SmarterMail Help

General Domain Settings

This settings page is only available to Domain Administrators.

Below are the options available for managing and configuring a domain. To access the domain settings, log into SmarterMail as a Domain Administrator and use the Menu icon to navigate to the Domain Settings section. Then click on General in the navigation pane. The following options will be available:

Jump To:

  • Domain Aliases - Add an alternate domain name for users on the domain
  • User Options - Adjust settings that apply to users on the domain
  • Custom Help - Add a button to the Help menu
  • Login Display - Customize the login page for your domain
  • 2-Step Authentication - Turn 2-Step on or off for the domain
  • Logout URL - Set a special page to load on logout
  • Footer - Add a message footer that appends all outgoing messages
  • Email Signing - Protect users from phishing schemes and spam attacks
  • Attachments - Manage the incoming and outgoing extension blacklist
  • Mailing Lists - Set the Bounces Before Removal threshold for mailing lists

Domain Aliases

A domain alias is bascially an alternate domain name for one that already exists in SmarterMail. Domain aliases are useful, as they allow companies with multiple domain name extensions to receive any email sent to one of their domains directly within SmarterMail. For example, imagine you have a domain, 'example.com' with a user configured under 'user@example.com'. By adding a domain alias for 'example.net', any email sent to 'user@example.net' will be delivered to 'user@example.com'.

Note: You must own the domain name in order to create a domain alias. In addition, messages cannot be retrieved with a domain alias email address unless the domain is properly registered at a domain registrar.

Creating a Domain Alias

To create a new domain alias, click New Domain Alias. Then enter the name of the alternate domain. The name will be used to create the domain alias email address. For example, if the name of the alias is "example2.com", the domain alias email address will be user@example2.com.

Note: By default, before a Domain Administrator can save a domain alias, SmarterMail will check that the mail exchange record for the domain is pointing to the server. This prevents Domain Admins from "hijacking" mail from valid domains. For example, if this check were not in place, a Domain Admin could add a domain alias of example.com. Then, any mail sent from the server to "anything@example.com" would go to the domain with the example.com domain alias, rather than to the actual domain. Alternatively, System Administrators who impersonate a domain will see an option when adding a domain alias on whether to verify the MX record before saving.

User Options

This feature is only available when using SmarterMail Enterprise.
  • Include mailing lists in the Global Address List - The Global Address List (GAL) is basically a listing of all users who have accounts for your particular email domain. By toggling the slider to the right, any mailing lists that have been created will appear as a contact in the Global Address List. In turn, that means anyone with access to the GAL will be able to see and/or possibly send emails to the list.
  • Include aliases in the Global Address List - The Global Address List (GAL) is basically a listing of all users who have accounts for your particular email domain. By toggling the slider to the right, any aliases that have been created will appear as a contact in the Global Address List. By default, this is enabled, but Domain Administrators may want to exclude aliases from appearing in the GAL, as they could be used to send emails to customers or to important contacts.
  • Show calendar availability for all users in domain - This setting is enabled by default and allows SmarterMail to alert users of any scheduling conflicts when adding a member of the Global Address List as an attendee on a calendar appointment. In addition, this allows users to view an Availability window to review the times that their attendee is free/busy. When disabled, domain users’ scheduling information will not be displayed in the appointment window.

Custom Help

Note: This section will only be visible if the System Administrator has enabled Login Display Customization for the domain.

  • Custom Help URL - Entering a full URL in this field will add a custom button to the Help menu that users can access in the SmarterMail interface. Administrators can link to a variety of things, including server-specific instructions for syncing, help resources, contact information, etc.
  • Custom Help Text - The hyperlink text for the custom URL in the Help menu. Note: If no text is entered in this field, the hyperlink text in the Help menu will default to "External Help".

Login Display

Domain Administrators can customize the SmarterMail login page for their domain to add a company logo, provide additional branding text, or simply adjust the default “Login to SmarterMail” text to be more in line with an overall brand message.

Note: This section will only be visible if the System Administrator has enabled Login Display Customization for the domain. Furthermore, if the System Administrator allows a domain to override the custom login display and the Domain Administrator does not enable customization for their domain, users will see the default SmarterMail login screen, regardless of whether the System Administrator has enabled a custom login display for the server.

  • Image for Login Screen - Upload an image, like a company logo, by dragging and dropping a file in the highlighted area or clicking to browse for a file (max file size of 3mb). Uploading an image using this upload control will host the image publicly on the server and enter the <img src="URL" /> tag in the HTML section. Note: Uploading an image here alone will NOT display the image on the login screen. The HTML must remain in the Login Page HTML section. This upload control can be used by those who don't have their logo publicly hosted or who wish the image source to point back to their mail server. Furthermore, regardless of the image uploaded, the image's source URL will remain the same; only one image may be hosted at a time.
  • Custom Login Text - Use this setting to customize the login page header to something more in line with an overall brand message. If Custom Login Text is left blank, SmarterMail's login page will show the default text "Welcome to SmarterMail".
  • Custom Title Text - Use this setting to customize the title of the login page to something more in line with an overall brand message. If Custom Title Text is left blank, SmarterMail's login page will show the default text of "SmarterMail" in the browser tab title. Note: Users will see this text on the login page only, with their email address displayed as the browser title for all other pages.
  • Login Page Language - Use this setting to set the default language of login page as well as the default language if "Login Display Customization" is enabled for a domain. NOTE: This setting will only go into effect for a new user who is visiting the SmarterMail login page for the first time, or if a user's local storage is cleared. This will NOT change the default language for users who return to the login page after already visiting it under a different language.
  • Enable custom login page HTML - Toggle the slider to the right to enable the ability to use HTML to further modify the login screen to add additional text or adjust the layout.
  • Login Page HTML - Enter the custom HTML that will be used to further modify the login screen (in-line custom CSS can be used as well). Note: To include white space around the Image for Login Screen, the div id "companyinfo" must be included. In addition, Domain Administrators cannot enter scripts as this is considered to be unsafe code; however, System Administrators do not have this limitation.

