Administrator's Manual

Version 1026

WWW.REDDOXX.COM

Copyright

©2009 by REDDOXX GmbH

REDDOXX GmbH

Saline 29

D-78628 Rottweil

Fon: +49 (0)741 248 810

Fax:  +49 (0)741 248 811

E-mail: info@reddoxx.com

Internet: www.reddoxx.com

Support: http://support.reddoxx.net

Revision number 3.2.4

Approved & published 16.03.2010

This manual was prepared with great care. However, REDDOXX GmbH and the author cannot assume any legal or other liability for possible errors and their consequences.

No responsibility is taken for the details contained in this manual. Subject to alternation without notice. REDDOXX GmbH does not enter into any responsibility in this respect. The hardware and software described in this manual is provided on the basis of a license agreement.

This manual is protected by copyright law. REDDOXX GmbH reserves all rights, especially for translation into foreign languages. No part of this manual may be reproduced in any way (photocopies, microfilm or other methods) or transformed into machine-readable language without the prior written permission of REDDOXX GmbH. The latter especially applies for data processing systems.

REDDOXX GmbH also reserves all communication rights (lectures, radio and television).

The hardware and software names mentioned in this manual are most often the registered trademarks of the respective manufacturers and as such are subject to the statutory regulations. Product and brand names are the property of REDDOXX GmbH.

This issue replaces all earlier ones and orients itself on the appliance with respect to naming.

Table of Contents

1 REDDOXX Manual

1.1 Symbolism and Highlights

This manual is geared towards the administrator of the REDDOXX Appliance. For better legibility, please note that the term "Administrator" refers to both male and female administrators.

Please read the entire manual carefully to ensure professional application of the REDDOXX Appliance. This is the only way we can ease your work with the REDDOXX Appliance.

In the glossary, you will find a compilation of the terminology used in this documentation together with its respective explanations

The typography used in this manual has the following meaning:

Danger/Warning

All warning and safety notices in this manual are marked this way. Always observe the instructions so there will be no damage to persons and/or objects.

Notice

A notice or tip points out especially important and helpful information about the REDDOXX Appliance. The REDDOXX Appliance can only function correctly and error-free when it is transported, stored, installed, operated and maintained in line with the manufacturer's instructions.

Also see: Refers to a chapter.

Names

Explanation of the respective name

1.2 General Warning and Safety Notices

This manual contains warning and safety notices, which serve for your own protection but also for the protection of the REDDOXX Appliance. In order not to endanger your safety, you have to observe the following basic conditions for the installation, use and operation of the REDDOXX Appliance.

The notices in this manual hare highlighted as follows:

Danger

Omitting precautions and safety measures may lead to severe health damage, injury to persons or even death.

Warning

Only expert personnel are allowed to operate the appliance or remedy possible errors in the hardware. Expert personnel are qualified persons authorized to commission and maintain the device, program the control, operate the hardware according to the safety instructions pursuant to the valid standards and have a corresponding qualification.

Notice

Observe the settings you perform in the REDDOXX Appliance. All setting you make is saved by the REDDOXX Appliance, not the REDDOXX Console. The Console is only the input mask. You will find these notices exclusively in the content of the manual.

Read the warning and safety instructions carefully before commissioning the REDDOXX Appliance.

Danger/Warning

Observe all instructions attached to the REDDOXX Appliance and listed in this manual.

Prior to cleaning the REDDOXX Appliance, pull the mains plug. Do not use any liquid cleaning agents or agents containing aerosols. Only use a damp cloth for cleaning.

Do not use the REDDOXX Appliance near water. Do not spill any liquid on or into the REDDOXX Appliance.

Place the REDDOXX Appliance on a stable surface.

There are ventilation openings in the casing. These openings may not be obstructed or covered. Do not place the REDDOXX Appliance next to or on top of a radiator.

Only use the power source stated at the mains connection. If you are not sure about the kind of power source you have, contact your local energy supply company.

Do not walk on the cable and do not put anything on it.

If you are using an extension cord for the REDDOXX Appliance, make sure that the total amperage or all devices connected to this extension cord does not exceed the admissible amperage for the extension cord.

Do not insert any objects into the ventilation slots of the REDDOXX Appliance.

Do not attempt to service your REDDOXX Appliance yourself with the exception of the cases explained in this manual. Only use the controls mentioned in these instructions. If you open covers with the notice "Warranty void if broken", you may expose yourself to high voltage or other risks. Leave the maintenance of these parts up to expert personnel.

In the following cases, pull the mains plug of the REDDOXX Appliance out of the outlet and let expert personnel service the REDDOXX Appliance.
- The cables or the plug are damaged.
- Liquid was poured into the REDDOXX Appliance.
Despite following the instructions, the REDDOXX Appliance does not work properly.
The REDDOXX Appliance was dropped or the casing is damaged.
- The REDDOXX Appliance shows substantial performance changes.

Always transport the REDDOXX Appliance carefully. Impact stress or dropping can also damage the inside of the device. Do not operate damaged devices!

1.2.1.1 General Function Scope

Thank you for purchasing the REDDOXX Appliance and the corresponding appliance console. The REDDOXX Appliance is an innovative product for the reliable, active and individual prevention of spam problems and legally conform e-mail archiving. In addition, you can also send critical business data and sensitive information in encrypted form to your business partners, so that unauthorized persons cannot read even intercepted mails. With the REDDOXX Appliance, you protect your company from technical and economic damage as well as image damage.

The REDDOXX Appliance filters undesired mail out right from the start. You save a lot of time, because viruses, worms and Trojans cannot penetrate your active network. The REDDOXX Appliance is simply switched before the e-mail server and geared exactly towards the individual requirements of your company.

Our solution is just as unusual as it is successful:
Contrary to the standard approach "filtering out what is not desired", the REDDOXX Appliance pursues the proactive way: "pre-define what you want!"

The REDDOXX Appliance is an optimally coordinated software and hardware unit, which only selects and forwards desired emails immediately. It is installed between the firewall and the e-mail server and therefore only requires a minimum interference with your company's IT.

The REDDOXX Appliance immediately solves four major problems:

1. What's spam for one is a relevant mail for the other. This is why the REDDOXX Appliance selects the desired mails and determines the relevance of the mail with the authorization of the sender in case of doubt.

2. With pre-definition, additional filters and the interactive authorization of the e-mail sender, the REDDOXX Appliance offers the highest chances for success in spam combating and achieves the highest degree of satisfaction for the applicant.

3. Archiving of all emails through MailDepot:

   1. Organizational transparency and increased productivity.

   2. Prevention of accidental or intentional deletion of relevant mails.

   3. Increased time resources for administrators and users through user-defined access options to archived emails.

4. Encrypted e-mail transmission with MailSealer

2 The REDDOXX Appliance

Information about the REDDOXX Appliances

We offer you the custom-tailored solution for your company. In doing so, we consider your individual requirements ranging from the current number of workplaces up to the further development of your company. The different versions ensure that the REDDOXX Appliance meets all the requirements of small, medium and large-sized companies.

The REDDOXX Appliance has a modular structure: It consists of the products

• REDDOXX Spamfinder

• REDDOXX MailDepot

• REDDOXX MailSealer

The REDDOXX Appliance is available in the following versions:

• RX-50

• RX-100

• RX-250

• RX-750

• RX-2500

REDDOXX general:

• Simple structure for fast application within minutes; at the same time compatible with all standardized e-mail servers.

• Secure, hardened Linux kernel.

• Powerful virus protection through open source technology with ClamAV

REDDOXX Spamfinder:

• Powerful spam filtering including CISS technology, which provides a spam reduction rate of almost 100%.

• Innovative Advanced Realtime Blacklist Filter, White list Filter as well as additional statistic filters and further content filters as well as Blacklist Filter technologies.

• Possibility to generate automated and external backups.

REDDOXX MailDepot:

• Automatic audit and manipulation-proof archiving of all emails

• Organizational transparency and increased productivity.

The REDDOXX Appliance is installed between the firewall and the e-mail server and therefore only requires a minimum interference with your company's IT.

REDDOXX MailSealer:

• Fast encryption and signing of emails

• compatible with all standard e-mail programs

• supports S/MIME

• automatic PKI linkup

Notice

For the hardware data, refer to the chapter "REDDOXX Appliance - Technical Data" in the documentation of your REDDOXX Appliance.

2.1 The REDDOXX Appliance – RX-50

The REDDOXX Appliance RX-50 is suited for the demands of small and medium-sized companies up to 50 User.

Illustration: REDDOXX Appliance - RX-50

Illustration: Connections of the REDDOXX RX-50 Appliance

Attention

Observe all warning and safety notices as well as all other relevant information about the proper handling of the REDDOXX Appliance.

2.2 The REDDOXX Appliance – RX-100

The REDDOXX Appliance RX-100 is suited for the demands of medium-sized companies up to 100 User.

.

