Configuration Options
Attachment Scanning
Overview
The emailAI Pro engine can remove dangerous attachments automatically from incoming emails that match particular file name extensions. Typically virus come as .pif, .lnk, .bat, .com, .exe, .vbs, .scr type attachments. When both scanning and deletion options are enabled under attachment scanning the emailAI Pro engine will automatically remove and delete these attachments from incoming emails but still allow delivery of the email without the attachments. The attachment is replaced with a text message explaining that it was removed.
Options
Scan Email Attachments
When enabled the emailAI Pro engine will scan attachments. This option will be extended further down the track to allow further scanning options including anti-virus.
Delete Attachments that match entries below
When enabled the emailAI Pro engine will delete any attachments that match any entries in the attachment list. The original attachment is replaced with a text based attachment explaining that it was removed. Attachment scanning must also be enabled for this feature to function.
Attachment list
Attachments in emails are matched to what is in this list. It is a simple match in that it simply compares the last characters of the file name of the attachment to items listed. If a filename ends with an entry then a positive result is made. Do not use wildcards in this list, simply add the extensions (last part of the filenames).
Eg: .bat, .com, .exe, .lnk, .pif, .vbs
Black List
Overview
The Black List options allow for general maintenance of the Black List, import, export capabilities and configuration of some of the default behaviors.
Options
Expire Black List Entries After x Days
Due to spammers the Black List can get full rather quickly due to the use of random sender addresses. The emailAI Pro engine however overcomes this by allowing Black List entries that haven't received a match for a specified number of days to be automatically removed. Individual black list entries can be also set to Never Remove and Never White List.
POP Delete on Black List Match
Why download an email that is on the Black List, with this option enabled emailAI will pre-scan emails before downloading them from your POP Server. The emailAI Pro engine will first check to see if the sender is on the White List, if that check fails it will then check to see if the sender is on the Black List, if the sender is, the email is removed from the server without downloading it.
Actions
Extract from file
The emailAI Pro engine can scan through text or csv files and look for any valid emails addresses and automatically add them to the Black List. The format of the file is not important. This would typically be used in situations where an address book has been exported from a Mail Client and requires to be imported into the emailAI Pro engine. The emailAI Pro engine will only import addresses that don't currently exist and will not remove existing entries.
Import from file
This option is used to import Black List files that were created using the Export to file option. This allows the easy synchronisation between friends, relatives or different computers. emailAI will only import addresses that don't currently exist and will not remove existing entries.
Export to file
Use this option to export the Black List for backup purposes or to allow importing from another emailAI based system by the Import from file option.
Communication Server
Overview
The Communication Server in the emailAI Pro engine allows emalAI Junior clients to communicate with it. emailAI Junior clients use the communication server to register which email address's that particular client should monitor and whether they are connected or not.
emailAI Junior is a client based notification tool that can let workstations or the same computer that is running the emailAI Pro engine show a little popup box near the sys tray when an new email arrives and play a wave file based on who the email was addressed from.
The Communication Server is also used by emailAI Pro to get the status of various items inside the engine such as if the POP Server / SMTP is running.
General
Enable Communication Server
When enabled the emailAI Pro engine will start the communication server on startup.
Comms Server Port
The port in which emailAI will listen for emailAI Junior requests on. The default is 8890 and must match the Port used in emailAI Junior clients.
Listen On IP Address
The IP address to bind to for listening for emailAI Junior requests. The default is (Any).
Authorised IP's
The emailAI's Pro engine Communication Server will only accept emailAI Junior communication from computers with IP addresses that are in this list. This list is shared with the authorised IP list in the SMTP Server setup. The list supports wild cards, ie 192.168.1.% will allow all computers in the range of 192.168.1.0 to 192.168.1.255 to communication with the Communications Server.
Delivered Queue
Overview
The Delivered Queue keeps a record of all emails successfully delivered. The options here allow you to modify some of the default behaviors of the queue.
General
Delete entries in spam queue after x days
Instructs the emailAI Pro engine to delete entries in the Delivered Queue after the number of days specified based on the received date of the email.
Delivery Receipts
Overview
Delivery receipts are sent to senders of validated emails. Delivery receipts are able to be enabled or disabled on a per from email address basis through the White List toggle delivery receipt option. Note : When send delivery receipts is enabled in the General Configuration it enables White List entries to send delivery receipts, when it is disabled no delivery receipts will be sent.
Delivery receipts are useful to let the sender of an email know that their email has been received successfully.
Delivery receipts can be specified on a per "Local Account" basis.
