Features
email Handling
email Acceleration
Accelerates email retrieval and sending by up to 900% by sending and receiving using multiple accounts at the same time. emailAI Pro can retrieve emails from multiple POP accounts, process direct incoming emails by SMTP and send multiple outbound emails simultaneously.
Advanced Black List / White List
emailAI Pro provides extended Black List and White List management keeping statistics such as the number of emails received from a particular email address. The White List and Black List contain functions such as never remove, never white list and various other functions that allow individual functionality.
The White List also allows the assigning of custom email tones to play when an email is received from a particular entry on the white list.
Rules System
emailAI Pro Rules allow for advanced email handling capabilities from automatic validating emails, to sending emails to spam based on certain criteria or delivering mail based on its contents, time of day, or day of the week to a specified recipient.
The rule system allows for great flexibility. For more information about emailAI Pro Rules see the emailAI Pro Rules section.
Auto Zip
emailAI Pro can automatically zip outbound attachments without any user intervention. Auto ZIp saves bandwidth and reduces the risk of emails being tampered with along their delivery route.
Email Ring Tones
Allows the user to assign different audio files to play depending on who an email is addressed to or who an email was addressed from. This allows the user to "hear" how important or who an email was from without manually checking their in box.
Attachment Filing System
emailAI Pro can be set to automatically file attachments in a specified folder and removed from the incoming email. The attachment is then replaced with a link to where the attachment was saved. Attachment filing reduces the strain on email clients as email attachments take up twice the room while contained in an email as opposed to saved on a storage device.
Attachment Storage System
The attachment storage and removal system will remove attachments from incoming emails and store them in the actual database. Attachments in emails take up twice the size as opposed to directly saved on the hard disk drive or stored directly in the database so instantly there is a harddisk drive space saving. For more information see attachment storage.
Attachment Removal
emailAI Pro can remove certain attachment types that are likely to be virus's such as .pif, .bat, .exe, .com, .cmd etc.
Delivery Receipts
emailAI Pro can be set to send delivery receipts automatically to certain email senders based on options set in the White List.
Keyword System
emailAI Pro can be set to accept emails based on words and or phrases the contain. Keywords can be setup on a global key word list or set individually for different users.
Email History
Every email that is processed by emailAI Pro has a history which can be viewed at any time allowing an operator to see why and email was delivered or sent to spam.
Mail Forwarding
emailAI Pro can forward validated emails to particular accounts to another email address and retain a local copy.
email Enhancements
Auto Responders
Auto responders allow the setup of a pre-set reply in HTML or plan text for emails arriving on a particular account. This allows for easy delivery of information to customers by allowing simple retrieval of standard information such as price lists, driving directions or basic support requirements. Auto Responders can also be used for general "Out of Office Notifications".
Email Encryption / Decryption
Emails are not secure by default, they are sent as plain text over the internet allowing anyone to read them. emailAI Pro implements a system where you can automatically have emails encrypted depending on who they are being sent to which are then decrypted at the other end if the recipient has the corresponding decryption key. If the intended receiver does not use emailAI Pro a program may be downloaded which allows the decryption of the email with the corresponding decryption key.
Voice Email
Voice email allows the sending of voice emails regardless of whether the recipient has emailAI Pro. Once a voice email is created emailAI Pro will compress the voice to less than 60kb per minute as a WMA file.
Email Tracking
Email tracking in emailAI Pro allows users to see when an email has been opened, how many times it has been opened and the IP of the computer who opened the email.
Email tracking is perfect for managing internal security of important documents, mailing list management and making sure the recipient received the email.
File Retrieval System
File Retrieval allows an email to to be sent to emailAI Pro and a file send back to the person that sent the email. This allows customers to automatically have price lists emailed to them or technical support personal to email back to the office to retrieve a particular diagnostic tool while on site.
Phrase Based Responders
Phrase Based Responders are an extension to the Auto Responders and allow certain phrases to trigger certain auto responses. This is useful for matching phrases in support emails with typical replies. For example if someone emails support asking about price lists the system can automatically reply with the latest price list without user intervention.
