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Configure the PSEmail Gateway
Configuring the PSEmail Gateway The PSEmail Gateway program can be run from any machine on your network that has internet access. However please note that you should only run the gateway on one machine, running the PSEmail Gateway program on multiple machines will cause you technical difficulties.
Step 1) Open the PSEmail Setup window. If you are currently installing the PSEmail Gateway, this window will open for you during the setup process. Otherwise, right click on the PSEmail icon in your computers system tray and select Log from the menu. On the PSEmail Gateway screen, click on the Setup menu and choose Defaults... This will open the following window:  We will go over each of the five sections on the PSEmail Setup window in detail: Internet Service Provider Information
Section 1 - Internet Provider Information
Note: If you are using an internet connection such as Cable, DSL, or T1, in which the computer running the PSEmail gateway is constantly connected to the internet, and does not need to use any dial-up services, leave the Use Dial-Up Networking Information checkbox unchecked, and do not fill out any of the fields. This section is not neccessary for those with a constant internet connection. If you use a dial-up networking connection to connect to the internet, such as a modem connection, check the Use Dial-up networking checkbox and fill out the Connection, Login Name, and Password fields. Connection Place the name of the Dial-Up Networking connection that corresponds to the connection’s name assigned to your ISP. This is the connection that allows you to dial and connect to your ISP. Proper spelling and syntax is important. To determine the Dial-Up Networking connection name. Go to the Dial-Up Networking folder located inside the Accessories folder. Inside the Dial-Up Networking folder are the established dial out connections, referred to as “profiles” with established names and icons. If a Dial-Up Networking connection does not exist, please contact your internet service provider for information on setting up a dial-up networking connection. Login Name The login name is the account name that was given to you by your Internet Service Provider. It is the same name as the “User Name” specified in the Dial-Up Networking connection. Type the login name in this field and hit the Tab key to move to the next field. Password Place the password assigned to your account by your Internet Service Provider in this field. This is the same as the name required in the password field of the Dial-Up Networking connection.
Section 2 - Email Account Information SMTP Host SMTP stands for Simple Mail Transfer Protocol. This is the location where all outgoing emails are temporarily stored at your Internet Service Provider before being forwarded to the Internet recipient. Your ISP will provide you the address or location of their SMTP server. Place that address in this field. The Secure button Click the Secure button if your ISP requires SMTP Authentication. SMTP Authentication requires that the PSEmail Gateway provide a user name and password when sending mail to Internet Recipients. To Enable SMTP Authentication: Step 1) Click the Secure Button to open the SMTP Authentication screen. Step 2) Type the SMTP Authentication Login name and Password in the appropriate fields and click the OK button to store the settings. The PSEmail Gateway supports the “AUTH LOGIN” Base64 encryption method for SMTP Authentication. POP3 Host POP Stands for Post Office Protocol. Incoming email is received by your ISP and stored in a mailbox for you on a computer known as a POP or POP3 server. The next time you connect to your ISP and run the PSEmail software, the messages are retrieved from the POP3 mailbox and downloaded to the PHONEslips program. Your Internet Service Provider will supply you with the address of the POP3 server. Place that address in this field. User Name In order to provide organization and security for incoming email, your ISP will provide you a user name and password specific to your POP3 mailbox. It may or may not be the same name and password as your general Internet account name and password. Your ISP will provide you with the POP3 user name. Place that name in this field. Password This is the password required for accessing your Internet email. Your ISP will provide you with the POP3 password for your account. Place that password in this field. The Multiple button NOTE: You must fill out the SMTP host, POP3 host, username and password fields for one account before you push the multiple button to add additional accounts. Click the Multiple button if you are configuring the PSEmail Gateway to poll multiple POP3 accounts. The Gateway will retrieve the mail from each POP3 mailbox sequentially in the order in which the accounts were added. To add multiple POP3 accounts: Step 1) Click the Multiple button to bring up the POP3 Hosts dialog screen.  Step 2) Click the Add button to bring up the Add Entry dialog screen.  Step 3) Place the POP3 server name, the specific user name, and password in the appropriate fields, to add this account to the PSEmail Gateway’s list of mailboxes to retrieve mail from. Repeat these steps for each additional POP3 account desired. Accounts can be added, edited or deleted at any time from the POP3 Hosts dialog screen. The new setting will take effect on the next poll cycle. A PHONEslips name entered in the last field forces the PSEmail Gateway to deliver mail from the designated POP3 mailbox to the specified PHONEslips user only. Mail is delivered to this PHONEslips user regardless of what name(s) are listed in the TO field of the email itself. This feature was designed to eliminate the receipt of duplicate emails when multiple users from the same domain are listed in the TO or CC fields. Caution: Do NOT use this feature with Catch-All mailboxes.