The default delivery receipt is used when their is no specific "Local Account" delivery receipt to use specified.
Configuraiton General
Overview
General configuration is a collection of options that affect how the emailAI Pro engine will handle certain situations.
Send Delivery Receipts
After a email is successfully validated a delivery receipt will be sent back to the sender of the email indicating their email has been delivered. You can specify different delivery receipts depending on who the email was addressed to. See Delivery Receipts for more information. If this option is disabled then you can manually enable individual White List entries to receive delivery receipts.
Enable connection testing
When enabled this option ensures that the emailAI Pro engine has a valid Internet connection before it attempts to validate the sender.
Connection testing server
The server specified here is the server used for connection testing. Typically this would be the address of a local ISP.
If no matching Local Domain disregard email (Prevent Delivery)
When enabled the emailAI Pro engine will check that the email was addressed to a domain that is contained in the Local Domain List. The email will be disregarded if it can not find a local domain match.
If no matching User Account disregard email (Prevent Delivery)
When enabled the emailAI Pro engine will check that the email was addressed to an address that is also contained in "Local Accounts".
If no matching User Account send to spam
When enabled the emailAI Pro engine will send emails to spam that are addressed to people that are not in the "Local Accounts" list.
Automatically Accept Emails from other emailAI users
When enabled emailAI will automatically send challenge responses when it receives a challenge request from another emailAI or emailAI Pro user.
Maximum simultaneous incoming POP connections
This setting allows control over how many accounts the emailAI Pro engine will retrieve mail from at the same time. This option can be increased on higher speed connections or lowered on slower speed connections. The suggested connection amount is 3 for dialup based accounts up to 10 for broadband based accounts, however you may go higher. This option is one of the ways the emailAI Pro engine accelerates email due to not having to wait for a large email to be received from account A before downloading mail on account B.
Keep copy of raw email
If enabled the emailAI Pro engine will store copies of all emails received in a folder called "eml" under the emailAI Pro engine installation folder. The emailAI Pro engine will not automatically purge this folder it is left up to the user to delete files. Typically this option would only be used during initial setup / testing.
Allow POP global collection for SMTP mail directly delivered
When email is received directly by an MX record pointed at emailAI the only way to pick them up is with a matching "Local Account" account setup or by using Advanced Delivery options. If this option is enabled however all mail "Awaiting Pickup" will be delivered to a single matching address eliminating the need to add all the individual"Local Accounts" accounts. For example say the email was addressed to sales@yourdomain.com, support@yourdomain.com, deliveries@yourdomain.com you would typically require individual "Local Accounts " as well as multiple accounts in your email client to pickup the mail. If the option is enabled all email would be delivered to the first account that validates and checks the email regardless of who the email was addressed to. This option would only be used when a single person is responsible for all mail. Note: if a local account has a password set it will not be included in "Global Pickup";
Auto Zip attachments I send
When enabled the emailAI Pro engine will automatically zip attachments attached to an email into a single zip. This is useful for security and for saving bandwidth.
Send outbound email directly to recipients mail server
When enabled the emailAI Pro engine will attempt to send emails directly to the recipients mail server rather than relaying them through the outgoing mail server. Note many ISP's block this functionality by blocking port 25 traffic to servers other than there own mail server. Only use this feature if you know that you can send direct port 25 traffic. On enabling this option you also need to enter in a DNS server for MX lookup address.
Disable auto update checking
When enabled emailAI Pro will not check the internet for new versions of itself.
Administrators password
Sets the administrators password to access the configuration options and various other functions normal users can not access.
Use DNSBL (DNS Block List)
When enabled emailAI Pro will check the corresponding DNSBL Block List servers to see if a sender is listed.
Use SURBL (URI Block List)
When enabled emailAI Pro will check the corresponding SURBL Block List server to see if the email being received contains any URL's listed on the SURBL block list
Use AI SPAM Filter
When enabled emailAI will use the Intelligent Spam filter to further filter email. When the AI SPAM Filter is enabled there are several configuration options available to tweak the filter.
IMAP Server
Overview
The emailAI Pro IMAP Server allows the ability to see the Validation Queue, Spam Queue, Awaiting pickup in normal email clients via IMAP. The IMAP server also enables the capability to Validate, Validate & White List, Validate & White List Domain, Spam, Spam & Black List and Spam & Black List Domain from within a normal email client like Microsoft Outlook.
Key Words
Overview
Key Words allow a great way to automatically manage the acceptance of emails from known sources. See the guide on Managing Email Subscriptions, News Groups and Mailing Lists for more information.
