for your protection.
About The Emergency Inbox
The Emergency Inbox allows users to send and receive messages if the company mail systems are offline, either for planned maintenance or due to an unexpected outage. During an outage, the Emergency Inbox is automatically populated (spooled) with incoming messages. (It does not show messages that were successfully delivered prior to mail delivery being impacted.) When systems resume functioning, the Emergency Inbox is cleared as messages retry to the mail server.
The Emergency Inbox can be used to send new messages as well as reply to received messages. Once email delivery has been restored any messages that were sent (both new and replies) are automatically delivered to the mail server.
What Happens While The Server Is Unreachable
During the outage, Spambrella will continue to try and check the customer’s mail server, as per the standard set-up. As we are unable to relay the email from our system to the customer’s server (as it is down), we are required by RFC to send a deferral notice to the sending mail server that we have been unsuccessful in delivering the email. As long as the customer’s mail server is down, we will continue to send deferral messages for some time (we set 30 days) then bounce the message back to the sender. The customer’s mail server should be repaired as soon as possible to not lose email.
Emergency Inbox provides access to email in the event that a user’s mail environment is unavailable. Once this occurs Spambrella automatically begins to spool mail for the affected domain(s) and the Emergency Inbox will immediately show the spooled mail. Users are able to send new messages and reply to received messages. When an email is sent from Emergency Inbox it is treated like any outbound message. The email will show in another internal user’s Emergency Inbox. Users are unable to see messages that were successfully delivered prior to mail delivery being impacted.
How To Access Emergency Inbox
In our new interface, the Emergency Inbox has become easier to access.
Testing Emergency Inbox
For testing the Emergency Inbox, you can deadhead the SMTP delivery address by changing the delivery server to 188.8.131.52 This will spool and defer the messages to the Emergency Inbox. Ensure that all accounts needed are set to minimum access level of End-user and are created (per the timing).
If you have an extra domain to test on, you can simply add an alias to your primary domain account.
To test the inbox:
Administrators can only view their Emergency Inbox. They cannot view any user’s messages. You can verify messages should be going to the Emergency inbox via the logs
To Send A Message Using The Emergency Inbox:
Do note: You cannot send attachments larger than 50mb in size while using the Emergency Inbox.
To Reply To A Message Using The Emergency Inbox:
Functional Accounts and Distribution Lists cannot view the emergency inbox. However please do not despair, mail will not be lost for these mailboxes. Once your server is back up and running deferred mail will be delivered.
How to access Emergency Inbox – The Emergency Inbox feature is available by default to all registered accounts with at least end-user privileges to access the interface. There are a pre-determined number of days that this Emergency Inbox is available. This is termed as Instant Replay in the features.
End-users will need to know the specific URL and use their email credentials to log in:
The Emergency Inbox feature is available for all registered end users across all three packages. However, the availability of this feature is available for maximum 30 days.
As an admin, once you are logged in, go to the Users & Groups tab.
The Instant Replay feature allows users to send (or resend) an email from Spambrella to their messaging server. This may be useful in the following situations:
If a user is attempting to send an email that has already been sent, they should be aware that if the email already exists in the destination server’s database then many mail systems may not deliver the email again. This will depend on the mail system in use and how it handles duplication.
Microsoft Exchange, for example, has a default duplicate database setting of 7 days. This means if an email comes in with the same messageID and client submit time within 7 days of the original, it will delete it as a duplicate. Therefore the user who uses Instant Replay feature to resend an email less than 7 days old will not get the message.
If you are using Microsoft Exchange and wish to enable retrieving messages within 7 days of receipt of the original, please follow the instructions on how to change this setting, available here.
If you are using another email application you should investigate to see if you have the option to adjust this value.
Instant Replay Feature is available only for the customers who have subscribed to the Business or Professional packages.
Please Note: This feature cannot be used with customers using Office 365 as a mailbox. This is due to how Office 365 handles duplicate message detection.
When moving from one filtering service to another, or setting up for the first time, there are steps to include when setting up Spambrella that may be forgotten outside of our standard steps.
Remember to add in our IP ranges into your firewall.
However, adding to your firewall is not enough, specifically in the case of an existing filtering service going to your mail server. Your mail server itself may have other security protocols in place, especially if using a Microsoft Exchange environment.
Like the firewall settings, your mail server may have specific IP ranges that accept mail. Please make sure to add in the Spambrella IP ranges into your current mail server security settings. This is especially important for when moving from a different filtering service and you are only accepting mail your previous providers IPs.
Note: The Spambrella logs will indicate we will be setting your mail status as “Deferred” if we cannot talk to your mail server.