Section 3 - PSEmail Information Domain name The domain name is the specific address identifying you on the Internet. Common domain names end with a COM, NET or EDU extension. If you have your own domain name place that name in this field. If you subscribed to the PHONEslips domain service, refer to the Domain information insert supplied with this software. Default PHONEslips user Place the name of the PHONEslips user, who will serve as the mail manager, in this field. Any email received by the PSEmail software that is not addressed to an existing PHONEslips user, will be automatically forwarded to the user specified in this field. That user can then forward the mail to the appropriate recipient if necessary. Path for PHONEslips data files Place the location of the PHONEslips data files in this location. It must include the full path (i.e. drive letter and directory) where the current PHONEslips program resides.
Poll Every Place the desired time frequency in minutes that the PSEmail software will dial and perform email services. Valid time values are those greater than 1 minute but not to exceed 20000 minutes. The default value is 60 minutes. The Schedule button  The Schedule feature provides a simple interface for specifying poll cycle intervals. The default parameters will utilize the designated “Poll Entry” selection, and poll throughout the day from 12:00 a.m. to 11:59 p.m. Each day can be configured independently. The setting supports “All Day” polling as well as “No Polling”. If “All Day” polling is selected, the Gateway will poll at the specified minute intervals during the time period designated in the Start Time and Stop Time fields for that day. Polling will be suspended during time periods outside of the designated time block. If “No Polling” is selected, polling will be suspended entirely for that specified day. Retries This value determines how many times the PSEmail software will retry to complete the polling process. The default value is 5. If a dialing connection fails or the polling process was interrupted, the PSEmail software will retry the specified number of times. All retries occur every minute until the specified number of retires has been completed. After all retires are exhausted, the poll time is reverted back to the time value specified in the Poll Settings. Notify default user if retries fail Place a check mark in this field to enable administrative notification when a polling cycle fails to complete successfully. When enabled, the PSEmail Gateway will monitor the polling cycle retries setting. If the Gateway poll cycle fails and the retry attempts have been exhausted, the PSEmail Gateway will send a memo message to the designated default user, alerting them of a potential problem. The administrator can then determine the cause of the problem by viewing the PSEmail Gateway Log screen.
By default the PSEmail Gateway will place the Date and Time of the retrieved email in the body of the text message. The date is indicated in Day / Month / Year format and the time is converted into Greenwich Mean Time also referred to as Universal Time. This date and time is obtained from the email header and is placed in the body of the email for reference purposes. This date and time loosely indicates the moment the email was sent by the sender. This date and time the email was retrieved by the PSEmail Gateway is indicated directly on the email message above the text body. Place a check mark in this field if you do not want the send date and time in the email body. Keep log of all emails Place a check mark in this field if you want to keep a text log of all emails both sent and received. The file will be stored in the PSLIPS directory with the name EMAILLOG.TXT. With each poll cycle, this log file will be updated with the Date, Time, To and From addresses of each incoming and outgoing email. The log is maintained for as long as the option is enabled. If you completely exit the PSEmail Gateway program, the Log file will be appended to during the next poll cycle. Entries are listed from oldest to newest in tab delimited format for easy viewing in a spreadsheet program. Send incorrectly addressed Emails to default user This is the default behavior of the PSEmail Gateway. If an email arrives in a POP3 mailbox but is addressed to a name not specified in PHONEslips, the email is delivered to the PHONEslips default user. This is the PHONEslips name indicated in the Default PHONEslips User field. Removing the check mark disables this feature. If disabled, all incorrectly addressed emails received by the PSEmail Gateway with be deleted during the distribution process. Click here to return to the top of the page.