Illustration: REDDOXX Appliance - RX-100 with front cover

Illustration: REDDOXX Appliance - RX-100

Illustration: Connections of the REDDOXX RX-50 Appliance

Attention

Observe all warning and safety notices as well as all other relevant information about the proper handling of the REDDOXX Appliance.

2.3 The REDDOXX Appliance – RX-250

The REDDOXX Appliance RX-250 is suited for the demands of large medium-sized companies up to 250 User.

Illustration: REDDOXX Appliance - RX-250 with front cover

Illustration: REDDOXX Appliance - RX-250

Illustration: Connections of the REDDOXX RX-50 Appliance

Attention

Observe all warning and safety notices as well as all other relevant information about the proper handling of the REDDOXX Appliance.

2.4 The REDDOXX Appliance – RX-750

The REDDOXX Appliance RX-750 is suited for the demands of large-sized companies up to 750 User.

Illustration: REDDOXX Appliance - RX-750 with front cover

Illustration: REDDOXX Appliance - RX-750

Illustration: Connections of the REDDOXX RX-50 Appliance

Attention

Observe all warning and safety notices as well as all other relevant information about the proper handling of the REDDOXX Appliance.

2.5 The REDDOXX Appliance – RX-2500

The REDDOXX Appliance RX-2500 is suited for the demands of enterprise-sized companies up to 2500 User.

Illustration: REDDOXX Appliance - RX-2500 with front cover

Illustration: REDDOXX Appliance - RX-2500

Illustration: Connections of the REDDOXX RX-50 Appliance

Attention

Observe all warning and safety notices as well as all other relevant information about the proper handling of the REDDOXX Appliance.

2.6 Technical Data

2.7 Delivery Scope

Prior to the installation, check your delivery for completeness. The delivery contains the following products:

• REDDOXX Appliance

• Software for the REDDOXX consoles on CD

• Administrator console

• User console

• "Manual for Administrators" and "Manual for Users" as PDF files.

Notice

The latest version of the REDDOXX software as well as the manuals can be downloaded in the support section at http://support.reddoxx.net

Receipt

Check the product for damages upon receipt.

If you notice any apparent damage upon delivery or when unpacking the merchandise, contact your retailer.

Warning

Always transport the device carefully. Impact stress or dropping can also damage the inside of the device. Do not operate damaged devices!

3 First Steps

3.1 General Information

This chapter is supposed to help you with putting the REDDOXX Appliance into operation and contains all steps required to ready the REDDOXX Appliance for operation. First we will show you in a diagram where to install the REDDOXX Appliance. The additional chapters then deal with the connection, registration, basic configuration and operation of your REDDOXX Appliance.

3.1.1 Function Description

The REDDOXX Appliance behaves like a e-mail server vis-à-vis the sender. The first filters already become active while the connection between the sending e-mail server and the REDDOXX Appliance is being established. Depending on the filter settings, the REDDOXX Appliance may already reject emails at this stage.

Also see: "Filters"

The REDDOXX Appliance can manage several e-mail domains and forward the respective emails to the different e-mail servers in your company.

3.1.2 Integration and Commissioning

The standard system consists of one or several e-mail servers and the REDDOXX Appliance, which is installed between the e-mail servers and your firewall, if available.

Illustration: Function diagram of the REDDOXX Appliance

You only need a few steps to put the REDDOXX Appliance into operation.

• Connect the REDDOXX Appliance with the network,

• assign an IP address and

• adjust the routing of the e-mail traffic in such a way that incoming mails are forwarded to the REDDOXX Appliance as early as possible so that it can then take care of the subsequent forwarding.

For more information, refer to the following brief instructions.

Tip

For efficiently combating spam, we recommend installing the REDDOXX Appliance directly behind your firewall as a so-called first mail hop. Then the sender establishes the connection directly with the REDDOXX Appliance.

As the REDDOXX Appliance is capable of learning from your actions, we recommend you also direct the outgoing e-mail traffic through the REDDOXX Appliance.

3.1.3 Firewall - Port List

These ports must be opened for perfect operation of the REDDOXX Appliance:

SMTP/25 TCP in/out
For incoming / outgoing emails

DNS/53 UDP/TCP out
For domain name service requests to your DNS server.

HTTP/80 TCP out
For communication with the REDDOXX portal. This is where the license information is checked.

For the REMOTE SUPPORT SERVICE. It is possible to activate a remote access for REDDOXX's technical support via the REMOTE SUPPORT SERVICE, port 80 on the REDDOXX switching computer (RDXCALL).

For Software- and pattern updates, spam validations.

NTP/123 UDP out
For time leveling with a time server

SMB 137,138 UDP out, 139 TCP out, CIFS 445 TCP out
for backup and archiving (mail depot) on a remote Windows/Samba share.

LDAP/389 TCP out, LDAP/636 out for SSL
For user authentication and recipient check via Active
Directory, OpenLDAP, Novell eDircetory, Lotus Notes Domino.

LDAP/3268 TCP out

For higher-performance LDAP queries against a Global Catalog Server.

REDDOXX/4010 TCP in
For the user and administrator console of the REDDOXX Appliance.

REDDOXX/4011 TCP in
For communication between admin console and the control service port of the appliance, required for the cluster manager, diagnostic utilities and the remote support service.

Notice

You should especially pay attention to these ports when the REDDOXX Appliance is included in another network segment, e.g. a DMZ, and separated from the internal LAN through a firewall.

3.2 Brief Instructions for the Basic Configuration

3.2.1 Connection and Network Configuration

Connecting the REDDOXX Appliance

Proceed as follows to integrate the REDDOXX Appliance into your system.

Requirements: Read the warning and safety instructions.

1. Connect the Spamfinder Appliance to the power supply.

2. Connect a monitor and a keyboard.

3. Turn the REDDOXX Appliance on.
   The IP address is 192.168.0.1.

4. Login as user "admin" with the password "AppAdmin". The administration menu appears. For further details and screenshots, refer to chapter 6 - Appliance Console.

5. Select the item – Settings

6. Select the item – Network

7. Enter the network data. (host name, domain, IP address, netmask, gateway, 1st DNS, 2nd DNS)

8. Press the TAB key to reach OK and press ENTER. Now the network interface is re-initialized.

9. Select BACK to access the main menu.

10. Select EXIT to exit the console program.

11. Connect a network cable (RJ45) and then connect the appliance with your network.

12. Proceed with the configuration of the admin console as described in the following chapter.

Notice

For function descriptions and the exact connections of the REDDOXX Appliance, refer to the main chapter 2 and there to the different model variants.

3.2.2 Login

Performing the Login

For safety reasons, the REDDOXX Appliance is only accessible via login. Therefore you have to authenticate yourself as follows with your user name and password:

Requirements: Purchase of the REDDOXX Appliance with the valid licenses.

1. Copy the content of the REDDOXX CD onto your computer.
   The files may be copied to any directory of your choice.

2. Double-click on the file rdxadmin.exe. 
   The login window opens.

Illustration: Login window

3. Enter the corresponding hostname.

4. Enter your user name.

5. Enter your password.

Notice

The following standard values are set upon delivery of the REDDOXX Appliance:
User name:  sf-admin and password:  admin

6. In realm, select the option "local".
   A realm is a section similar to a domain where you authenticate yourself.

7. Select the desired language in the selection list, which you want to use to display your program.
   The selection contains the currently installed languages.

8. Click on the button LOGIN.
   The welcome window opens.

Illustration: Welcome mask

7. Click on the button „Setup assistant" to start the assistant for the first configuration of the REDDOXX Appliance.

Notice

Only perform the setup assistant once.

3.2.3 Basic Configuration

Making the Network Settings

To help you with the basic configuration, the setup assistant takes you through all relevant settings.

Requirements: The window for the network settings is active.

Notice

If the network settings of the appliance were previously configured via the Appliance Console (chapter 3.2), you can simply take over the data listed there.

Illustration: Basic configuration – network settings

1. Enter the host name.

2. Enter a/your domain.

3. Enter the IP address of the REDDOXX Appliance.

4. Enter the corresponding subnet mask.

5. Enter the standard gateway for the Internet connection.

6. Enter at least one DNS server.
   
   
   

Notice

Ensure that the DNS server is accessible, especially if the REDDOXX Appliance is located in a DMZ.

7. To continue the basic configuration, Click on the button NEXT. Cancel: Reject changes and exit the basic configuration.

Adding E-Mail Domains

Via the e-mail domains, you have the possibility to add all domains for which the REDDOXX Appliance is supposed to receive emails.

Illustration: Basic configuration – e-mail domains

1. Enter all domains for which you want to receive emails.

2. Click on the button ADD.
   The entered e-mail domains are listed in the field e-mail domains.
   
   
   

Notice

Observe the correct spelling of the e-mail domains. The REDDOXX Appliance cannot receive any emails for other domains.

3. To continue the basic configuration, Click on the button NEXT.
   Back: Goes back to the previous window.
   Cancel: Reject changes and exit the basic configuration.
   
