Email Continuity & Spooling Service – 100% Guaranteed Up-Time With Emergency Inbox

Email Continuity Service – Ensure that vital email communications are up and running like normal at all times — even when there is partial network failure.

Emergency Inbox:
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 systems only activate after a disaster, but our 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 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.

Instant Replay:
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, 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 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.

Features

Benefits

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

  • Minimise email downtime, making outages invisible to the outside world
  • Automated, worry free email delivery protection
  • Zero-maintenance answer to your email security and management needs
  • Predictable, low monthly fee for simplified disaster recovery and business continuity service
  • Fully integrated with all Spambrella services
  • Compatible with Microsoft Exchange and other business email platforms
  • Unparalleled support from Spambrella

FAQ's

Visit our fully searchable Knowledge Base for FAQ's and detailed service information.
Emergency Inbox

The Emergency Inbox service was created for mail continuity as indicated on the linked page. Users that can access this feature are able to use a web mail based mail feature while their mail server is down.

The Spambrella service 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 back to the sending mail server that we have not been successful 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. It is important that the customer mail server be brought back as soon as possible to not lose email.

Emergency Inbox is used to provide users access to email in the event that their mail environment is unavailable. Once this occurs Spambrella will automatically begin to spool mail for the affected domain and the Emergency inbox will immediately begin to show the spooled mail. Users are able to send new messages as well as reply to received messages. When an email is sent out from Emergency Inbox – new email, reply to email – it is treated like any outbound message. So the email will show up 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

End-user Access:

  1. Log into the interface. By default, you are at the Account Setup page.
  2. From here, you can go directly to the Emergency Inbox from the sub-heading under Account Setup.

Admin Access

  1. As an admin, once you are logged in, go to the Users & Groups tab.
  2. By default, you are in the Users sub-heading.
  3. Find the end-user you want to go to.
  4. Click the end-user’s name/email address or the ‘Edit” link on their line
  5. A new sub-heading bar will be available, and click on Emergency Inbox.

Testing Emergency Inbox

For testing the Emergency Inbox, you can deadhead the SMTP delivery address by changing the delivery server to 1.2.3.4 This should start spooling and deferring the messages putting them in the Emergency Inbox.

  • To accomplish this go to Company Settings -> Domains
  • Click on the Pencil Icon to the domain your looking to change.
  • In the SMTP Delivery destination put in 1.2.3.4 or any other bogus IP address
  • When your done testing just reverse the changes made.

Note: that Strategic Partners and Channel Administrators cannot access other customer’s Emergency inbox’s but their own. When attempting to launch an Emergency inbox that you do not have permission to view – a blank window will be displayed.

Spooling Alert

The below explains how to turn on Spambrella spooling alerts and how to get notifications to an Email address and/or cell-mobile telephone number.

The following steps show how to enable alerts:

  • Click the ‘Alerts’ tab within the UI
  • Under ‘the spooling alerts’ there are three options i.e.
    • a. Enable spooling alerts: Toggle to turn alert on or off
    • b. Send To: Drop down having these three options : 1. Admin Contact 2. Tech contact 3. Both
    • c. Alert delivery Method: Drop down having these three options : 1. Email 2. SMS 3. Both

Admin Contact and Tech contact can be modified by going back to Company settings then ‘Change Profile Information’.

SMS messages would be only sent to cell/mobile numbers for Admin contact and/or tech contact.

To make sure mobile details are correct just go to the desired admin / tech contact Profile info and update Mobile number field there.

Note: If alerts are turned on after spooling has already started no alerts would be sent out. This has to be setup prior to your mail server status being unavailable/down and spooling beginning.

How to access Emergency Inbox

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:

  • EU DC – https://spambrella.cloud-protect.net
  • US DC – https://us-spambrella.cloud-protect.net

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.

End-user Access:

  1. Log into the interface. By default, you are at the Account Setup page.
  2. From here, you can go directly to the Emergency Inbox from the sub-heading under Account Setup.

Admin Access

As an admin, once you are logged in, go to the Users & Groups tab.

  1. By default, you are in the Users sub-heading.
  2. Find the end-user you want to go to.
  3. Click the end-user’s name/email address or the ‘Edit” link on their line
  4. A new sub-heading bar will be available, and click on Emergency Inbox.
Instant Replay Feature explained

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:

  • The original email failed to be delivered (bounced/expired)
  • The original email was deleted by the user

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.

Changing Filtering Service to Spambrella

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.

Inbound Mail

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.

Outbound Mail

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.

Journal Archiving

General Overview

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. 

INBOUND Mail

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.

OUTBOUND Mail

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. 

MS Exchange

For Microsoft Exchange users, we suggest reading up on Journaling found on the Technet Library:

http://technet.microsoft.com/en-us/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.

Deployment Phases and Rollout

For the smoothest deployment possible, you should go through the following four phases:

1.   Activation

This gives you access to the Administration Console, with one administrative account, one organization, and one server.

2.   Pilot

Add a small group of users and possibly add additional administrators. Set up your service

3.   Rollout

Using LDAP Discovery, Add your remaining users and domains, and set the filter configurations and access levels as required.

4.   Maintenance

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. 

Partner Branding – White Label

Branding

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:

  • Make sure you are managing your company (Click on the Home button in the main navigation).
  • Click on the Company Settings tab.
  • Click on the Branding tab.
  • Click on Choose File (and locate new logo).
  • Choose an option from the Choose Color Scheme selection list.
  • Click Preview.
  • Click Save or Cancel.

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.

5. Logout

6. Use the eid value and update the URL for future reference.

User Licensing – Billing FAQ

Spambrella is available in 4 service packages [Click here to see them]

  • Beginner
  • Business
  • Advanced
  • Professional

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.

  • If additional users are added, your Billing and Technical contact will be informed of the change.
  • The appropriate entity will then receive a prorate invoice for the changed user count.

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.

2) Upgrading.

  • When selecting an upgrade, you are automatically granted a 14 day trial to the upgraded service.
  • After 14 days, you will have the opportunity to confirm the upgrade or continue using your current version.
  • If upgraded packages are confirmed invoicing will be charged at a prorate.

3) Downgrading.

  • If you wish to downgrade to an alternate package, click on the downgrade button and save your changes.
  • The Billing and Technical contact will be informed by email of this decision and the changes will be applied straightaway.

4) Licensing of Users.

  • Spambrella do not bill for: Domains, Shared mailboxes/Distribution groups, aliases etc.
  • Spambrella bill for: Active primary user accounts on any domain (beating hearts).
Setting up disclaimers on Spambrella

How do I setup a disclaimer for outbound email?

When you avail of the Spambrella Outbound Relay service, you can setup a bespoke disclaimer for all outbound email sent out from the registered organisation.

Simply, Login to the Interface > Company Settings > Features > Click checkbox next to Enable Disclaimers > Click Save.

Then, go back to Company Settings > Disclaimers

2 text boxes will be displayed on screen and whatever text you insert into these will be applied to all outbound email.

Can I setup 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 organisation – this assumes the secondary email addresses are registered as separate users.

Resources

Looking for resources you cannot find? Try the Knowledge Base or get in touch...
Partner Admin Guide
Download
Customer Admin Guide
Download
Office 365 Setup Guide
Download
Emergency Inbox
Download
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