How to Manage Content Filtering

Content Filtering

Content filtering is an advanced method of performing actions on emails that meet specific criteria. For example, you can use content filters to delete messages with certain attachments, forward emails from a specific email address to another account, or even alter the subject of specific types of email. Content filtering is very open ended, in order to allow you to filter the way you want to.

To get started, click the Settings button on the main toolbar, and then select Content Filtering in the Filtering folder under the My Settings tree view.

Adding a Filter – Clicking the New Filter icon on the Action toolbar starts the Content Filter Wizard which is explained in more detail below.

Editing a Filter – Click on a filter’s row then click the Edit icon in the Action tool bar, or right click and select Edit .

Deleting a Filter – Click on a filter’s row then click the Delete icon in the Action tool bar, or right click and select Delete .

Deleting all Filters – Clicking the Delete All button will delete all content filters for your account. Once you confirm the action, it is not reversible.

Changing Filter Order – Content filters are executed in the order in which they show up in the list. When a content filter gets triggered and performs an action, no other content filtering is performed on that message. To change the order, click on the arrows next to a filter.
Content Filter Wizard

The New Content Filter wizard is three pages long, and it will walk you through each step necessary to create the filter.

Step 1 – Filter Criteria

In this step of the wizard, choose the type of things that the filter will look at. Possible filter criteria types are listed at the end of this help topic. Multiple criteria can be chosen, and you can choose in the next step whether all criteria must be met, or only one of the criteria for the filter to activate.

Step 2 – Filter Type and Criteria Details

Choose whether this filter requires one criterion to be met from each and every section, or just one of the criteria in any section to be met, before an action is performed. Then choose whether you will be using any wildcards in your search strings. Usually, wildcards will not be necessary, but there are times when some people may want them.

For each of the criteria you chose in step 1, you will be able to enter details. Many types of content filters allow lists of items to be entered in, and these will be indicated. For example, if you chose to filter on From Address, you can enter multiple email addresses in the box (one per line) and if a message is from any of them, that criteria will be met.

You also have the ability to reverse the logic of a specific criteria item by changing the “matches” box to “does not match.”

Step 3 – Rule and Actions

A summary of your content filter rule will appear near the top of the page. Check that it is filtering the way you intend, and enter a name for the rule so that you can easily identify it later.

Choose one or more actions to take when a message matches this filter. The available actions are explained below:

* Delete message – Deletes the message so that it will never arrive at your Inbox. Messages deleted through content filtering are not recoverable.
* Bounce message – Sends a message back to the sender of the email saying that the message was bounced. Note that the message is still delivered to you unless you choose to delete it as well. Note: If the system administrator has disabled bouncing, this option will function the same as the delete action.
* Move message to folder – Delivers the incoming message to the folder you choose from the drop-down list. If you later delete that folder and leave the content filter active, the filter will automatically create the folder when the action is triggered.
* Prefix subject with comment – Useful for categorizing emails, the subject line will be altered to include the text you specify in the Comment box.
* Embed header line into message – Includes an email header into the message, which can be useful when performing additional filtering through Outlook or another email client. Headers should be formatted like “X-someheadername: value”
* Copy message – Forwards a copy of the message to another email address and leaves a copy of the message in your account as well.
* Reroute message to another email address – Forwards the message to another email address instead of this one. Will not store a copy of the email in your own account.

Content Filter Types

* From Address
1. From specific addresses
2. From specific domains
3. From trusted senders
* Contains Specific Words or Phrases
1. Subject
2. Body Text
3. Subject or Body Text
4. From Address
5. To Address
6. Email Headers
7. Anywhere in Message
* To Address
1. To Specific Addresses
2. To Specific Domains
3. Only to Me
4. My Address in To Field
5. My Address not in To Field
6. My Address in To or CC Field
* Attachments
1. Has any Attachment
2. Specific Filenames
3. Specific Extensions
4. Over Specific Size
* Other
1. Message over Size
2. Message under Size
3. Received in Date Range
4. Sent through a Specific Server (by IP)
5. Spam Probability
6. Flagged as High Priority
7. Flagged as Normal Priority
8. Flagged as Low Priority
9. Message is Automated (no return address)

Sharing in RightMX Enterprise

Shared Objects Overview

RightMX Enterprise allows you to share resources like calendars with other users of your domain. The types of items that can be shared include:

* E-Mail Folders
* Contacts
* Calendars
* Task Lists
* Notes

Items that you are sharing with others are called Shared Resources. Items you are connected to on others’ accounts are called Mapped Resources.
Shared Resources

Sharing a resource, such as a calendar or e-mail folder, will allow the users you specify to access the resource with a pre-determined permission level.