   
   

Notice

In order to delete an added domain again, mark the corresponding entry with a mouse and delete it with the DEL button on your keyboard. This action cannot be undone.

Add Local Networks

Via the local networks, you can add all local networks for which the REDDOXX Appliance is supposed to function as e-mail relay. This way, the REDDOXX Appliance cannot be abused as open e-mail relay when emails are sent from the inside to the outside via the REDDOXX Appliance.

Illustration: Basic configuration – local networks

1. Enter the IP network which may send mails to the REDDOXX Appliance.

2. Enter the subnet mask. With the subnet mask 255.255.255.255, you enter a single host (e.g.192.168.0.8).
   
   
   

Notice

Instead of an entire network, you can also state individual IP addresses, e.g. that of your mail server. Individual IP addresses must be masked with 255.255.255.255.

3. Click on the button ADD.
   The entered local networks are listed in the field Local Networks.

If you have several e-mail servers in various IP networks, please also add these networks or hosts.

4. To continue the basic configuration, Click on the button NEXT.
   Back: Goes back to the previous window.
   Cancel: Reject changes and exit the basic configuration.
   
   
   

Notice

In order to delete an added network again, mark the corresponding entry with a mouse and delete it with the DEL button on your keyboard. This action cannot be undone.

Configuring E-Mail Forwarding

Via E-Mail Forwarding, you can state where the REDDOXX Appliance is supposed to forward the emails to.

Illustration: Basic configuration – e-mail forwarding

1. Outgoing emails:
   Enter the FQDN (host name).
   If necessary, activate the option Forwarding via DNS if the emails are supposed to be delivered via DNS.

2. Activate the option Authentication required if the relay server demands authentication.

3. Enter the user name and password if you have activated this option in step 3.

4. Incoming emails:
   If necessary, activate the option Forwarding via DNS if the emails are supposed to be delivered via DNS.

5. Enter an internal e-mail server at internal e-mail server.
   
   
   

Notice

If you have several internal e-mail servers, you can configure these later per domain.

7. To continue the basic configuration, Click on the button NEXT.
   Back: Goes back to the previous window.
   Cancel: Reject changes and exit the basic configuration.

Defining E-Mail Addresses

Here is where the e-mail address of the administrator and the REDDOXX Appliance are managed, which the REDDOXX Appliance requires for the forwarding of system messages. The REDDOXX Appliance uses the administrator's e-mail address to communicate with the administrator. The REDDOXX Appliance's e-mail address is used to communicate with the REDDOXX Portal.

Illustration: Basic configuration – e-mail addresses

1. In the field Administrator address enter the administrator's e-mail address.
   The administrator address must exist on one of your e-mail servers. At this address, you receive messages concerning innovations (release notes) and updates of the REDDOXX Appliance.

2. In the field REDDOXX address, enter the e-mail address of the REDDOXX Appliance.

Notice

The e-mail address of the REDDOXX Appliance is required for internal operation and may not be used otherwise.
Make sure that this e-mail address does not exist on your mail server and that it is forwarded by possible upstream firewalls or relays.

3. To finish the basic configuration, Click on the button FINISH.
   Back: Goes back to the previous window.
   Cancel: Reject changes and exit the basic configuration.

4 The Administrator Console

Information about the Administrator Console

This chapter explains the exact handling of the administrator console. The administrator console was developed to ease the handling of the REDDOXX Appliance. You can supplement or change all settings of the REDDOXX Appliance via the console at any time. Before you access the actual application window of the REDDOXX Appliance console, you have to log in.

Performing the Login

For safety reasons, the REDDOXX Appliance is only accessible via login. Therefore you have to authenticate yourself as follows with your user name and password:

1. Copy the content of the REDDOXX CD onto your computer.
   The files may be copied to any directory of your choice.

2. Double-click on the file rdxadmin.exe. 
   The login window opens.

Illustration: Login window

3. Select the corresponding hostname.

4. Enter your user name.

5. Enter your password.

Notice

The following standard values are set upon delivery of the REDDOXX Appliance:
User name:  sf-admin and password:  admin

6. In realm, select the option "local".

7. Select the desired language in the selection list, which you want to use to display your program.
   The selection contains the currently installed languages.

8. Click on the button LOGIN.
   The application window for the basic configuration is now active.

The following application window contains the sections of the administrator console numbered and named:

Illustration: Application window after login

Legend

3. Menu bar

4. Tree view

5. List view

6. Status view

7. Log view

4.1 Options in the Menu Bar

The main menu consists of the sections File, View, Language, Appliance and Help.

Illustration: Main menu

In the title bar the console software version is showed. Please mind, that you always use the latest software version. Download under http://support.reddoxx.net.

4.1.1 File: System Login/Logout

For safety reasons, the REDDOXX Appliance is only accessible via login. Therefore you have to authenticate yourself with your user name and password.

Illustration: Menu File

4.1.1.1 Logging in (Connect)

Requirements: The administrator console (the program sf-admin.exe) must be started. There is no current connection to the system (logged out).

1. In the main menu File, click on Connect. The following dialog is displayed:

Illustration: Login window

2. Host name: Enter the host name to which you want to connect or select it from a list. The list contains the entries you already made so far.

3. User name: Enter sf-admin.

4. Enter the password.
   
   
   

Notice

The following standard values are set upon delivery of the REDDOXX Appliance:
User name:  sf-admin and password:  admin

2. In realm, select the option "local".

7. Select the desired language in the selection list, which you want to use to display your program.
   The selection contains the currently installed languages.

8. Click on the button LOGIN.
   The application window for the basic configuration is now active.

4.1.1.2 Logging off (disconnect)

If you want to login to another REDDOXX Appliance, you first have to disconnect the current connection.

1. In the menu bar, click on Disconnect.

2. Close the application (exit) or login again.

4.1.1.3 Exiting the Program (exit)

To exit the administrator console, select the menu point Exit. Any connections that are still established are closed as well.

4.1.2 View

Illustration: Menu View

4.1.2.1 Search

With the option SEARCH, you show or hide the search field in the top right part of the window. This way, you can search the entries in all queues according to sender or receiver.

Requirement: The content of a queue or the archive list is displayed.

Illustration: Search entry field

1. Search term: Enter the criterion for which you want to search.

NOTICE

Per default the view is limited up to 1000 entries. Fill in a „@“ if you want to see all entries.

2. Search in: Select the desired field type in the selection list. You can select between "Sender" (pre-selection) and "Recipient".

3. Search: Search to start the search.

4.1.2.2 Log

Via the option Log (also F7 key), you can turn the live log on or off. In deactivated mode, you therefore have more room for the above list view.

4.1.2.3 Status

Via the option Status (also F8 key), you can turn the appliance status display on the bottom left of the window on and off. In deactivated mode, you therefore have more room for the above navigation tree.

4.1.2.4 Statistic

Via "Statistic", you can create diagrams about the filter behavior of the REDDOXX Appliance, print and save them.

Requirement: Logs must be available.

1. In the menu bar, click on View.

2. In the selection list open the context menu with a right-click
   The following view appears:

Illustration: Statistic context menu

3. ADD Series adds a new graph onto the diagram.

The following view appears

Illustration: Add line

3. Make your desired selections

4. Add the desired statistic by Clicking on OK.
   Following view appears:

Illustration: Statistics chart

3. Right click on a graph to open the context menu.

4. Change Color of the selected graph

5. Remove the selected graph from the chart.

4.1.2.5 Starting the Log Viewer

The Log Viewer lets you view logs. This corresponds to the same function as described in chapter 4.3.4, but you can also view logs that were already saved locally or logs of other REDDOXX Appliances (e.g. subsidiaries). To do so, open the dialog file and load the desired log file.

4.1.2.6 CISS Manager

4.1.2.6.1 Configuring CISS - Creating Themes

Here you define the appearance (layout) of your CISS portal page. If you wish to have different layouts for separate domains, you need to create multiple themes and then assign a domain to your prepared themes.

Illustration: CISS manager

1. In the tree, right-click on CISS themes.

2. In the selection list, click on Add theme and assign a name of your choice.

3. Select a desired layout for your CISS page. 5 different layouts are available.

4. Then select the individual areas to define the corresponding layout.

5. In order to integrate a logo, Click on the button LOAD in the Logo preview. The supported image formats are GIF and JPG.

Notice

Image size: 400px width. Larger images are automatically scaled down, smaller images are not enlarged.

6. In order to integrate a background image, Click on the button LOAD in Background image. The supported image formats are GIF and JPG.

Notice

You can constantly see a preview of your generated CISS page. To do so, Click on the button Preview.

4.1.2.6.2 Configuring CISS - Adding Images

Here you can add and configure images for use by CISS.

1. In the tree, click on your created theme and then right-click on Images. Then click on Add image and select the desired image.
   The following view appears:

Illustration: CISS manager - images

2. Select the grid size for generating the interaction fields via the option Grid size.
   Now define the interaction fields by clicking on the desired image area.

NOTICE

Interactive fields are shaded. Clicking again on a shaded field cancels the interaction again.