2-Step Authentication

2-Step Authentication is a method of providing a second verification of account ownership before a user can log into their account or connect to third-party clients and/or devices. For example, when a user has set up 2-Step Authentication for their account, the SmarterMail login page will require their primary account password and a secondary verification of account ownership before the user can log into webmail. The second method of verification will be provided to the user through popular authentication apps, like Google or Microsoft Authenticator, or through a recovery email address. When this feature is enabled for a domain, the Domain Administrator can choose whether to enable or force 2-Step Authentication for their users.

Logout URL

In most cases, when a user logs out of SmarterMail, they are taken back to the standard login screen. However, Administrators can enforce a logout redirect for all users on the system (like to an Intranet page or company site) or allow Domain Administrators to enforce their own policies. In this section, the system policy will be displayed.

If the Administrator has allowed it, you can toggle the slider to the right to Override System Settings, then enter a unique logout URL for the domain in the Logout URL text box.

Footer

If the system administrator has enabled footer customization for the domain, Domain Administrators can configure server-wide message footers that SmarterMail will append on all outgoing messages, forwards that do not already have a footer, replies to messages and emails sent to a mailing list from SmarterMail, if enabled. Although similar to signatures, message footers are typically used to convey disclaimers or provide additional information. For example, a domain administrator may want every message to include a notice that the message was scanned for viruses or the text "Sent by SmarterMail." NOTE: If the system administrator has a footer configured and enabled for all messages, incoming messages will use that footer. If the domain footer is the only one being used, it is only appended to outgoing messages.

The following options will be available:

  • Override footer settings for this domain - Toggle the slider to the right to customize the footer for your domain.
  • Enable footer for all messages - When toggled to the left, only outgoing messages will have the footer appended. When toggled to the right, new messages as well as replies and forwards will have the footer appended.
  • Apply to mailing lists - By default, footers are not applied to emails posted to mailing lists. To add the footer to mailing list emails, toggle the slider to the right. Note: Mailing lists have their own configurable footers. If a custom mailing list footer is already configured, enabling this option will append a second footer at the end of each message posted to the mailing list subscribers. Because this may be confusing for mailing list moderators and recipients, most administrators will choose to keep this option disabled.
  • Footer - Use this section to create the message footer text. Clicking the edit icon will open a modal that includes an HTML-based editor, allowing admins to create footers that seamlessly fit into any email message. Note: The message footer does not support the use of variables.

Email Signing

Email signing protocols can be used to protect users from phishing schemes or spam attacks. For example, DKIM signing uses cryptography to verify the authenticity of a message, ensuring the message came from your server and was not changed in transit. To enable DKIM Signing, click the Enable button. SmarterMail will display a unique Text Record Name and Text Record Value. You will need to contact your DNS provider and add the TXT record to your DNS server. After the TXT record has been added to DNS, click on the Enable button once again. SmarterMail will attempt to verify the DNS settings and DKIM Signing will be enabled.

To view the Text Record Name and Value, click on View Record. To adjust the mail signing settings, click the Settings button. Note: In most cases, these settings do not need to be altered. However, in the event that you would like to specify how closely you want the system to monitor messages in transit, please refer to the DKIM documentation linked below.

  • Body Canonicalization - The method used to monitor in-transit changes to the body of a message. Two canonicalization algorithms are defined for the body: a "simple" algorithm that tolerates almost no modification and a "relaxed" algorithm that tolerates common modifications such as whitespace replacement and header field line rewrapping. For more information, please visit http://dkim.org/specs/rfc4871-dkimbase.html#canonicalization.
  • Header Canonicalization - The method used to monitor in-transit changes to the header of a message. Two canonicalization algorithms are defined for the header: a "simple" algorithm that tolerates almost no modification and a "relaxed" algorithm that tolerates common modifications such as whitespace replacement and header field line rewrapping. For more information, please visit http://dkim.org/specs/rfc4871-dkimbase.html#canonicalization.
  • Header Field to Use - The header fields included in the hash algorithm. This is further defined by header fields. For assistance in determining the header fields to sign, please visit http://dkim.org/specs/rfc4871-dkimbase.html#canonicalization.
  • Header Fields - The header fields included in the hash algorithm. Note: List only one header field per line break.

Attachments

  • Incoming Extension Blacklist - This list allows you to limit the file types that can be attached to emails sent to users on your domain. For example, many email administrators won't allow executable files (EXE) as they can cause issues on the mail server, and possibly across an entire network. To add a blacklisted file type, simply type in the file extension, one per line. (E.g., .exe or EXE)
  • Outgoing Extension Blacklist - This list allows you to limit the file types that are users on your domain are allowed to send out of the mail server. For example, many email administrators won't allow batch files (BAT) as they can cause issues on the recipients' mail server, and possibly across their entire network. To add a blacklisted file type, simply type in the file extension, one per line. (E.g., .bat or BAT)

Mailing Lists

Mailing Lists are a great way to allow users to communicate with a number of different individuals via a single email address. Unlike an Alias, a mailing list allows people to subscribe to, or unsubscribe from, email communications. In addition, mailing lists can be public or private, be replied to by all users or managed by a single list administrator and more. Use this card to specify the following mailing list setting:

  • Bounces Before Removal - The number of times a message to a specific subscriber may bounce before the subscriber is automatically removed from the mailing list.