Step 1) Open the PSEmail Gateway Log screen, click on the Setup menu and Select Aliases. Step 2) Click the Add button to open the Add Entry dialog screen. Step 3) Enter the alias name in the first field. The Alias name will be the beginning portion of the e-mail address, everything before the @ symbol. For example if we had an e-mail address of legal_eagle@emailco.net, the alias we would enter would be legal_eagle. Step 4) Enter the PHONEslips user name that you would like the e-mail to be delivered to in the second field. For this example we will use Bob as our PHONEslips username. After filling out the fields, we should have this:  Step 5) Press the Ok button to complete the process. Click here to return to the top of the page.
Setting up global e-mail filters Step 1) On the PSEmail Gateway Log screen, click on the Setup menu and choose Mail Filters. Step 2) Check the Use Filters checkbox.  Step 3) The various filters available to you are explained below:
Place a check mark in this field to remove duplicate emails that are retrieved during a single poll session. When enabled, the PSEmail Gateway will scan and compare all incoming emails during a poll session. If two emails are received for the same individual(s) and contain the exact same information, the duplicate record is discarded during the distribution process. Limit size of an incoming message to: Place a check mark in this option to set a maximum size limit on the type of email that can be received by the PSEmail Gateway. The size parameter is specific to the entire email message including all file attachments. Once this option is enabled, type the desired size in kilobytes in the corresponding field. During any subsequent poll cycles, if the PSEmail Gateway encounters an email that exceeds the specified size limit, the email header is extracted from the email and distributed to the appropriate user with a message in the body of the email indicating the email exceeded the filtered limit. The corresponding email is then deleted from the POP3 account. Limit size of an outgoing attachment to: Place a check mark in this option to set a maximum size limit on the size of an email attachment that will be delivered to an Internet recipient. Once this option is enabled, type the desired size in kilobytes in the corresponding field. During any subsequent poll cycles, if the PSEmail Gateway encounters an email with an attachment that exceeds the specified size limit, the message is bounced back to the original PHONEslips sender with a message in the body of the original email, indicating that the email attachments have exceeded the filtered limit. Do not allow these PHONEslips users to send email: Place a check mark in this option to prohibit specific PHONEslips users from sending internet email. Once this option is enabled, click the Add button to enter the desired PHONEslips users that you want to restrict from sending internet email. The name specified in this field is the actual PHONEslips user name and not the user's email address. Any internet email messages sent from these PHONEslips users are returned back to the sender with a note in the message body indicating they do not have authority to send email. NOTE: Setting this option does not restrict the user from generating an internet email; it simply returns the message during the polling cycle prohibiting the delivery of the email message. Only allow incoming email if addressed to domain: Place a check mark in this option to only receive email messages that are addressed to users at the domain specified. This option is beneficial towards helping control the type of email messages that are received and delivered by the PSEmail Gateway program. What is often termed, "SPAM" is usually generated by bulk email programs that send massive amounts of these emails to various POP3 mailboxes, regardless of what domain the mailbox is associated with. Examples of this type of SPAM are those email messages received in your mailbox that are not specifically addressed to you. Setting this option forces the Gateway to scan all incoming email, and deliver only those messages that contain an email address in the To field with the specified domain extension. (i.e. yourname@yourdomain.com). Once this option is enabled, type the desired domain in the field provided. NOTE: This feature does not support multiple domain names or wildcards. A single full domain name must be specified in this field. HTML Security Clicking this option allows you to define a minimum-security level for all email that is received by PHONEslips users. The PSEmail Gateway security level governs the HTML Security levels that are available to PHONEslips users. In general, email messages are generated in two basic formats: Plain Text and HTML. HTML is the programming language that provides support for the various graphic and visually dynamic content that is predominant on the Internet today. Unfortunately, providing the capability to view HTML email also opens the door to potential security risks. To help manage that potential threat, the PSEmail Gateway provides three levels of security that may be implemented globally for all PHONEslips users:
· MEDIUM - Setting the HTML Security to MEDIUM allows the PSEmail Gateway to filter out potentially harmful and exploitable content. The remaining HTML email message is distributed to the PHONEslips recipient. Potentially harmful HTML code that is filtered includes JavaScript, Applets, and the IFRAME tag.