3. To be able to configure instructions, you first have to add languages.

4.1.2.6.3 Configuring CISS - Adding Languages

Here you can add and configure different languages for use by CISS.

1. In the CISS navigation tree, click on your created theme and then right-click on Languages. Then click on Add language in the selection list and select the desired language. The following view appears:

Illustration: CISS manager – languages

2. For each language, you can now define separate text versions for the parameters "error page, thank you page, top text, back button and close window".

3. To define these texts, double-click on the corresponding parameters (e.g. error page). The text editor is displayed:
   
   
   

Illustration: CISS manager - languages - text editor

4. You can define your own texts in the text editor.
   
   
   

NOTICE

You can obtain a selection of German and English sample texts from the REDDOXX Support Center at: http://support.reddoxx.net in the column REDDOXX Spamfinder – CISS - Text samples.

4.1.2.6.4 Configuring CISS - Adding Domains

Here you can assign a theme to an e-mail domain, which is then active for the use of CISS.

Requirement: A local Internet domain must already be configured.

1. In the tree, click on your created theme and then right-click on Domains. Then click on Add domain in the selection list and select the desired domain.

The following view appears:

Illustration: CISS manager - domains

NOTICE

All e-mail domains entered in Domains are activated for use by CISS. However, in order for CISS to kick in, the CISS filter must be assigned for the respective filter profile.

2. Click OK to add the domain to the theme.

3. To save the entire CISS configuration, click on Save.
   With a click on CANCEL, you close the CISS Manager and cancel the configuration.

4.1.2.7 Cluster Manager

The cluster manager enables the setup of a failover cluster with 2 appliances. Within one failover cluster the active node additionally takes over the IP address on its network interface card. If, due to a malfunction, the active node fails, the secondary node will take over the failover IP address, thereby turning into the active node and staying accessible for the other network components, e.g. firewall and mail server, under the same IP address.

Functional Diagram

Illustration: Cluster functional diagram

INFORMATION

The heartbeat network gets installed using the two secondary LAN interfaces (LAN 2) of the appliances and a crossed patch cable. Both appliances are controlling with the help of a regular impulse (heartbeat) whether the other appliance is still working properly. If the primary appliance does not react anymore, the secondary appliance will assume all data resources and start the required services (engine and data base). In case of a failover or an appliance breakdown the administrator will be advised by an email.

Requirements

• Two Reddoxx appliances of the same product line.

• One Ethernet cross over cable.

• A cluster license fitting to the product line (license for the operating of the cluster).

• A cluster subscription license fitting to the product line (license for the cluster maintenance).

Restrictions

• During the test period the cluster cannot be installed on virtual appliances.

• Before operating the cluster, a virtual appliance must get licensed.

• In bridge mode an operating of the cluster is not possible.

Preparation of the Appliances

• Both appliances require a complete network setup.

• During the installation of the cluster internet access is required for both appliances.

• The data partition of the secondary appliance has to be as large or larger as the data partition of the primary appliance.

• The password for the sf-admin has to be identical at both appliances.

• You must have a time server configured on both Appliances.

• Allow the IP addresses of both appliances on your firewall for outbound mail traffic.

4.1.2.7.1 Setup of a cluster operation

1. Select Cluster Manager from the menu View.
   Following dialog appears:

Illustration: Cluster connect

2. Primary Appliance:
   The input field Primary Appliance is preset with the hostname or IP address used by the login.

3. Secondary Appliance:
   Fill in the hostname or the IP address of the secondary appliance you want to build the cluster with. If there is an IP address preset in the field primary appliance, the IP address of that field will be used but without the last octet.

4. Click on Connect.
   Following dialog appears:
   

Illustration: Cluster Manager

5. Click on Create cluster.
   Following dialog appears:

Illustration: Create cluster

6. Failover IP-Address:
   The failover IP address is the common IP address the cluster is connected from the internal network e.g. firewall and mail server.
   
   
   

Notice

After the cluster setup the primary appliance (node) is active. The active node additionally has assigned the failover IP address to its network interface card. If the primary node fails, the secondary node take over the failover IP address and starts all required services (Engine, Database). So the cluster is herby available still under the same common IP address as before, independent of which node currently is active. All data are synchronized permanently during normal operations and are secured on a transaction base.

Heartbeat network

7. Node 1 IP:
   Default: 192.168.250.1

8. Node 2 IP:
   Default: 192.168.250.2

Notice

The heartbeat network is preset on defaults. Change the values if the presets do not fit within your internal network environment.

9. Click on OK to continue.
   Following security warning appears:

Illustration: Security warning dialog on create cluster

10. Confirm the security warning with “Yes” to create the cluster now.
    The cluster creation now starts. Status messages of each single step are shown inside the action log below. This process takes only some minutes.

Illustration: Log view during the cluster setup process

11. At the end of the cluster setup process following message box returns the status of the process. Confirm with OK.
    
    
    

Illustration: Status message after creating the cluster

12. Now the synchronizing of both appliances starts. This is indicated by the yellow cluster status. After successful synchronization the cluster status turns into green.

Notice

For the next login at the admin console the hostname or the IP address is replaced by the failover hostname or IP address. Therefore you can login independently from whether which appliance currently is active.

13. Now insert a cluster subscription license.

Notice

If the cluster is not available (e.g. offline) the status „Service failure“ in indicated as red. At the end of the cluster setup the appliance engine is restarted so the status also turns red for a moment. Do not worry about this.

If on the cluster nodes is offline or has an operation failure the cluster status is indicated as orange.

During the data synchronization after the cluster setup the cluster is already operational, but not protected against appliance failures (*). The cluster status is indicated as yellow.

After successful synchronization the cluster is fully operational and prepared against a node failure (*). The cluster status is indicated as green.


(*) protected against failures means, that if one appliance fails, the other node take over the control and continue operation. This does cot cover any other kind of failures regarding to e.g. completely power loss inside the operation centre.

4.1.2.7.2 Takeover operation of a cluster node

If case you want to put the control of the cluster to the passive cluster node (e.g. hardware maintenance) you can switch the cluster state of the cluster nodes. The current active node turns to passive, the current passive one to the active node.

1. Select Cluster Manager in the View menu.

2. Click on the button Takeover to transfer the control to the other appliance cluster node.
   Following message box appears:

Illustration: Message box when initiating a Takeover

4.1.2.7.3 Release a cluster

3. Select Cluster Manager in the View menu.

4. Click on „Leave cluster“.
   Following message box appears:

Illustration: Security warning before releasing a cluster

5. Confirm the security message with Yes.

6. During the cluster release you can see status messages to the single process steps.

7. If the cluster release is finished, the following message appears:
   
   
   

Illustration: Message box after releasing the cluster

Notice

After releasing the cluster both appliances have the same data set. Therefore only one appliance should be used for continuing operation, because otherwise emails can get sent twice.
That appliance you want to continue with must be rebooted. The other appliance should be powered off. Consider to reset this appliance to default settings before shut down
Notice that the network settings of the appliance have to be reset to your network requirements, so that the firewall and the mail server can connect to it.

4.1.2.7.4 Release a cluster if one node has a failure

If a Wen eine Appliance aus dem Cluster nicht verfügbar ist (Status Node failure), kann das Cluster nicht geordnet aufgelöst werden. Um die verbleibende Appliance in den normalen Betriebsmodus zu versetzen, gehen Sie wie auch in Kapitel 6 beschrieben, vor.

1. Login to the appliance console.

Notice

Cluster release is not possible via a ssh console connection (e.g. putty)!

2. Select „Cluster “ „Leave Cluster“

3. Confirm the security message with Yes.

4. Reboot the appliance.

4.1.2.7.5 Licenses in a cluster operation

With the setup of the cluster all licenses of the primary appliance are assigned to the cluster. If the cluster gets released later on, all licenses that have been added during cluster operation gets assigned to the primary appliance.

Notice

For a cluster operation following licenses is required:
1 cluster licenses to run a failover cluster.
1 cluster subscription license to get updates in a failover cluster.

4.1.2.8 Diagnostic Center

The diagnostic center gives the possibility to check the appliance for current or for upcoming problems. You can choose the full diagnostic check or a single diagnostic check.

1. Select Diagnostic center from the menu View.
   Following dialog appears:
   
   

Illustration: Diagnostic center

2. Closes the diagnostic center dialog.

3. Starts a full diagnostic.
   Following dialog appears:
   
   

Illustration: Full diagnostics

Action

In the action log you can see each single diagnostic check.

Output

In the output log you can see detailed information of a specific diagnostic check.

Click on an action in the action area above.
You will see information as follows for e.g.:

Illustration: Diagnostic status information

4. Start a single diagnostic:
   Single diagnostics are grouped into categories. You can run all diagnostic of a whole category or just a single check.
   Select a category out of the category list
   

Illustration: Diagnostic categories

Select Run all test in this category or choose a single one.