To share a resource (in this example your calendar), follow the steps below:

1. To get started, click the Settings button on the main toolbar, and then select Shared Resources in the Sharing folder under the My Settings tree view.
2. Click on the New icon in the Actions toolbar.
3. Select who you would like to Share with
* User – A user is a single person on your domain.
* Group – A group is a set of users that fall under a similar department, permission level, or role. Your domain administrator can add and modify these user groups.
4. Choose an access level:
* None – This resource is not shared with the user. This setting is useful if you give permissions to a group but want a specific user to be denied permission.
* Availability-Only (Calendars only) – This setting is used to show availability for you if the user clicks on the availability link when adding a calendar item. Other than this functionality, the calendar acts as if it is not shared.
* Read-Only – Grants view access to the resource, which lets the other user see your information, without granting any permission to change or modify the resource in any way.
* Full Control – The user that has this permission can do everything on the resource that you can, including moving items, changing things, and even deleting information.
5. Save the user or group and repeat the process as needed. More than one user can be added at a time by putting each username on a separate line.

Note: The steps are very similar for each of the resource types. Just make sure you are viewing the resource you want to share when you click on the Sharing button.

Mapped Resources

RightMX Enterprise allows you to connect to resources (calendars, e-mail folders, etc) that have been shared to you by other users on your domain. To connect to a shared resource, perform the following steps:

1. To get started, click the Settings button on the main toolbar, and then select Mapped Resources in the Sharing folder under the My Settings tree view.
2. You will be presented with a list of all currently attached resources.
3. You can search for resources by name, or find one in the list and click on the Attach button.
4. Enter a friendly name for the resource and click the Save icon.

The resource will now be available in the sidebar.

If you wish to detach from a resource, go into Open Shared Resources and click on the Detach link next to the item.

Favorites

Report Favorites gives a user the ability to define certain criteria for reports that they will run on a regular basis. Once a chart is located that you would like to save, click the Add Favorites icon from the actions tool.

After clicking the Add Favorites icon, a window will pop up asking you to name your saved report and to populate the chart fields. Chart Definitions Once all fields are completed to your satisfaction, click OK at the bottom of the pop up window.

To access one of your Favorites at anytime, click the report from under the Favorites in the left tree view.

Whitelist Email Address OR Domain Name

You can do this using Settings option available in RightMX Enterprise Webmail. To do the do the following steps:

* Login into webmail
* Click on Settings -> Filtering -> Spam Filtering
* Click on Trusted Sender
* Enter Email id or Domain Name
* Click on Save

Enable/Disable popup for new messages and replies

You can Check it using Settings option available in RightMX Enterprise Webmail. To do the do the following steps:

* Login into webmail
* Click on Settings -> My Settings -> Account Settings
* Click on Compose
* Click on Enable popup for new messages and replies Check Box and Click on Save

How to Set Signature in RightMX Enterprise

You can Check it using Settings option available in RightMX Enterprise Webmail. To do the do the following steps:

* Login into webmail
* Click on Settings -> My Settings -> Account Settings
* Click on Signature
* After Entering All the Details click on save

How to manage Plus Addressing in RightMX Enterprise

Plus Addressing
Plus Addressing is a feature of RightMX Enterprise that allows you to automatically filter your incoming email without creating content filtering rules first. To demonstrate this ability, please consider the example of plus addressing below.

An Example

myname@example.com

Assume your email address is myname@example.com, and you want to sign up for a newsletter called ACME News. Furthermore, you want that newsletter to go to a folder in your email called “ACME”. Assuming you have plus addressing enabled, as described in the next section, all you have to do is sign up for the newsletter with the email address below:

myname+ACME@example.com

Note that the folder name is AFTER the username but before the @example.com.

When the newsletter gets delivered to your email, it will automatically be placed in an ACME folder, which will be created automatically if it does not already exist. No additional steps are required. The whole process is automatic once you enable the feature.

In addition, if you include the ‘/’ character in your plus address, you can automatically create sub-folders, as in the following example:

myname+Newsletters/ACME@example.com

This email address will create a folder called Newsletters, then create an ACME folder under it, and drop the newsletter into the ACME folder.

As an added bonus, you can connect to folders in your email using POP3 by using plus addressed emails. The example above, when input into your POP email client as your login name, will return the contents of that folder.

Enabling Plus Addressing

In order for Plus Addressing to work, it must first be enabled for your user. Follow the steps below to turn the feature on:

1. Log into RightMX Enterprise.
2. Click the Settings button on the main toolbar and choose Account Settings from the My Settings tree view.
3. Click on the Plus Addressing tab.
4. Check the Enabled checkbox.
5. Choose an Action to perform when a plus addressed email comes in:
* Move to folder – If the target folder exists, the incoming message will be placed into it. If the folder does not exist, it will be created. No more than 10 folders can be auto-created in this method during a six hour period to prevent abuse.
* Move to folder (if it exists) – If the target folder exists, the incoming message will be placed into it. Otherwise, the email will get placed in the Inbox.
* Leave in Inbox – Drops the message into your Inbox.

How to Export Contacts in RightMX Enterprise

Contacts can be exported in an easy fashion in RightMX Enterprise. When viewing a contact list like All Contacts or the Global Address List, move your mouse over the Import/Export button. Choose one of the options from the drop down list—export all contacts or just the selected ones.

Contacts are downloaded as a zip file containing vCard files. These files can be imported into Outlook or back into another RightMX Enterprise account using Import Contacts.

To import contacts into Outlook, just drag one or more vCard files into your contact list in Outlook and confirm each one by clicking on Save and Close for each one.