· LOW - Setting the HTML Security to LOW allows the HTML message to be distributed to the PHONEslips user in its entirety. No filtering is conducted on the HTML messages, and all HTML tags are maintained. Please Remember: This is the minimum-security level set globally for all PHONEslips users. If a LOW Security level is selected in this option, more restrictive security levels can still be set individually in PHONEslips by the users themselves. Nonetheless, please make sure that your Anti-Virus software is installed and up to date if using the LOW Security level. Click here to return to the top of the page.
Setting up user specific E-mail filters Step 1) To open the e-mail filters dialog, either: Click on the >> button on the PHONEslips toolbar and choose E-mail Filters from the menu. Click here for an example.
Right click on the PHONEslips system tray icon and choose E-mail Filters from the menu. Click here for an example. In the Full Application screen of PHONEslips, click on the Setup menu, and choose E-mail Filters. Click here for an example. Note: If you wish to create a filter that applies to all of your PHONEslips users, right click on the caption bar of the Email Filters window, choose 'Select filter list' from the menu, highlight the *Common user and push the Ok button. Step 2) Click the Add button on the Email Filters dialog window. Step 3) Click the drop down arrow next to the Filter Type field, and choose the type of filter you would like to create. You may select from the following:
The To Field filter allows the user to filter e-mail based upon names in the To field. The filter can specify any text including full e-mail addresses. This filter also provides the user the ability to filter e-mail, based upon the number of e-mail addresses included in the To field. Often times, SPAM or bulk e-mail programs will include each recipient's e-mail address in the To Field. Selecting this option provides a way to filter unwanted SPAM messages. Attachments The Attachment filter allows the user to filter e-mail based upon attachment filename and/or extension. This filter is beneficial for screening "executable" file types that are often used when sending computer viruses. Those file attachments ending with a EXE, BAT, COM, SCR, VBS etc are common executable file types. From Field The FROM Field filter allows the user to filter e-mail based upon a specific e-mail from address or domain name. The from filter examines the From address of an incoming e-mail to determine if the text meets the filter criteria. Full e-mail addresses, domain names or any standard alphanumeric character can qualify as From field criteria. Subject The Subject Field filter allows the user to filter e-mail based upon text contained in the e-mail subject. The subject filter examines the Subject field of an incoming e-mail and determines if the text meets the filter criteria. Any standard alphanumeric character can qualify as Subject field criteria. Message Body The Message Body filter allows the user to filter e-mail based upon multiple word phrases. The message body filter examines the message body of an incoming e-mail message for sentences, paragraphs and phrases that meet the filter criteria. Common usage of this filter would be for those SPAM e-mails that contain common generic verbiage, but may be generated from various sources with different from addresses. Message Body - Keywords The Message Body Keyword filter allows the user to filter e-mail based upon single words that are contained in the message body of an e-mail. The message body keyword filter examines the entire body of an e-mail message scanning for specific words and terms contained in the filter criteria. Common usage of this filter would be to prohibit the receipt of e-mails that contained obscene or offensive language. Step 3) After you select the type of filter you would like to create, you must select the action to take for filtered items. Click the drop down arrow by the Filter Action field and choose from the following actions:
Put in Inbox
Delete Message
Mark as Urgent
Note: When the PSEmail gateway checks to see if an e-mail matches any of the listed filters, it will start with the first filter in the list, and work down from there. The first filter that has criteria which matches the content in the e-mail will be applied. You can change the priority of your existing filters by highlighting a specific filter, and using the Move Up and Move Down arrows on the Email Filters window. Click here to return to the top of the page.
Setting up the automatic Copy To feature The Copy List feature in the PSEmail Gateway provides the ability to have any incoming emails that are assigned to a specific PHONEslips user copied to an external email address. After the PSEmail Gateway has distributed the email to the appropriate PHONEslips user, a duplicate copy of the email is generated and sent out during the next poll cycle. This feature is useful when a user desires a copy of their email sent to an alternate email address such as a home or remote account. To Configure the Email Copy Feature: Step 1) From the PSEmail Gateway Log screen click on the Setup menu option and select Copy List. The Copy List dialog screen will appear. Step 2) Click the Add Button to launch the Add Entry dialog box Step 3) Enter the PHONEslips User name and the Copy address (full external email address) in the appropriate fields and click OK. The Copy feature will take effect on the next poll cycle. Click here to return to the top of the page. |
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