Illustration: Selection of a manual diagnostic

At the end of a diagnostic run you will see a message box as follows which indicates, if the diagnostic run was successful (without errors) or not . Refer to the detailed information in the action log if you get an error status.

Illustration: Diagnostic Status

Notice

The appliance performs a full diagnostic run each hour. In case of detected problems the administrator will be noticed by an email.

4.1.3 Language

At present, you can select between 4 different languages: English, German, Dutch and Italian.

In the menu LANGUAGE, select the desired language. All views are immediately displayed in the new language.

Illustration: Menu item "Language"

4.1.4 Appliance

In the Appliance section, you can restart and turn the REDDOXX Appliance off, set the time and date as well as save and restore the configuration.

Illustration: Menu Appliance

4.1.4.1 Restarting the REDDOXX Appliance

You can comfortably restart the REDDOXX Appliance via the REDDOXX console.

Requirement: Login to the REDDOXX Appliance.

1. In the menu bar, click on Appliance.

2. In the selection list, choose the entry Restart. The REDDOXX is ready for operation again in approx. 1 minute.

4.1.4.2 Turning the REDDOXX Appliance off

You can comfortably turn the REDDOXX Appliance off via the REDDOXX console.

Requirement: Login to the REDDOXX Appliance.

1. In the menu bar, click on Appliance.

2. In the selection list, choose the entry Shutdown.

4.1.4.3 Setting the Time/Date

Here you can match the date and the time of the REDDOXX Appliance with the current settings of the computer.

Requirement: Right settings on the computer (BIOS).

1. In the menu bar, click on Appliance.

2. In the selection list, choose the entry Set date / time.

4.1.5 Help

The HELP menu consists of the license information, Online Help, a link to the REDDOXX Support Center and the Start Remote Support.

Illustration: Menu Help

4.1.5.1 License Information

Adapting the License Information

Here you can manage the licenses for the REDDOXX Appliance.

Requirement: Purchase of the REDDOXX Appliance.

1. In the menu bar, click on Info.

2. In the selection list, choose the entry License information.
   The following view appears:

Illustration: License Information - license summary

3. In the selection in the license summary, you obtain information about the licensee, the number of licenses and the expiration of the subscription. By clicking on Update license, the license summary is updated.

Customer Address

Here you can manage and update your address data.

Requirement: Purchase of the REDDOXX Appliance.

1. In the menu bar, click on Info.

2. In the selection list, choose the entry License information.

3. Click on the tab "Customer address"
   The following fields are displayed:

Illustration: License Information - customer address

4. Fill in all fields properly and click on click on “Select Reseller”.
   Following dialog appears:
   
   

Illustration: License information – Select reseller

5. Select your reseller. You have to fill out 4 characters for minimum.

6. Click finally on „update address“.

7. CLOSE the window

License Numbers

This is where your REDDOXX licenses and subscriptions are managed.

1. Click on the tab "License numbers"
   The following fields are displayed:

2. You see an overview of all entered licenses with activation and expiration information.
   To enter a new license number, enter the number of the purchased license in the field License number.

3. To register the entered license number on the REDDOXX Appliance, click on the button ADD license.

4.1.5.2 Online Help

By pressing the online Help (F1) key your browser will be launched and the context sensitive help pages of the manual will be loaded.

4.1.5.3 REDDOXX Support

If you have questions to the configuration of the appliance or if you have troubles with the appliance, you call open up a support request by selecting REDDOXX Support from the help menu. Then your browser launches and will b redirected to the following page:

Illustration: REDDOXX Support

4.1.5.4 Start Remote Support

In case of problems you can start the Reddoxx Remote Support Service to enable remote access to a Reddoxx Support agent. The appliance will establish a connection via TCP Port 80 to the Reddoxx Support Server. Over this connection the Reddoxx Support agent can log into your appliance to start further diagnostics.

1. Select from the menu Help the option Start Remote Support.
   Now the Remote Support service starts and the following dialog appears. Confirm with OK.

2. To Stop the Remote Support Service, select from the menu Help the option Stop Remote Support.
   The Remote Support Service now will be stopped. Confirm the dialog with OK.

4.2 Appliance Configuration

4.2.1 Network Settings

Open network settings

Requirements: The REDDOXX Appliance must be connected and in operation.

1. In the navigation tree, double-click on Appliance configuration.

2. In the tree, double-click on the branch Network settings.

Attention

You should make a backup before each change and archive this.
Also see: "Options in the Menu Bar"

4.2.1.1 Network Settings - General

Making the Network Configuration

Via the General Configuration, you can set up the hostname and the DNS servers.

Requirement: Opening the Appliance Configuration

1. Click on the tab "General"
   The following fields are displayed:

Illustration: General configuration of the REDDOXX Appliance

2. Hostname - Hostname:
   Enter any name for the REDDOXX Appliance in the network.
   The standard value can be exchanged for any name.

3. DNS Domain:
   If applicable, enter the name of the domain belonging to the REDDOXX Appliance.

4. DNS – 1st DNS-Server:
   Enter the corresponding IP address of your network's DNS server.
   
   
   

Notice

This entry is mandatory! At least one DNS server must be stated.
Ensure that the DNS server is accessible, also if the REDDOXX Appliance is operated in a DMZ.

5. DNS – 2nd DNS-Server:
   Enter the IP address of another DNS server.

6. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the network Configuration.
   Cancel: Cancels the settings and closes the network Configuration.

4.2.1.2 Network Settings - Network

Making the Network Configuration

You can set up the primary network card via the network configuration. This consists of an IP address and a network mask each. The second network card is currently not yet supported.

Notice

The configuration of the second network interface is currently not supported.

Requirement: Opening the network configuration

1. Click on the tab "Network"
   The following fields are displayed:

Illustration: Network configuration of the REDDOXX Appliance

LAN 1

2. IP address:
   Enter the IP address of the REDDOXX Appliance.
   The standard values were taken over from the first settings.

3. Net mask:
   Enter the respective network mask of the REDDOXX Appliance.
   The standard values were taken over from the first settings.

LAN 2

2. IP address:
   If you want to use the appliance in a failover cluster, you need to set the 2^nd LAN interface’s IP address.

3. Net mask:
   Enter the respective network mask of the REDDOXX Appliance.
   The standard values were taken over from the first settings.

Bridge mode

2. Enable Bridge mode:
   Activate the checkbox if you want to drive the box in bridge mode.
   You can find a detailed documentation inside the manual “Pop3 and Bridge mode configuration” in chapter 5.

3. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the network configuration.
   Cancel: Cancels the settings and closes the network configuration.

4.2.1.3 Network Settings - Routing

Default Gateway and Routing

You can set up the default gateway via the routing configuration.

Requirement: Opening the network configuration

1. Click on the tab "Routing".The following fields are displayed:

Illustration: Routing configuration of the REDDOXX Appliance

2. Default gateway:
   Enter the IP address of the default gateway here.

3. If you want to add static routes, you can do so via the button ADD.

Illustration: Routing configuration of the REDDOXX Appliance

2. Enter a target network, the corresponding subnet mask and a corresponding gateway. Add route by clicking on OK.

3. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the network configuration.
   Cancel: Cancels the settings and closes the network configuration.

4.2.1.4 Network Settings - Time Server

Making the Timeserver Configuration

Via the timeserver configuration, you can enter the timeservers and choose the applicable time zone via the selection list.

Requirement: Opening the network configuration

1. Click on the tab "Timeserver"
   The following fields are displayed:

Illustration: Timeserver configuration of the REDDOXX Appliance

2. Timeserver – 1^st Timeserver:
   Enter the name of the timeserver to be used.

Notice

This entry is mandatory! We recommend entering at least one timeserver that supports NTP (Network Time Protocol), as the correct time is important for the functioning of the REDDOXX Appliance. Make sure that the port 123 UDP on your firewall is opened.

3. Timeserver – 2^nd and 3^rd Timeserver
   If necessary, repeat step 2.

4. Timezone - Time zone:
   Via the selection list, select the corresponding time zone.
   Ok: Saves the settings and closes the network configuration.
   Cancel: Cancels the settings and closes the network configuration.

4.2.1.5 Cluster

You can check your cluster settings here but you can’t make any changes here. Changes are only via the cluster manager possible.

Illustration: Cluster Settings

Cluster enabled: shows if the cluster is setup and enabled

Primary node: Hostname of the primary appliance

Primary ip-address: IP address of the primary appliance

Secondary node: Hostname of the secondary appliance

Secondary ip-address: IP address of the secondary appliance

Failover ip-address: IP address of the cluster.

Click on OK or Cancel to close the dialog.

4.2.2 Bridge Policies

In the appliance configuration there is the point bridge policies. Here you can define rules to bypass IP-based stations like PC or servers. That means, the internet traffic of that specific station still goes through the appliance, but leaves untouched.

.

1. Double-Click on Bridge Policies.
   Following dialog is displayed:

Illustration: Bridge Policies

2. Source: is a client inside the internal network

3. Destination: is the destination IP address

4. Action:
   „Bypass“ – Mails are not collected by the REDDOXX appliance. The POP3 poll request is sent directly to the provider (Destination IP).
   „Proxy“ – Mails are collected by the appliance.

