Configuring Outbound Email Settings and Email Alerts

How to configure your archive's outbound email settings and alerts.

The Outbound Email & Alerts section allows you to configure settings for emails going out of the Cryoserver server. Outbound emails typically are:

• Emails forwarded by users to their inbox

• Privilege & Admin user’s session transcripts sent to the Data Guardians

• System status and alert emails – for both regular daily health checks and ad-hoc error alerts.

It also allows you to set alerts for outbound emails with details such as time after which alerts should be sent, email addresses to and from which alerts should be sent, audit email addresses, and so on.

1. Navigate to Basic Configuration > Outbound Email & Alerts.

   • It is recommended that a single global setting should be configured for the outbound SMTP Server.

2. To do this, check the System-wide SMTP Service field and click the System Alert Settings option on the right. Refer to Configuring System Alert Settings to configure the alert settings for your system.

3. Enter / Select the required values in the fields. Refer to the below field descriptions.

4. The next step is to test your SMTP connection. Click the Test SMTP Connection button on the right side.

5. Select the required options for Send Mail to and Mail type fields and click Test Connection.

6. Navigate to the Cryoserver application window.

7. Enter / Select the required values in the fields. Refer to the table below for field names and descriptions. (Note: Hover your mouse on the field names for additional information and / or example values.)

8. Review all the values and then click Save.

Email Section Fields

Field	Description
MailServer Address	DNS name or IP address of the SMTP server. This is typically your company’s email server or SMTP gateway.
SMTP Connection Type	Type of SMTP connection used by your company’s email server or SMTP gateway. You can select the option Plain for this field. If you have a secure email server or one that requires authentication, then you should select TLS or SSL.
On Port	Port number used by your SMTP connection. You can leave this field blank and the default value of 25 will be assumed. If you require an SSL connection, then enter port number 465.
Authorization Required	Specifies whether or not admin authorization is required to relay mail to email addresses outside of the organisation. Note: Instead of setting up authorisation, you can set up a receive connector in Exchange (or other mail system) that will allow relay only for mail from specific sources (IP address). or if your mail server is restricted to only accept mail from authorised sources.
Username	Username of the SMTP server.
Password	Password of the SMTP server.

Outbound Email Fields

Field	Description
Email Domains	Refers to your company’s public email address domains. Cryoserver uses these domain names for determining the direction of each email (inbound, outbound, internal, or outmix) and for expanding email addresses for emails without a journal wrapper. Note: Outmix is a mix of outbound and internal. After LDAP has been configured, it is possible to obtain a list of email domains via the “User Directory” menu. By setting the local domains, it is possible to report on the recent/actively used local email addresses.
Raise an alert if no mail processing occurs for	Number of hours after which an alert will be generated if no email is processed. Note: There are separate, similar, alerts associated with mails collected from IMAP or EWS sources. However, this setting allows the system to notify Administrators when ALL of the various sources of mail has stopped (SMTP sources, Mailbox Reader, IMAP/EWS Collector, Importer tools). For DEMO systems (where no new mail is expected), set this to 0, to stop these alerts.
Alert To	Email address(es) to which alerts, both daily status and error details, should be sent. It is recommended to create a Cryoserver alert distribution group in your email system [e.g. in Exchange / Active Directory]. Add any administrative Cryoserver users into this group which may be different to other IT groups. Add [e-mail] in order for Cryoserver support to become aware of any issues at your site. However, for this address to work - Your email server should “Allow Relay From” the Cryoserver IP address (see Setting Relay in Exchange 2007 onwards; Or - Add a ‘contact’ in your email server to represent the [e-mail] address – and use this contact in the Distribution List as recommended above. Or - Use an Encrypted (TLS or SSL) and Authenticated (User & Password) SMTP connection. Alert From Alert From is an email address for the Sender of the system alert emails.
Alert From Email	Email address from which the alert should be sent and the display name for the email. If the emails are to be sent to Cryoserver Support ([e-mail]) then please enter the Company Name in the address: Alert From: MyCompany CryoAlert The address does not need to be a real user email address. Just set it so that it looks reasonable.
Audit From	Email address from which the transcript emails are sent to the Data Guardians and the display name for the email. - Transcripts can be found by a Data Guardian or Privileged user by searching for this Audit From email address in Cryoserver. - Transcripts will be sent to the specified data guardians (where they will be journaled back into Cryoserver like any other email). If there is a problem sending a transcript, then Cryoserver will process the transcript directly into Cryoserver so it will still be found using a search of the archive.