Local Accounts
Overview
Local Accounts allow extended control based on who an email was addressed to. Local Accounts are extremely useful when using a catch all type domain name POP mail box or receiving emails directly by SMTP.
With Local Accounts individual POP mailbox's can be setup for individual users simply by specifying their email address, name and password. This then enables mail clients to be configured to retrieve mail from the emailAI Pro engine using the email address as a username and the password specified. Mail processed by the emailAI Pro engine will then be delivered to that particular mail client that successfully validates with the specified email address / password combination.
Local Accounts extend functionality further by allowing customised validation and delivery receipts, attachment filing, individualised ring tones and many other facilities.
Local Account Aliases allow you to assign many different email addresses to a single account for ease of use.
TIP : It's a good idea to add Local Accounts for all email addresses you use as it stops the system sending out validation requests to accounts that exist as local accounts. Spammers quite often use your own email address to send spam, what can happen is that the system will then reply to that email address being your own, it goes out to the outgoing server and comes back in and self validates. Adding your email address to the Local Accounts list prevents this action from occurring. If you email yourself from out on the road include a key word in your emails that the system will auto validate by but have them set not to add to the White List. If you never email yourself another option is to simply black list your own email address and check the never white list option.
Account Details
Account Name
The name you specify here is the name used in Validation Requests and Delivery Receipts for emails that match the current "Local Account". The name here is also used in Auto Responders and other facilities that send outbound email by this account.
Account Email
The email address specified here must match the email that the email was actually addressed to. To check where an email was actually addressed to check the Validation Queue - Local Account Column. This email address is also used in Auto Responders and other facilities that send outbound email by this account.
Password
To receive mail by a POP capable email client for this individuals "Local Account" a password must be specified. The password would then be used in the email client application along with the email address as the password / username combination. Note if you set a password then this particular account must be setup in the email client with the username/password combination as it will not be included in Global Pickup or the POP Account it was received on pickup.
General
Bypass validation if email is address to this email address
When this option is enabled the emailAI Pro engine will accept all email sent to this address without going through the challenge / response process. This can be useful for particular addresses that are temporary where an advertising campaign may of been run, or for a web based hidden submission email address.
Forward mail to
When enabled the emailAI Pro engine will forward emails successfully validated to this particular email address to the email address specified here.
Keep local copy
If using the forward option emails are typically not delivered locally however if this option is enabled they will be forwarded and delivered by the local delivery methods chosen.
Prefix subject with
When forwarding an email, the emailAI Pro engine will check to see if the subject should be prefixed by an entry made here. This can be useful to easy identify that an email has been forwarded and successfully validated by the emailAI Pro engine to roaming web based email accounts.
Only accept emails to this email address if sender is on the white list
For maximum privacy and spam protection this option may be enabled which prevents any emails being delivered to this particular address unless the sender is on the white list. This can be useful to prevent children from receiving emails from strangers or other un authorised sources.
Can access tracking interface
When enabled the user will be able to access the email tracking interface from the console.
Advanced
Remove & Save Attachments
Attachments in emails generally take up twice the hard disk space over that of an attachment that is actually saved. Attachment extraction removes the attachments from emails, files them by the email address of the sender in a user selectable directory, and replaces the original attachment with a direct link to the file and a link to the actual folder. Attachment filing greatly enhances attachment management by taking up less hard disk space and making attachments easy to find at a later date. Note: because the engine runs as a system service under the user "local system" by default it can not access mapped drive letters. Use UNC pathnames instead ie \\server\files\data. You may need to change the service to run under a users account with sufficient rights through the control panel if emailAI Pro can not see the folder.
Validation Request to Use
Select a customised Validation Request message to use for this particular email address.
Delivery Receipt to Use
Select a customised Delivery Receipt message to use for this particular email address.
Play Wave File On Successful Delivery
Select a wave file to play when an email has been successfully validated and delivered to this particular email address. If emailAI Junior is being used this wave file is also transmitted to emailAI Junior clients to play on the local machine where emailAI Junior is running.
Auto Responders
Auto Responder
Select the Auto Responder to use when emails are received on this particular account.
Keep Copy of Incoming Email
When enabled the incoming email is processed as normal and an auto response is sent. If this is disabled the incoming email is discarded and an auto response is sent.
Use Phrases
When enabled you will be able to select phrases setup in phrase based auto responders to use for this particular account. Phrase based responding is useful for automatically responding to many support type questions. If no matching phrase is matched the email is processed as normal. If a phrase is matched it checks to see if "Keep Copy of Incoming Email" is disabled, if it is the incoming email is disabled otherwise it is processed as normal. Phrase based responding takes preference to the Auto Responder. Ie matching phrases will be responded to then the auto responder.
Aliases
Overview
Aliases allow you to add additional email addresses that apply to this account. For example you can add additional email addresses such as sales@myDomain.com, info@myDomain.com and so on all to the one account. This saves adding multiple local accounts for which a single person handles.
Keywords
Overview
Keywords work the same here as they do in "General Configuration Keywords", the exception being these keywords only apply to emails coming into this particular account. This is useful in situations where different accounts would typically receive different content. For example the accounts department might like to add the keywords "finance", "budget", "statement" while the sales department might like to list their product names. Having account based keywords dramactically increases the versatility of auto validation in a specific way while still keeping the spam out.