Notice

With the policies you have the possibility to combine various rules. The processing of the rules goes from top to bottom. As far as a rule matches the condition, this rule will be applied. Further rules will be ignored.
Modified rule settings gets applied only after pressing the APPLY button in the menu bar.

4.2.3 Settings

Opening the Settings

Requirements: The REDDOXX Appliance must be connected and in operation.

1. In the navigation tree, double-click on Appliance configuration.

2. In the tree, double-click on the branch Settings.

4.2.3.1 Settings - General

Making General Settings

Via the General Settings, you can enter and administer the hostname and the e-mail addresses of the REDDOXX Appliance. This way, the REDDOXX Appliance can send system messages to itself or the system administrator at any time. To let the Appliance load current updates for the fuzzy filter and current virus updates, it must be able to establish HTTP connections to the Internet. If a proxy server is supposed to be used for this purpose, you can also configure this here.

Requirement: Opening the Settings.

1. Click on the tab "General".The following fields are displayed:

Illustration: Settings – General

E-mail addresses

2. Appliance address:
   Enter the e-mail address of the REDDOXX Appliance.
   
   
   

Notice

The e-mail address of the REDDOXX Appliance must be an e-mail address of a valid e-mail domain and also received by the REDDOXX Appliance. This e-mail address may not be used for other purposes.

3. Administrator Address:
   Enter the e-mail address of the administrator. To this email address the administrator receives messages von the appliance, e.g. when the backup was not finished correctly.

HTTP-Proxy

3. Use HTTP proxy:
   If there is no direct internet connection in your network, you need to use a HTTP proxy. Then activate the checkbox.

4. Proxy address:
   Enter the name or IP address of your proxy server that enables HTTP communication.

5. Proxy port:
   Enter the TCP port of your proxy server.

6. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

SOCKS-Proxy

3. Use SOCKS-Proxy:
   You also can use a SOCKS-proxy, if there is no direct internet connection available. Then activate the checkbox. A SOCKS proxy is protocol independent and so more flexible.

4. Proxy address:
   Enter the name or IP address of your SOCKS proxy server that enables Internet communication.

5. Proxy port:
   Enter the TCP port of your SOCKS proxy server.

6. Proxy user:
   Enter the username to authenticate against your SOCKS proxy server, if authentication is required.

7. Proxy password:
   Enter the user’s password for authentication against your SOCKS proxy server.

4.2.3.2 Settings - SMTP

Making the Basic SMTP Settings

Adjustments for the hostname, the SMTP server and the SMTP client services.

Requirement: Opening the Settings.

1. Click on the tab "SMTP"
   The following fields are displayed:

Illustration: Settings – SMTP

Common

2. Hostname:
   Enter the corresponding hostname which the REDDOXX Appliance uses to identify itself at the beginning of the SMTP dialogue.
   This hostname consists of the hostname and the domain of the Appliance Configuration.
   
   
   

Notice

Enter the hostname in FQDN format (Fully Qualified Domain Name). We urgently recommend using a host name which can be resolved via a reverse DNS query (PTR entry), if no smart host (mail relay) is used.

SMTP Server

3. TCP Port:
   If required, adapt the TCP port for the SMTP connections of the REDDOXX Appliance.
   The default standard value is "25".

4. Enable TLS:
   If activated, the appliance is able to receive encrypted transmissions from other mail servers. On the beginning of a mail transmission the appliance gets the decrypting key automatically from the mail sending host.

5. Enable SMTP-Auth:
   If enabled, mails that coming from the internet can be treated as outbound mails if the connection to the appliance was authenticated with a username and password. That means, a home office co-worker can send mails via the company’s common mail server (this appliance) but without being inside the company’s network, via VPN.

6. SMTP-Auth over TLS only:
   If enabled, the appliance forces that the SMTP-Auth connection (mentioned above) must be encrypted via TLS for security reasons.

7. Max. invalid Recipients:
   The appliance disconnects the SMTP transmission if a peer has tried to deliver to unknown repicients, as many times as this value (threshold) is set. A “0” value disables the function.
   
   
   

Notice

You must restart the SMTP-Server service to activate your changed settings.

SMTP Client

3. Enable TLS
   if enabled, the appliance tries to send the mail encrypted with TLS first. If the other side do not understand TLS encryption, the appliances sends unencrypted.

4. Relay host:
   Enter the e-mail relay for sending outbound emails, if you have to use one. Emails then are not delivered directly but via this relay. Prefer direct delivery if you can, but this requires a fixed IP address and a corresponding PTR record in the DNS.

5. User Name:
   Enter the user name to authenticate against the relay host..

6. Password:
   Enter the corresponding password.
   
   
   

Notice

Username and password must only be entered if authentication is required. Obtain the access data for login from your e-mail provider.Notice

You must restart the SMTP-Client service to activate your changed settings.

3. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

4.2.3.3 POP3

Activate POP3 services

1. Click on the tab "POP3".
   Following window appears:

Illustration – POP3

Pop3 Settings

Further detailed information to POP3 and Bridge-Mode you can find inside the brief introduction under http://support.reddoxx.net/downloads.php

1. Enable POP3 Proxy:
   Enable the POP3 proxy service, if the REDDOXX appliance should answer to POP3- requests from the internal network. The appliance listens on TCP-Port 110.

2. Enable POP3 ProxyS (SSL):

Enable the Secure POP3 service, if the REDDOXX Appliance answers to secured POP3 requests from the internal network. The appliance listens on TCP-Port 995.

4.2.3.4 Settings - Limits

Making Limit Settings

Via the limit settings, you can set the maximum SMTP connections for incoming and outgoing emails. Additional options are timeouts for connection and e-mail sending as well as the maximum e-mail size. You can also set the maximum number of consoles, which may connect to the REDDOXX Appliance at the same time here.

Requirement: Opening the Settings.

3. Click on the tab "Limits"
   The following fields are displayed:

Illustration: Settings - Limits

Notice

For the following settings, take over the respective valid settings in the standard value table as these depend on the variant of the REDDOXX Appliance you have purchased.

1. SMTP - Max. Connections (incoming):
   Set the limit value of simultaneously incoming emails.
   This value defines how many incoming SMTP connections are managed and maintained at the same time. Connections coming from the internal network (trusted network) have no limitations anymore since version 1024.

2. SMTP - Max. Connections (outgoing):
   Set the limit value of simultaneously outgoing emails.
   This value defines how many SMTP connections to other servers are managed and maintained at the same time.

3. SMTP – Connection Timeout (outgoing):
   Set the desired connection timeout for outgoing emails in seconds. This time defines after how many seconds TCP communication without response the connection is closed.

4. SMTP – Timeout (outgoing):
   Set the desired timeout for outgoing emails. This time defines after how many seconds outgoing SMTP communication without response the connection is closed.

5. SMTP – Timeout (incoming):
   Set the desired timeout for incoming emails in seconds. This time defines after how many seconds incoming SMTP communication without response the connection is closed.

6. SMTP - Max. E-Mail Size (MB):
   Set the desired e-mail size. Because of that during the data transmission a validation of the mail size cannot be done, the data always gets transferred completely. After that, the size gets limit proofed and then declined if the size limit has reached. Thereby the sender gets a negative acknowledgement during the SMTP dialogue. The email was not accepted.

7. Console - Max. Connections:
   Set the maximum number of consoles that can connect simultaneously to the REDDOXX Appliance. In this process, admin as well as user connections are counted.

8. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

Standard Value (Recommendation):

Attention

Standard values are already pre-defined in the REDDOXX Appliance. These standard values should not be changed. Only expert personnel or support may make changes here.

4.2.3.5 Settings - Queues

Making REDDOXX Appliance Settings via Queues

Via the queue settings, you can define the save and forwarding time of the outgoing queues, the CISS queues, the spam queues and the virus queues in days.

Requirement: Opening the Settings.

1. Click on the tab "Queues"
   The following fields are displayed:

Illustration: Settings – Queues

2. Outgoing Queue - Max. Delivery Time (Days):
   Enter the maximum delivery time of the emails in the outgoing queues in days. During this time, the system attempts to send the mail. If the mail server that is supposed to receive the mail is still not available after this defined time, REDDOXX sends the sender a corresponding message with SMTP error code and cancels the send process.

3. CISS - Max. Save Time (Days):
   Enter the maximum save time of the emails in the CISS queues in days.
   If a CISS prompt is not executed after a defined period, the mail is deleted on the appliance and not delivered.

4. Spam - Max. Save Time (Days):
   Enter the maximum save time of the emails in the spam queues in days.
   If the mail is not delivered manually until the expiration of the set time, it is deleted.

5. Virus - Max. Save Time (Days):
   Enter the maximum save time of the emails in the virus queues in days.

6. Queue Report:
   If this field is activated, a queue report is generated each day at the defined reporting time for each user whose spam or CISS queue has increased. In the user console, the user can define whether this function is desired and in which format this message is to be sent (html/text).