Tip: add entries here like your signature line on your email, your full name, your company name etc. Spam generally doesn't contain personal details.
Local Domains
Overview
Local domains specify what emails to accept when receiving mail directly by SMTP.
On receiving emails directly by SMTP if the domain of an addressed email or a local "Local Account" does not exist then the email will not be able to be received locally and an attempt will be made to relay the email. Note : relay only occurs if the senders computer is on the "Authorised IP's" relay list.
Trash Can
Overview
The trash can provides temporary storage of emails manually deleted from the individual queues.
General
Empty items in trash after they are x days old
Instructs the emailAI Pro engine to delete entries in the Trash Can after the number of days specified from the date the email was originally received.
Validation Queue
Overview
The Validation Queue is where all incoming emails are held until they are successfully validated and delivered. The configuration options here allows customisation of some of the default behaviors.
General
Validation requests expire in
Sets how long the emailAI Pro engine will hold an email in the Validation Queue waiting for a Validation Request response.
Use quick email validation system
The emailAI Pro engine has the ability to quickly analyse an email address for validity, with this enabled the emailAI Pro engine will send emails to the Spam Queue that fail this test.
Deliver expired messages from validation list anyway
Expired messages (emails awaiting validation passed the Validation Request time) are normally sent to the Spam Queue, with this enabled however they would be sent for delivery.
Black list sender if validation request expires
When an email Validation Request expires it typically means the sender of the email never existed as they never replied to the validation request. On expiration with this enabled the email is sent to spam and the sender of the email is added to the black list.
Validation Requests
Overview
Validation Requests are sent to senders of emails that are not on the White List and can not be validated by a "Key Word".
The emailAI Pro engine allows the configuration of different Validation Requests based on who the email was addresses to by extended "Local Account " options.
The default validation request "default" is used when their is no specific "Local Account" validation request specified.
Options
Do not send validation requests I will validate manually
If enabled the emailAI Pro engine will not send out validation request which means all emails in the validation queue must be manually validated. Emails matching keywords or where the sender is on the White List however will still be automatically validated. This option should only be used if you wish to have manual control over the validation process.
WEB Server
Overview
The emailAI Pro web server will be used for various call back functions with emailAI Pro. Currently it serves the email tracking facilities emailAI Pro offers and allows you to serve standard html files and general files. It will not process asp or php etc.
Note : Windows XP/2000 has a built in web server in IIS which may need to be disabled if the emailAI WEB Server fails to start.
Options
Enabled Web Server
When enabled emailAI will automatically start the Web Server on startup.
Web Server Port
The port in which the emailAI Pro engine listens on for incoming Web requests. The default is port 25.
Listen On IP Address
The IP Address which emailAI Pro engine listens on for incoming Web requests. The default is (Any) or 127.0.0.1.
Web Server Domain
The domain name which points to the emailAI Pro web server.
Hosting Files
The web server allows the ability to host html files or other file types by placing them in the root folder of the web server. The root folder is located under the web server folder, under where the emailAI Pro engine was installed.
White List
Overview
The White List options allow for general maintenance of the White List, import, export capabilities and configuration of some of the default behaviors.
Options
Auto White List recipients of emails I send
If a mail client is configured to use emailAI Pro's SMTP Server to send outgoing mail, the emailAI Pro engine can also automatically White List the recipients of the email. When they reply they would be on the White List avoiding any challenge / response requirement.
Auto White List senders one Key Word list match
Key Words are a great way to avoid Challenge / Response situations for emails that may come from Email Subscriptions, Newsgroup, Mail Lists or colleagues. If this option is enabled the emailAI Pro engine will also automatically White List the senders of emails that contain a Key Word match. Note : When this is enabled the individual options to White List on keyword match for each particular keyword is ignored. Disable this option if you wish to have greater keyword control over White List entries.
Extract from file
The emailAI Pro engine can scan through text or csv files and look for any valid emails addresses and automatically add them to the White List. The format of the file is not important. This would typically be used in situations where an address book has been exported from a Mail Client and requires to be imported into emailAI. emailAI will only import addresses that don't currently exist and will not remove existing entries.
Import from file
This option is used to import White List files that were created using the Export to file option. This allows the easy synchronisation between computers. The emailAI Pro engine will only import addresses that don't currently exist and will not remove existing entries.
Export to file
Use this option to export the White List for backup purposes or to allow importing from another emailAI Pro engine based system by the Import from file option.
The list
Shows a listing of all currently entered White List entries. Deletion can be done from the main White List queue display.