Tuesday, October 13, 2015

Introducing MSH Office 365 Signatures

We are pleased to announce the launch of MSH Office 365 Signatures. This new product lets any organization centrally design and distribute email signatures to all members using Office 365.

Dedicated application to manage all Office 365 signatures.

  • Give your organization's users consistent, professional email signature when they send any email in Office 365
  • Get all user details from your Office 365 directory
  • Manage all signatures from one dedicated application
  • Lite version can be used completely free up to 25 mailboxes. 

Wednesday, September 30, 2015

Server side autoresponder

An autoresponder is a computer program that automatically answers e-mail sent to it. They can be very simple or quite complex.

The first autoresponders were created within mail transfer agents that found they could not deliver an e-mail to a given address. These create bounce messages such as "your e-mail could not be delivered because..." type responses. Today's autoresponders need to be careful to not generate e-mail backscatter, which can result in the autoresponses being considered E-mail spam.

Autoresponders are often used as e-mail marketing tools, to immediately provide information to their prospective customers and then follow-up with them at preset time intervals.

Such follow-up autoresponders can be divided into two categories:

  • Outsourced ASP model — these autoresponders operate on the provider's infrastructure and are usually configurable via a web-based control panel. The customer pays a monthly usage fee. This is easiest to implement for the end-user.
  • Server-side — enables users to install the autoresponder system on their own server. This requires technical skills.

Autoresponders are also incorporated into electronic mailing list software, to confirm subscriptions, unsubscriptions, posts, and other list activities.

https://en.wikipedia.org/wiki/Autoresponder

MSH Autoresponder admin application

Learn more about autoresponder for Postfix, Sendmail and Zimbra.

Monday, September 21, 2015

Multiple recipients for always_bcc

If you want to add multiple destination with always_bcc you cannot use default mechanism, aliases need to be used. With MSH Traffic Policy you don't need to create additional entries in /etc/aliases.

If you would like to define selective alwyas bcc for sender or recipients read this post.

Select messages


You need to select which messages should get additional BCC addresses. Go to Conditions tab, click button Add and select Message Sender menu. For our scenario we assume that we want to add BCC recipients to all messages which are from our domain, ie. domain.net.

Email addresses can be matched as exact, with wildcards or regular expressions.


Add Envelope Recipient action


This action will work like "add bcc recipient", it will add only envelope recipient without BCC header. Recipient of this message will not see whom also received this message.

Add Envelope Recipient is only one of many actions which could be used on messages.

In new opened window provide an address for the mailbox to which you want to forward messages. Now once again choose Add Envelope Recipient action. Add as many addresses as you want.

You can add as many BCC recipients as you want.
That's it, now each message which is addressed from @domain.net will be blindly forwarded to john.doe@domain.net and mike.grey@domain.net mailboxes.

More stuff


If you would like to do more with your mail server, check other milters for Zimbra, Postfix and Sendmail.

Monday, September 14, 2015

Add disclaimers to outgoing emails

Adding automatically Text and Html disclaimers to external emails is easier than you think. You need to have Zimbra, Postfix or Sendmail, MSH Disclaimers & Signatures application and know your domain name :)

MSH Disclaimers & Signatures is a server side application dedicated to append disclaimers and insert personalized signatures under reply. See some screenshots from the application.

How to set up conditions


I will describe in shortly how to set up rules (for detailed info refer to documentation):

  • Add a new Rule.
  • Define a first condition Message Sender
  • Enter your domain name using Wildcards. Ie. *@domain.name
  • Click OK button.

We need to exclude messages from adding disclaimer which are internal. We don't know to which addresses external emails will be sent, we only know own domain name. So we will create an exception.

  • Define exception Message Sender
  • Enter your domain name using Wildcards, ie. *@domain.name
  • Click OK button.

  • On Disclaimer page define content for Html and Text format.
  • Click button OK to close rule wizard.
  • Save All settings and test your newly created outgoing disclaimer.


Signatures and disclaimers for Zimbra, Postfix and Sendmail


The application works as external standalone mail add-in which integrates with your mail server. With built-in compose editor. Many conditions and exceptions will let you to select which messages should have and which shouldn't have added disclaimer. No duplicates, the application will automatically detect when disclaimer is already inserted and will skip adding another one.

Learn more about MSH Disclaimer & Signatures for your mail server.

Wednesday, July 22, 2015

How to setup an autoresponder in Postfix and Sendmail for multiple mailboxes

Ever wondered how to turn on out of office auto replies or support messages in Sendmail or Postfix for multiple mailboxes? It's easier than you think. Use MSH Autoresponder milter application with easy to use GUI.

MSH Autoresponder for Postfix and Sendmail

I will skip the part with the program installation and configuration and just go to the essential part of creating rules. You can find documentation about installation here.