7. For additional configurations, change to the next tab.
   Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

Notice

The stated standard values are our recommendations, which you may change at any time.

Check your entries from time to time and reduce the times if applicable.

Attention

After expiration of the set times, the emails are deleted irrevocably from the respective queues.
The parameters set in "Appliance Configuration – Timeserver" are decisive here, above all the set time zone.

4.2.3.6 Settings - Advanced

Making Advanced Settings

Via the Advanced Settings, you can configure the Validator, the diplay period and the dynamic blacklist filter..

Requirement: Opening the Settings.

1. Click on the tab "Advanced"
   The following fields are displayed:

Illustration: Settings – Advanced

Validator

2. Use built-in profile:
   If this field is activated, the appliance uses the built-in profile, if a filter profile was not (yet) assigned to the e-mail alias, or if licenses are not (or no longer) available. For further details, see chapter Filter Profiles 4.4.2.7

3. Max. Threads:
   This value indicates how many validations aredo ne at the same time. The value is permanently assigned and cannot be changed.
   
   
   

Default display period

4. Spamfinder list:
   This value determines how many days the initial list of the spam queue goes back into the past. The default value is 30 days. That means, all entries of that queue from the last 30 days are shown. Choose a lower value to accelerate the initial listing of a queue. Use the search function to get listed entries behind that limitation.

5. MailDepot list:
   This value determines how many days the initial list of the maildepot goes back into the past. The default value is 30 days. That means, all entries of that queue from the last 30 days are shown. Choose a lower value to accelerate the initial listing of a queue. Use the search function to get listed entries behind that limitation.

Dynamic IP-Blacklist

6. Enable dynamic IP-Blacklist:
   If enabled, the email gets validated already during the SMTP link connection, if the sending IP address is blacklisted. Hereby all black list servers are used, which are referenced in the RBL filter configuration. If the sending IP address is on a black list, the connection will disconnect immediately. The advantage of this function is, that in case of massive spam attacks the appliance is not even more that under heavy load as before. A requirement for this is, that the mails gets delivered directly and not via your relay.

The RBL black list queries are cached and viewable under „Blocked IP Addresses“ (SMTP Settings). These entries are valid for one day.

Notice

For using the dynamic IP-Blacklist-Function a valid Spamfinder license is required. Detected spam is not queued. If this function is disabled, the mails still can be filtered by the RBL filter during the validation process.

7. Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

4.2.3.7 Settings – BATV

Bounce Address Tag Validation

Another method to send spam is called bounce address spoofing. Hereby an email with a spoofed sending address (e.g. your address) is sent to a mail server with an unknown recipient. The mail server first takes over the mail and proofs the deliverability. If the recipient does not exist, the mails server bounces back the email. Due to that the sender had used your email address you will get this bounce mail which includes beside the error message the original spam.

The BATV-Function proofs an incoming email, if a corresponding email was sent out before. If not, the mail will not be accepted during the SMTP connection and also will not be queued.

1. Click on the tab "BATV".
   Following window appears:

Illustration: Settings – BATV

Bounce Address tag Validation

2. Enable BATV:
   Activate this checkbox if spoofed bounce mails have to be filtered. A valid spamfinder license is required.

3. BATV Address exceptions:

If some local recipients do not get emails because they have been described as bounce mails accidentally, (e.g. newsletters oder mails from shop systems) exclude them here in the exception list. Enter that email address in the field and click on the button ADD. Delete this entry by marking it and then press the DEL-Key.

4. Ok: Saves the settings and closes the Appliance Configuration. Changes are effective immediately.
   Cancel: Cancels the settings and closes the Appliance Configuration.

Notice

For using the BATV function a valid Spamfinder license is required. Detected mails are not queued inside the spam queue.

Important!
Iit is required that all outgoing mails are sent via the REDDOXX appliance.

4.2.3.8 Notification

In case of problems e.g. a failed backup or detected hardware failure the appliance can send an email to the administrator. You can configure here how the appliance should send that email notification.

1. Click on the tab "Notification".
   Following window appears:

Illustration: SMTP-Notification

SMTP Notification

1. Send e-mail Notification:
   Enable this to activate sending notifications in case of problems. This service is enabled by default.

2. SMTP target host:
   The mail server the appliance sends the notification email to. If you do not use a remote SMTP server, the appliance will send a notification via its own email engine. In case the appliance will have a problem with its own engine, the notification fails.

3. SMTP target Port:
   The mail server TCP port the appliance is connecting to the mail server.

4. Username:
   The user name the appliance authenticates at the mail server, if required.

5. Password:
   The password for the user name above, if authentication is required.

Notice:

Especially when running a failover cluster you should activate the SMTP Notification service and provide a SMTP target host to get informed if a node fails.

4.2.3.9 Monitoring

The REDDOXX appliance supports system network monitoring based on the Simple Network Management Protocol (SNMP).

You can use any kind of monitoring tools unless it supports SNMP. For an example, the administrator can monitor the queue length of the incoming mails and if the value reaches a specified limit (say 500) the monitoring system sends an alert to the admin. Then the admin can for e.g. upgrade the hardware performance so that the mails are processed faster.

4.2.3.9.1 SNMP Configuration

1. Click on the tab "Monitoring".
   Following window appears:

Illustration: Monitoring with SNMP

SNMP

2. Enable SNMP Monitoring:
   If activated, you can collect SNMP based monitoring data from the appliance.

3. SNMP community:
   The authentication string to allow access to the appliance for data collection.

System information

4. System location:
   Some informational data for the monitoring software, were this appliance is located.

5. System contact:
   Some informational data for the monitoring software, who is responsible for this appliance.

4.2.3.9.2 SNMP Object IDs

To monitor the REDDOXX appliance and watch for its values the administrator of the network monitoring system needs the Object-IDs.

The Root Object-ID for REDDOXX is 31581. The single messure point values (Keys) are addressed via the Object-IDs as listed in the following table.

4.2.3.9.3 MIBs and Templates

Reddoxx provides a MIB file on its Support Center download page. This MIB file can be imported into different kind of monitoring systems. This helps in saving time for configuring every single key.

Furthermore we provide a template for the monitoring system called ZABBIX. This template consists beside the declaration of the keys and object ids already some graphical components (graphs). All keys are configured with the community string „public“.

4.2.3.9.4 Demo Monitoring System

REDDOXX provides a demo monitoring system based on ZABBIX, which monitors the REDDOXX Demo-Appliance. The public access goes via the Demo Center, which is linked in the Support Center. Visit the following internet addresses in the table with your browser.

REDDOXX Support Center	http://support.reddoxx.net/
REDDOXX Demo Center	http://demo.exmall24.net/
REDDOXX System Monitoring	http://zabbix.reddoxx.net:12080

4.2.3.10 Log

The log files are saved for a specific period of time.

1. Click on the tab "Log".
   Following window appears:

Illustration: Log options

Log options

1. Log file retention time:
   Amount of days the log files will reside at the appliance before they will be deleted.

2. Backup before deletion:
   With this option you can force that the log files must have been backed up before they will be deleted. The appliance will use the same remote share as used in the common backup

3. Click on OK to save the settings and close the dialog.

4.2.4 SMTP Configuration

4.2.4.1 Local Internet Domains

Creating new Internet Domains

Via the Local Internet Domains, you can create new internal e-mail domains for which the REDDOXX Appliance is to receive emails.

Requirements: Login on the administrator console of the REDDOXX Appliance

1. In the tree view at SMTP Configuration select Local Internet domains.

2. Right-click in the list view.

3. In the selection list, choose the entry Add.

4. Click on the tab "Local Internet domain"
   The following fields are displayed:

Illustration: Local Internet Domains

5. Settings - Domain:
   Enter the desired Domain for that you want to receive emails.

6. Settings - Activate anti-spoofing:

Here you can activate or deactivate AntiSpoofing for the respective domain.

Notice

To activate AntiSpoofing, the AntiSpoofing filter must be additionally allocated to the respective filter profiles. The function principle and how to edit filters is described in the chapter Filter profiles.

5. REDDOXX Mail Depot – Deactivating archiving:
   If this field is set, no emails are archived in the MailDepot.

6. For additional configurations, change to the next tab. LDAP
   Ok: Saves the settings and closes the Appliance Configuration.
   Cancel: Cancels the settings and closes the Appliance Configuration.

LDAP Settings

One of the most essential parts of the REDDOXX filter technology is the recipient check (RVC = Recipient Verify Check). Here you can set whether emails are only sent to existing recipient addresses or rejected.

For the authentication method, you can select between a company-wide directory service and the local database of the REDDOXX Appliance.

Requirements: Select local Internet domains and double-click on the domain to be configured.