How to Import Contacts in RightMX Enterprise

Importing Contacts

RightMX Enterprise supports importing contacts from two different types of files: vCards (VCF) and comma-separated text files (CSV). RightMX Enterprise also supports importing from a .zip file containing any combination of these files.

Importing vCard or zipped vCard files

1. Click All Contacts from the My Contacts tree view.
2. Move your mouse over the Import/Export icon from the actions toolbar and choose Import Contacts.
3. Link to the file you wish to upload and click on OK.
4. If any conflicts occur, you will be asked to resolve them by performing one of the actions below:
* Add as a New Contact – As it states, this option adds a completely new contact record with the information in the vCard.
* Replace Existing Contact – Replaces the contact in the box with the new one being uploaded. To examine the properties of the close match contacts, hover your mouse over the magnifying glass icon in the list at the bottom of the page.
* Skip this Contact – Jumps over this contact and does not perform an action.
5. Once all conflicts are resolved, the process is complete.

Importing CSV or zipped CSV files

1. Click All Contacts from the My Contacts tree view.
2. Move your mouse over the Import/Export icon from the actions toolbar and choose Import Contacts.
3. Link to the file you wish to upload and click on OK.
4. Map the contact fields from your CSV to RightMX Enterprise fields by choosing them from the dropdown boxes.
5. If any conflicts occur, you will be asked to resolve them by performing one of the actions below:
* Add as a New Contact – As it states, this option adds a completely new contact record with the information in the vCard.
* Replace Existing Contact – Replaces the contact in the box with the new one being uploaded. To examine the properties of the close match contacts, hover your mouse over the magnifying glass icon in the list at the bottom of the page.
* Skip this Contact – Jumps over this contact and does not perform an action.
6. Once all conflicts are resolved, the process is complete.

Manage Folders

Utilizing folders in RightMX Enterprise is the general method of storing messages that are both sent and received, either from within the web interface or, if you set it up properly, from your email client. Several folders have specific purposes, and you can also add other folders to store specific categories of mail. Common folders include Inbox, Drafts, Sent Items, Deleted Items, and Junk E-Mail. Some folders will be automatically created when you perform certain actions, such as the Sent Items folder after sending the first new message from a new email account. For more information about the specific purposes of the folders, see below.

To add or edit your email folders simply click on the Email icon on the main toolbar.

My Folders

Adding a Folder – A folder can be added a couple different ways. You can click the Plus Sign icon on the Folder toolbar; or move your mouse above a current folder, right-click, and choose New Folder. In both instances a new window will pop-up, allowing you to name your new folder.

Go To Folder – Click on a folder name to see the messages contained in the folder.

Rename a Folder – You can rename a folder by clicking on the folder you would like to rename and then clicking the Pencil icon on the Folder toolbar; or by moving your mouse over the folder that you would like to rename, right-click, and choose Edit. A new window will pop-up showing the current name of the folder, and a blank space will be available for a new folder name. Renaming folders is unavailable on folders that have specific purposes, like Inbox or Deleted Items.

Delete a Folder – First choose the folder you would like to delete. Then either click the Trash Can icon on the folder toolbar; or right-click and choose Delete. A new window will pop-up asking you to confirm your deletion. At that point you may either continue with the delete, or cancel it. Deleting folders is unavailable on folders that have specific purposes, like Inbox or Deleted Items.
Entering a Folder Name

Folder Name – Enter the name of the new folder. Using a backslash character ‘\’ when naming a new folder(e.g. Family\mom) will create a sub-folder, which can be useful if you wish to sub-categorize your email. Only lower ASCII characters are supported in the folder name due to limitations with certain protocols.

Note: In order for the folders you create to become available from within your email client (e.g. Microsoft Outlook) you will need to create a mail account with IMAP set as your incoming mail server type. If you use POP mail, you only have access to your mail account Inbox, not any folders that are created for storing mail. IMAP accounts are different than POP because they are directly connected to the server from the time you open an interface until the time the connection is closed. For this reason, deleted messages are crossed out until they are “purged” from the folder. This is different from a POP account where when the messages are deleted, they are gone from the folder or erased.

Special Folders

Drafts – When you are composing a message, you have the option to “Save as Draft”, which is located on the top of the New Message pop up screen. Choosing this option will save the email in this folder, but after a certain amount of time (which can be set by the user), it will automatically save to the Drafts folder. Later, you can click on the email in the drafts folder to edit or send it.

Deleted Items – You can set up your account to save deleted items in this folder from Settings. If you choose this option, ensure that you frequently clean out the messages in the folder to keep your disk space usage to a minimum.

Inbox – Incoming mail will usually come to this folder unless you have specific content filters that redirect the email to another folder. Users that connect to their email via POP3 will only be able to download messages from this folder.

Junk E-Mail – Email that is likely to be spam may get sent to this folder, depending on your spam filters. You should review this folder regularly to ensure that no valid email is contained in it, and “Unmark as spam” any message that gets put here when it should not.

Sent Items – Any emails you send from the webmail will get placed in this folder if you have enabled the option in Settings. Note that email sent from an email client, like Outlook Express, will not get saved in this folder.