Process Execution
Process Execution allows incoming emails to execute pre-defined process on the computer system running the emailAI Pro Engine. The process is secure by implementing features such as call back identification.
Mailing List Management
Mailing List Management allows you to manage mailing list for groups of email addresses. Mailing List Management automatically handles return bounces and large mailing list groups.
Form Processing
emailAI Pro can process web based forms directly into a database with an applicable custom designed plugin.
Built In Servers
Web Server
The emailAI Pro Web Server is used for various call back functions to emailAI Pro such as the emailAI Tracking function.
IMAP Server
The IMAP Server in emailAI Pro allows integration of the Validation, Spam, Trash and Awaiting pickup queues into email clients that support IMAP functionality. The IMAP Server also allows standard mail clients to white list and black list email addresses and domains by simple drag and drop operation.
POP Server
The POP Server allows users using POP based mail clients to retrieve mail from the emailAI Pro server.
SMTP Server
The SMTP Server allows emailAI Pro to process incoming mail directly, to send outbound mail and to forward validated mail to a companies internal mail server such as Microsoft Exchange.
Functionality
POP Server Collection
emailAI Pro can be set to retrieve mail from any number of POP servers. emailAI Pro supports the use of collect all accounts and will automatically distribute the emails to their proper recipients on downloading.
POP Server Collection can also delete emails directly on the POP Server that fail one of spam tests saving downloading of the emails.
POP Server Collection also supports a email Preview function where only the headers are downloaded for emails that are not from people on the white list and then the user can decide in their own time what they should do with them.
Advanced Delivery Options
emailAI Pro can be configured to forward validated emails to an internal mail server after processing such as Microsoft Exchange. This allows installation of emailAI Pro as a front line of defense against spam while also extending the features of existing mail servers an organization may use.
Spam Prevention
SPF
emailAI Pro uses SPF which checks that the person sending the email, mail from, is allowed to send mail via the IP the email is being received by. This prevents spammers highjacking domains and using them to send SPAM. EmailAI Pro will detect this behaviour and refuse delivery. See www.openSPF.org for details.
DNSBL
emailAI Pro communicates with DNSBL services on the internet which list the IP's of spammers. If the incoming sender of an email is on the DNSBL block list mail delivery is stopped.
SURBL
emailAI Pro communicates with SURBL services on the internet which list URL (domains) of the links in which a spammer wishes for the customers to go. If an incoming email contains one of these URL's mail delivery i stopped.
SAV
emailAI Pro uses Sender Address Verification for incoming emails. Sender Address Verification checks to see if the sender of an email actually exists by trying to reverse deliver and email to who the email was from. If the server says that the recipient doesn't exist emailAI Pro knows then that the incoming email has a false reply address and mail delivery is stopped. The sender address verification process is done by communicating with an internet server on port 80 which then carries out the check which gets around the port 25 block most ISP's have in place.
IP Location Blocking
emailAI Pro allows for blocking of unsolicited emails coming from any country in the world. If an organization only does business with its own country this can dramatically reduce spam. For example a country might never receive emails from Russia so blocking all emails coming in from Russia (a major spam source) can drastically reduce the amount of spam traffic for an organization.
Black List
emailAI Pro employs black list functionality. Emails addressed from addresses on the black list are refused delivery. The black list can contain email addresses or domains.
Only Allow
emailAI Pro has an option to only allow emails from people on the emailAI Pro White List for particular user accounts. This allows companies or parents (great for child protection) to ensure only emails come to certain users from known senders.
AI Spam Filtering
emailAI Pro has a built in spam filtering system that analyzes emails that have been successfully delivered and emails that have been sent to spam. From this information emailAI Pro is able to analyses incoming emails and send them to spam if they match the patterns of previously received spam. Because emailAI Pro builds these filters based on what it is seeing relevant to the particular organization it is a very accurate filter.
Challenge & Response
To stop spam dead in its tracks emailAI Pro sends a validation request back to the sender of the email asking them to confirm they indeed did send it. This is a one time only check for each new sender of an email to an organization running emailAI Pro. Spammers never use there own email addresses to spam so this method is the most accurate and is typically used as a final line of defense against spam.