Configure mail-sending policies

Introduction

Secure Mail 2024 can be used for both inbound and outbound mailing. Use mail-sending policies to control email addresses that can send and receive secure mails. You can, for example, prevent users from sending secure mails from their personal email address or from a specific domain.

To configure mail-sending policies, go to Settings > Secure Mail 2024 > Mail-Sending Policies.

Secure Mail will be installed with the default mail-sending policies shown below. Editor and Doctave Desktop App

Mail-sending policies

A mail-sending policy consists of a sender policy and its recipient policies. Below is an example mail-sending policy that includes a sender policy and two recipient policies.

Editor and Doctave Desktop App

Mail-sending policy guidelines

Before you start configuring mail-sending policies, consider the following guidelines.

  • Policies can be configured to apply to a group or an individual user.
  • To deliver a message, the sender and recipient of the message must be included in the same mail-sending policy.
  • Policies are applied in a priority order. The sender is compared to the sender policies configured and the first matching policy is applied. As a result, the subsequent mail-sending policies are ignored, and the message is delivered if there is a corresponding valid recipient policy.
  • If a mail-sending policy has multiple recipient policies, only the first matching recipient policy is applied, and the subsequent recipient policies are ignored.
  • Groups and individual users can be included in multiple policies, but only the first policy with a matching value is applied, and the subsequent policies are ignored.
  • A recipient can always reply to the sender. For more information, refer to Reply guideline.

Example

John Doe (john.doe@ssh.com) wants to send a secure mail to Jane Doe (jane.doe@ssh.com).

To send a secure mail, john.doe@ssh.com must be included in the sender policy of at least one mail-sending policy, either as a group or as an individual user. Consequently, jane.doe@ssh.com must be included in the recipient policies of that mail-sending policy, either as a group or as an individual user. The first mail-sending policy that includes John as a sender is applied. If Jane is included among the recipients of that mail-sending policy, the message is delivered. Any subsequent mail-sending policies that include John as sender and Jane as recipient are ignored.

Reply guideline

The recipient can reply to the sender and all recipients of a message on condition that at least one of the participants of the reply message is allowed to send secure mail to all recipients of the reply message.

Create a mail-sending policy

  1. Click on Add new row.

  2. Define who can send secure mails. You can toggle between a group or an inidividual user. Select a group from the drop-down menu or enter an email address into the address field.

  3. For more options, click on Click to open more options.

  • Select SMTP ingress allowed to enable Secure Mail to accept mails from other email services, such as Outlook, utilizing the secure extension. This option is only available for the domains defined in the Maildomains configuration.

    Refer to the user guide for instructions on sending secure mails using other email services. Users can only send secure mail from the Secure Mail 2024 web application if this selection is blank.

    Please be aware that enabling this feature may pose security risks and requires additional configurations in the customers' email server. For assistance, contact the service desk.

  • Select Message options allowed to enable the sender to select the recipient's authentication method to access the message.

    The sender's required authentication method option is only email_otp for the current version. The sender receives a one-time passcode in their email address when they log in to Secure Mail.

  1. Create a recipient policy for the mail-sending policy that you created in steps 1-3. Start by defining who can receive secure mails. Again, you can toggle between a group or an inidividual user. Select a group from the drop-down menu or enter an email address into the email address field.

  2. To select the recipient's authentication method, click on Click to open more options.

  • Press Shift to select multiple authentication methods from the list. You must select at least email_otp or cookie. For more information on available authentication methods, refer to Authentication methods.

  • Select the recipient's default authentication method. You can select either email_otp or cookie.

  1. If necessary, you can add multiple recipient policies within a single mail-sending policy. To add an additional recipient policy, click on Add new.

  2. The policies are applied in a priority order. Define the priority order of the sender policies by dragging them up and down in the mail-sending policy list.

  3. Define the priority order of the recipients within a mail-sending policy by dragging them up and down in the recipients list.

  4. After you configured the mail-sending policies, finish by clicking on Save.

Delete a mail-sending policy

  1. To delete a mail-sending policy, click on Remove on the right side of the policy.

All recipients included in that mail-sending policy are also deleted.

  1. Finish by clicking on Save.

Delete a recipient policy

  1. To delete a recipient, click on the trash can icon on the right side of the recipient.

  2. Finish by clicking on Save.

Reset all mail-sending policy configurations

  1. To reset all mail-sending policy configurations to the default, click on Reset configs. Editor and Doctave Desktop App

  2. Finish by checking the box and selecting Reset selected configs.

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