When an app is ready and running create a rule. Select Autoresponder rules node, click button Add New button. For this blog post we will create a sample out of office auto reply. Fill Subject like "Out of Office: $SUBJECT". Users which will send emails to our mail server will receive auto replies with subject: Out of Office: . Original subject is the subject from a message which was send to our mail server. $SUBJECT is a dynamic field and will be replaced each time when an auto reply is sent.

In the Body text field put your auto reply body. We will inform senders that we will return on 10 October. By default an auto reply message is in text format, so you cannot use rich text formatting, like: bold or italic. The application doesn't support html format, but it's possible to send an auto replies in html format. See this article how to achieve that.

Go to Conditions page and click Add button, select Message Recipient menu. Enter an email address, like john.doe@company.com and choose to search in TO and CC field option. Click OK button to apply.

On Time Range page select Enable Time Range option and choose date from and date to. This is a date range in which we will be out of office. Deselect All day option if needed.

Last step is to define rule name, you could leave the default value if you don't want to change it. 

Click button OK, then save settings button. 

From now until 10 October, when someone will send an email to john.doe@comapny.com mailbox an auto reply will be triggered and send back to sender of the original message.


To test the application and find more info follow this link.


Monday, June 29, 2015

Set up an auto reply in HTML format

Today I'll show fast hint how to set up MSH Autoresponder rule to send auto replies in HTML format.

This is not fully supported by the application (there is no bold or font buttons), but it's possible to make beautiful vacation auto reply.

Create a new rule or edit existing one, on the Auto Reply page put auto reply body in html source code, like on example below:

Auto reply wizard with message content.


 And on Headers tab add custom header, like this:

Auto reply wizard with custom headers.


The custom header will change an auto reply format from plain text to html.

To learn more visit the application website.

Sunday, May 10, 2015

Strip attachments and save to directory

Did you ever wondered how to store mail attachments outside of mailboxes?

Below you'll find step-by-step instruction how to do it with MSH Traffic Policy application. This instruction will work with Postfix, Zimbra and Sendmail mail server.

Run MSH Traffic Policy Administrator desktop application (Pic. 1).

Pic. 1

Before creating a new rule you need to prepare a template which will be added to each message. This template will be inserted on top of the message, but only when attachments were removed.

Template


Select Templates node and click Add button (Pic. 2).

Pic. 2

In the new opened window put template name ie. Remove Attachments Template.

Create template for both types of messages, Html and PlainText. Template should contain information which attachments were removed and where they are saved. Application can automatically insert attachments file names into template, you need to use advanced variables.

For example if you would like to add into message information like this (red rectangle) (Pic. 3):

Pic. 3

You need to create the template like this (Pic. 4):

Pic. 4

Where most important part is message attachments advanced variable:

${message:attachments:filenames_perline:<NETWORK_SHARE>/mail/attachments/${message:id}/}

Syntax of this variable is:

${message:attachments:filenames_perline:<PREFIX>}

Where <PREFIX> is some text which will be inserted before each attachment file name. In mine example prefix is:

  • <NETWORK_SHARE>/mail/attachments - it's a location were you'll be storing attachments. It could be a network disk, cgi url, ftp or anything which will bring users to attachments located on the server.
  • ${message:id} - will be resolved to unique message identifier

Thanks to this only recipients of stripped message will know where are attachments located.

Don't forget to define PlainText template in the same way as for Html. Click OK button to accept the template.

Rule Actions


Now it's a time for creating a rule which will remove attachments from messages and save them to the specified location on the server.

Click Add Group button to create new group, call it Strip Attachments. Expand Rules node and select Strip Attachments group.

Click Add rule button. On Actions page click Add button and select Attachments > Strip Attachments action (Pic. 5).

Pic. 5

Provide absolute path to directory were attachments will be saved. Remember that this location is on the mail server and attachments from each message should be in unique directory, use ${message:id} advanced variable. Select Remove Attachments template and click OK button (Pic. 6).

Pic. 6

Rule Conditions


Now you need to define which messages should get stripped. You could set rule for internal or incoming message, it's up to you. In this example I'll made conditions for internal messages.

On Conditions tab click Add button and select Message Sender - Email Address condition. Select Wildcards option and put *@company.com value into Email addresses field. Click OK button (Pic. 7).

Pic. 7

Click again Add button and select Message Recipients - Email address menu. Select in TO, CC and BCC field option to search address in all message address fields. Select Wildcards option, put *@company.com value into Email addresses field.

Now select True only if all recipients are matched option, this is important because when one of the email addresses will be an external recipient stripping of attachments should be skipped. If not external recipient will have no access to attachments stored in network share. If you will implement solution when users will access attachments by http server which will be available from internet then you should select True only if at least one recipient is matched option. Click OK button (Pic. 8).

Pic. 8

Make sure that All conditions met option is selected, so rule will be applied only when sender and recipients are matched (Pic. 9).

Pic. 9

On the Name tab set Strip Attachments name of the rule.

Click Save All button to store settings.

Testing


Now send some test e-mails to your fellow in the company and check if everything is working fine.