1. Click on the tab "LDAP"
   The following fields are displayed:

Illustration: Local Internet domains - LDAP

LDAP settings

2. LDAP server:
   Enter the IP address of the LDAP server.

Notice

In addition to the IP address, you can also state a port separated by a colon (example: 192.168.0.3:3268). If the LDAP server also has a GLOBAL CATALOG server (e.g. Microsoft Domain Controller), we recommend stating this as preference because it responds up to 10 x faster. The default for the Global Catalog is TCP port 3268.

2. LDAP type:
   Enter the LDAP type. Available for selection are: Active Directory, Exchange 5.5, Lotus Notes Domino and OpenLDAP.

3. LDAP Basis:
   Enter the LDAP basis. Example: dc=company, dc=com

4. LDAP user:
   Enter the user in UPN format for authentication on the LDAP server.

5. LDAP password:
   Enter the password for authentication on the LDAP server.
   
   
   

Recipient Check

2. Activate Recipient Authentication:
   If this field is activated, the e-mail addresses are checked according to the configured LDAP interface or the locally entered e-mail addresses. This way, the REDDOXX Appliance only accepts mails that are listed in the respective directory (Active Directory, Lotus Domino, etc.) or locally.

Notice

After the recipient check was activated, the service "SMTP server" must be restarted on the REDDOXX Appliance. The service is located in the directory tree under "Appliance administration".

Further information about the LDAP configuration is available at the REDDOXX Support Center at http://support.reddoxx.net in the section MANUALS.

2. Test method:
   You can select either LDAP or LOCAL as test method.
   
   
   

Autocreate user:

2. Autocreate user:
   If this field is activated, users are automatically created upon the first receipt of an e-mail. Here the system first checks whether a user is available in LDAP for the e-mail address of the recipient. If this user exists in the LDAP, it is automatically created on the Appliance with all assigned e-mail addresses. Each e-mail address automatically receives the default filter profile in this process.

3. Realm:
   Select the realm to be used for user authentication. You define the realm in the user administration at "Login configuration".

4. Address collect user:
   Click on the blue field named „disabled“.
   Following dialogue appears:
   
   
   

Illustration: Local Internet domains – User address collection

2. Disable address collection:
   Empty the checkbox and the selection box „User“ will be released.

3. User:

Select a user from the selection list to whom you want assign all email aliases, which are not assigned to somebody right now. Especially this is helpful for all public folders and distribution list addresses. Now on all incoming Emails to a public folder address this email alias will be assigned to the selected user. After that the filter profile will be assigned to that email alias and the email will be validated. The selected user has access to his queues and can maintain the filtered mails.

2. Ok: Saves the settings and closes the configuration.
   Cancel: Cancels the settings and closes the configuration.

CISS Signature

This optional signature is attached to the automatic e-mail, which the REDDOXX Appliance sends for notification. This signature must be entered separately for each domain.

Requirements: Select local Internet domains and double-click on the domain to be configured.

1. Click on the tab "CISS"
   The following fields are displayed:

Illustration: Local Internet domains - CISS

2. Enter any domain-specific signature.
   This optional signature is attached to the message text which the REDDOXX Appliance sends to the sender in case of a CISS challenge. It can be entered separately for each domain.

Notice

Also see: For further information about automatically generated emails, please refer to the chapter "Notifications".

3. Click on OK to save the configuration and exit. 
   Cancel: Reject changes and exit the configuration.

Editing Local Internet Domains

Proceed as follows to edit an existing Internet domain.

Requirements: Internet domain is available in the list view.

1. In the tree view at SMTP Configuration select Local Internet domains.

2. Double-click on the domain to be edited.
   The configuration window opens.

3. Make the desired changes.

4. Click on OK to save the configuration and exit.
   Cancel: Reject changes and exit the configuration.

Delete Local Internet Domain

Proceed as follows to delete an existing Internet domain.

Requirements: Internet domain is available in the list view.

1. In the tree view at SMTP Configuration select Local Internet domains.

2. Right-click on the list entry to be deleted.

3. In the selection list, choose the entry Delete.

4. Confirm the prompting message with Yes to delete the Internet domain.
   No: Realm is not deleted.
   
   
   

* Notice – Information about Recipient Authentication

With the recipient authentication, the REDDOXX Appliance tries to determine whether the recipient of the mail is being serviced by the internal e-mail server, already before forwarding the mail.

At present, the following e-mail systems are supported for this function:

Microsoft Exchange 5.5, Microsoft Exchange 2000, Microsoft Exchange 2003, Lotus Notes Domino Server

Configuration:

UPN = User Principal Name
e.g.      ldap-proxy@company.com

The user is used for the Active Directory or Lotus Domino query and must be authorized to read the attributes of the e-mail address.

Important

Exchange 5.5
Neither the basis nor the user are entered here (anonymous login).
E-mail addresses must be published in the address book.

4.2.4.2 Local Networks

Creating new Local Networks

Via the local networks you define from which host or networks emails may be sent via the REDDOXX Appliance.

Requirements: Login on the administrator console of the REDDOXX Appliance

1. In the tree view at SMTP Configuration select Local Networks.

2. Right-click in the list view.

3. In the selection list, choose the entry New.
   The following fields are displayed:

Illustration: Local networks – local network

4. Enter the local network or a single host.

5. Single hosts, e.g. the internal mail server, require the mask 255.255.255.255.

6. Click on OK to save the configuration and exit. 
   Cancel: Reject changes and exit the configuration.

Notice

If there is a mail relay or a firewall with an SMTP server service or a POP3 collector service before your REDDOXX Appliance, which receives the emails first, this may NOT be listed in the local networks.

Edit Local Networks

Proceed as follows to edit existing networks.

Requirements: Entries are available in the list view.

1. In the tree view at SMTP Configuration select Local Networks.

2. Double-click on the network to be edited.
   The configuration window opens.

3. Make the desired changes.

4. Click on OK to save the configuration and exit.
   Cancel: Reject changes and exit the configuration.

Deleting local networks

Proceed as follows to delete existing networks.

Requirements: Networks are available in the list view.

1. In the tree view at SMTP Configuration select Local Networks.

2. Right-click on the list entry to be deleted.

3. In the selection list, choose the entry Delete.

4. Confirm the prompting message with Yes to delete the profile.
   No: Profile is not deleted.

Notice

Changes to the local networks require the restart of the SMPT server service.
The restart of a service is described in this document in Appliance Administration/Services.

4.2.4.3 E-mail transport

Creating new E-Mail Transport

Via the e-mail transport, you can define to e-mail server the emails of the registered domain are to be forwarded.

Requirements: Login on the administrator console of the REDDOXX Appliance

1. In the tree view at SMTP Configuration select E-Mail Transport.

2. Right-click in the list view.

3. In the selection list, choose the entry New.
   The following fields are displayed:

Illustration: E-mail transport

4. Enter the desired Domain.

5. Enter the corresponding target server.

6. Click on OK to save the configuration and exit. 
   Cancel: Reject changes and exit the configuration.

Notice

If the domain of an e-mail is not registered here, the target server is determined via a DNS lookup on the DNS server entered in the configuration.

Edit E-Mail Transport

Proceed as follows to edit existing e-mail transports.

Requirements: E-mail transport is available in the list view.

1. In the tree view at SMTP Configuration select E-Mail Transport.

2. Double- the e-mail transport to be edited.
   The configuration window opens.

3. Make the desired changes.

4. Click on OK to save the configuration and exit.
   Cancel: Reject changes and exit the configuration.

Delete E-Mail Transport

Proceed as follows to delete existing networks.

Requirements: E-mail transports are available in the list view.

1. In the tree view at SMTP Configuration select E-Mail Transport.

2. Right-click on the list entry to be deleted.

3. In the selection list, choose the entry Delete.

4. Confirm the prompting message with Yes to delete the profile.
   No: Profile is not deleted.

4.2.4.4 Allowed IP Addresses

If a sending mail server is on a black list, but you still want to receive mails from that address, you can add its IP address.

Add an allowed IP Address

1. Choose from the navigation tree view under SMTP Configuration – Allowed IP-Addresses.

2. Click in the list view the right mouse.

3. Choose „ADD“ from the context menu
   Following dialogue appears:

Illustration: Allowed IP address

4. Enter the network address or a single IP address, which you want to white list

5. Enter the corresponding subnet mask.

6. Enter a date until this entry is valid. After that date this entry will be ignored.

7. Enter a describing reason optionally.

8. Ok: save the entry and exit. 
   Cancel: Reject changes and exit the configuration.

Notice

If the dynamic IP Blacklist function is enabled, all allowed IP addresses which matches the sending IP address gets deleted. To avoid this, you must disable the dynamic IP Blacklist function, delete the IP address from the „Blocked IP Addresses list, add the IP address under Allowed IP Addresses and restart the SMTP server.

4.2.4.5 Blocked IP Addresses

To explicitly prohibit the establishment of SMTP connections for IP addresses or complete network sections, you can enter add manually entries here. Furthermore, if the dynamic IP Blacklist function is enabled, all blacklisted mail server IP addresses gets listed here. These automatically inserted entries are valid for one day.

Creating blocked IP Addresses