For outbound mail, although you may have set-up the smarthost properly, this does not mean mail will flow to the Spambrella smarthost. If you have specific rules in place please check your rules to see if any exist that could contradict sending to the Spambrella server.
Note: Spambrella support would not be able to easily assist you on this. If mail does not flow into our server via SMTP, we would not see anything at all, even in our logs. You would need to diagnose this on your mail server, hence please check your outbound rules and logs first.
The Spambrella Archive service does not provide a direct journaling service. Journaling is done on the mail server side with our service. Customer will need to gather the messages on their mail server side, by collecting the messages as designed by their journaling system.
The Spambrella system will only pass messages that are defined as not spam and contain no identified viruses to your mail server. Any messages caught as spam are quarantined, and once released, will be subject to your journaling rules.
As the Spambrella system for outbound mail is optional, we suggest putting rules in place on your mail servers/network to journal email prior to leaving your network.
For Microsoft Exchange users, we suggest reading up on Journaling found on the Technet Library:
You will need to navigate through the Exchange environment and choose the proper Exchange version. The journaling is found under different topic areas pending your version. We found topics under Messaging Policy and Compliance, as well as Operations. For further assistance, please contact Microsoft directly for support on your Exchange system in regards to Journaling.
Other Mail Servers
For journaling on your mail server please contact the support of your mail server to see if journaling is available.
Situation – The console has four phases of deployment. During your rollout/deployment, you want to know what order to deploy each phase and what each phase includes.
Solution – Manage your Essentials console in the following sequence.
For the smoothest deployment possible, you should go through the following four phases:
This gives you access to the Administration Console, with one administrative account, one organization, and one server.
Add a small group of users and possibly additional administrators. Set up your service.
Using LDAP Discovery, add your remaining users and domains, and set the filter configurations and access levels as required.
On-going support of your users and servers. This may require adjusting filter settings, managing users and domains, and adding new or configuring existing email servers.
Strategic and Channel Partners have the ability to brand the user interface, welcome emails and quarantine digest with a custom logo and a specific header color. Strategic and channel administrators can only brand their own site. For example: A Strategic Administrator can update the brand of their site but they cannot update the brand of a reseller site.
By default, all companies created under your partner account will use the branding (colour scheme, logo, etc.) you have applied to your partner site. If you would like the company to also have a branded login screen, please follow these steps.
To view current digest settings:
The logo will be used on the login screen, the main user interface and the quarantine digest email. To access the branded login screen, follow these steps:
To locate URL for branded login screen:
1. Navigate to the login screen.
2. Login using your existing account.
3. The URL in the browser will change once you have successfully logged in.
4. Identify the “eid” value from the URL.
6. Use the eid value and update the URL for future reference.
Logos should be high quality images. It is recommended that the maximum width should not exceed 250 pixels and the maximum height should not exceed 60 pixels.
Spambrella is available in 4 service packages [Click here to see them]
Partners – When selecting the package type you require for your customer, you are able to choose the appropriate features and modules for your needs contained within a package. Also, you can upgrade, downgrade, or change a user’s license by following the instructions below:
1) Adding / Decreasing Users’ Licences.
Adjust the user Licence number to the required amount and select save button at the bottom of the screen.
2) Enable User capping.
Enabling this feature will not allow customers to add users above the number in the license field. This is useful for partners who sell an annual prepaid agreement and do not want to be billed for any users above that licensed amount, and it forces the customer to contact the partner to order more licenses and be able to add them to the system.
4) Licensing of Users.
Disclaimers are an optional feature: consult your administrator to see if they are enabled for your system.
Disclaimers are standard pieces of content that appear at the end of your emails. For environments where outbound mail goes through Essentials and for which disclaimers are enabled, you can define a disclaimer to be added to all your outbound messages.
If you do not define your own disclaimer, the one associated with your company or, if you belong to a group, the one associated with that group, will be used.
How do I set up a disclaimer for outbound email?
When your organization enables the Spambrella Outbound Relay service, it is possible to setup a bespoke disclaimer for all outbound emails sent out from the registered organization.
Simply, login to the interface and under the Administration section click > Account Management > Features > click the checkbox ‘Enable Disclaimers‘.
Now under ‘Security Settings‘ click Email > Disclaimers.
2 textboxes will be displayed on the screen and whatever text you insert into these will be applied to all outbound email.
Can I set up two different disclaimers for one client with two domains?
Yes – simply put the users of each domain into different groups and assign the disclaimer to the group and not the organization – this assumes the secondary email addresses are registered as separate users.
Remember to click Save!
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