So if you need to strip, remove, detach or dump attachments and insert information to the message use MSH Traffic Policy. Don't forget that this is only an example of one functionality, to learn more go to the application website.

Thursday, April 23, 2015

Set Reply-To address to an auto reply message

With MSH Autoresponder for Postfix and Sendmail, you can set a Reply-To address that's different from From address. The common reason for this is when you want bounce e-mails, auto-responders and other system-generated replies to your e-mail return to another address while the author's address is different.

Keep in mind that user when respond to auto reply message with an alternate Reply-To address will be delivered to that address. Original address still appears in the From field.

Creating an autoreply with Reply-To address


After launching the application and connecting to the server, click Add New button to launch the rule wizard.
Enter the message in the Auto reply message body field. Change Subject line if needed.

Switch to the Headers tab. Click Add button and enter an e-mail address which should receive all replies to the auto reply message. In the Header Name field enter Reply-To string, in the Header Value enter john.doe@postfix.local value (change to your own email address). Click OK button.

In the Conditions tab click Add button and select the Message Recipient option. In the new window enter ITdept@postfix.local value, replacing the postfix.local part with your own company domain name. Leave the Search address unchanged and click the OK button.


Finally, go to the Name tab, enter the name of your rule and click the OK button to add rule.

Click button to save all settings.

From now on, any internal or external user will receive the automatic reply when sending a message to the IT department. When user will reply to that message it will be send to john.doe@postfix.com email address.

You can also read

Thursday, January 29, 2015

Integrate MSH Disclaimer & Signatures with LDAP

Version 1.3.0 of application have ability to connect with LDAP directory services. With this new option you can retrieve LDAP object like users and user groups. This will help you to manage disclaimers based on users or user group.

Simple scenario for appending different disclaimers per department

Define company wide disclaimer. Company have three departments: Marketing, Sales and IT. Each department need to have different disclaimer. CEO which is a member of all groups must have one unique signature.
Before you could use Message Sender - User and Message Sender - Group condition you need to configure LDAP Directory Service settings.

Rule 1 (disclaimer only for CEO)


First we need to set up conditions, use Message Sender – User condition. Click button Browse and select your CEO from the list.

Message Sender - User condition.

Due to our scenario we want to stop processing more rules when this one is applied and go to the next one when not applied.

Next rule options on Rule Wizard.


Rule 2 (disclaimer for IT department)


For users in IT department group we need to use Message Sender – Group condition. Click button Browse and select group from the list.

Message Sender - Group condition.

You can leave settings for processing other rules in default state.

Rule 3 and rule 4 (marketing and sales)


For marketing and sales department follow exactly same steps like for rule 2.

Summary

When everything is setup you could test it in action, just send some messages from user within previously specified group.


Learn more about server side disclaimers and signatures for Zimbra, Postfix and Sendmail.

Saturday, January 17, 2015

How to block messages without MESSAGE-ID header

If you would like to reject messages without some headers you cannot use built-in header_checks content inspection, because it scans one header at a time and does not save state between headers. Making it impossible to detect missing headers.

You need to use 3rd party tool called MSH Traffic Policy. It's an email management system that allows to set server sided rules for automatic content control and flow administration. Application works as external standalone mail filtering plug-in which integrate with MTA through milter API.

Block an email message


In this scenario we will discard message with Block Message action. But you could also inform sender with some text reply or just temporary reject the message. See below image how options was set.
Block Message action is very useful with fighting spam.

Detect missing message header


To test message for header which is not present you need to use Message Header condition. It have ability to scan through message and find out which header is missing. Select not have Header option and in Header name field put message-id.
Message Header condition will scan message for missing headers.

What else...


MSH Traffic Policy have many features which you will love:
  • take control over you mail flow
  • block unwanted spam
  • check messages for sensitive content (credit cards numbers etc.)
  • limit number of recipients, attachments, message size, number of sent messages
  • manage attachments (add, remove, strip, compress)
  • modify message headers, sender and recipients
  • send new and forward emails to another mailbox
  • create server side auto replies

Thursday, January 8, 2015

Autoreplies for your Sendmail and Postfix

When company needs to meet specific requirements about auto replies it should be well considered decision. Freeware tools and scripts have one advantage – they're free – but sometimes have more cons than pros. They don't have professional support and when something goes wrong you're left on your own.

MSH Autoresponder is a tool which integrate seamless with mail server and when triggered it sends auto replies.

Use credentials when connecting with server module


The application supports restricting access to server module. Users could have set up permissions to specific functions or whole app. Below you'll see how to use credentials when connecting to server.

On Add Server window select Provide credentials radio button and provide user name and password. Application use own authentication method, so users need to be defined earlier.

Add Server window - provide credentials

How an auto reply could be triggered


This tool supports Conditions and Exceptions which can be used to specify when auto replies should be send. Message Sender, Message Recipient(s) or Message Header(s) could be used. By default sending auto replies are protected by Loop Protector which prevents of 'message wars' between mail servers.

Learn more about MSH Autoresponder...