Selecting Policies opens a window entitled
Policy Maintenance. Policies are the email rules that
you create for PostalCare to filter incoming, outgoing or internal
emails. In Policy Maintenance you can view, add, modify, disable or
delete policies.
PostalCare comes with the following basic default policies installed:
Whitelist:
Blacklist:
Honeypot (System Administrators only):
Attachments:
When an entry is made to any of those maintenance lists, the default
corresponding policy is activated. The default policies can be modified
to suit this organization's needs.
Policies displays the list of the policies the System
Administrator created for PostalCare to filter incoming, outgoing
and/or internal emails. The order that the policies are listed in
determines the order they are used to filter emails (like a sieve). The
first policies in the list are used first by PostalCare to filter
incoming, outgoing and internal emails.
The following information is displayed for each policy inside the
Policies table:
ID: The ID column displays the internal ID number
that PostalCare has assigned to each policy when it was created. The
policy ID numbers are used to arrange the policies in the order you
want the emails to filter through them. For information on arranging
the order of the policy list, click on the help icon beside
Move Policy ID at the bottom of the table or see
Section 10.2.3, Policy List Order.
Note: If less than 2 policies
are listed, the Move Policy ID fields will not be displayed.
Name (Action): The Name (Action) column displays
the name of each policy as assigned by the person who created or last
modified it. The (Action) is the policy action executed when an email
is filtered by the policy. For example:
Blacklist
(Block) means the name of the policy is Blacklist, and the
action is to Block any emails filtered by this policy.
Click
on any policy name in this column to view the policy details.
Last Message: The Last Message column displays the
date and time of the last email filtered by each policy.
Count: The Count column displays the number of
emails that were filtered by each policy since the policy was
implemented, or since the statistics were last reset by the System
Administrator. The date and time the statistics (including the Count)
have been gathered from is displayed in the Policies table heading:
Policies
John Doe, [email protected]
As Of October 7, 2004 01:40 PM
Statistics Gathered Since August 5, 2004 at 12:10 PM
Action: The Action column contains the different options available for each policy listed. The action options are:
Disable
: Placing a checkmark in the Disable checkbox will cause this policy to be disabled (instead of being deleted). This way, the policy remains in the list, but is inactive and not an active filter used by PostalCare when processing emails. The screen will refresh and the disabled policy will be displayed in grey. To enable a disabled policy, remove the checkmark inside the checkbox.
: Clicking on the Modify icon will open a new pop-up window entitled Modify Policy where the policy details can be modified and saved.
: Clicking on the Delete icon will delete this policy.
A message will appear prompting you to confirm the deletion.
Click on the Refresh button to refresh the current
window and update any counts and statistics that are displayed.
Selecting the Add a New Policy button will open a new
pop-up window entitled Add Policy. The Add
Policy window contains the options for you to select the
conditions and actions needed to create a new policy.
Type in a Name that describes the new policy you are creating. This is
the policy name will be displayed in the Policies list. The policy name
should be descriptive of the policy. For example:
If you are setting up a policy that looks for the word 'prescription'
in an email subject line, the policy name might be entered as
Subject contains prescription. Or, if the policy is
being setup to check the Blacklist, the name might be Check
Blacklist. For example:
A clear policy name will be helpful when reviewing the policy list
later, and when performing Email Queries (Email Query
in the main menu). (See Chapter 8, Email Query) for more information.
Policy Condition is the condition or parameter that
PostalCare will use when processing and filtering emails. For example,
if the condition selected is "Check Blacklist" on incoming emails, then
PostalCare will scan your blacklist to see if the email sender is
listed in the Blacklist or not.
Checks if the email contains an attachment with a specified name.
Subject line contains
Checks if the email subject line contains specific text.
Body contains
Checks if the body text of the email contains specific text.
Check whitelist
Checks if the sender's email address, domain, or SMTP server IP are in
the Whitelist. If the email is outgoing, the Whitelist is scanned to
see if the recipient's email address is on the list as well. If the
policy applies to outgoing or internal emails, the recipient's email
address on the Whitelist will ensure that it will be delivered through
this organization's real SMTP server.
Check blacklist
Checks if the sender's address, domain, or SMTP server IP are in the
Blacklist.
Blocked file types
Checks to see if the email contains an attachment file type defined in
the
File Types list as blocked. The File Types list is
found in
Attachments and File Types Maintenance ("Attachments"
in the main menu). See Chapter 14, Attachments for more information.
Mail to a honeypot
Checks to see if the email was sent to a Honeypot email address.
Mail from known spammers
Checks to see if the sender is on the list of known spammers.
Mail to an unknown user
Checks if the email is addressed to an unknown recipient.
Illegal inside domain
Checks if the sender is illegally using an inside domain address as a
relay for spam mail.
Illegal relay attempt
Checks if the sender is attempting to use this organization's SMTP
server as a relay for spam emails.
Select the Policy Condition you want to use from the
drop-down list. The Add Policy window will refresh if any more data
entry fields are required for the type of policy condition selected.
The Specific Attachment Name field is where you type
in the specific attachment name that you want PostalCare to scan for
attached to emails. This is used to filter emails (incoming, outgoing
or internal--whichever you select), then execute the specific policy
action that you chose for this policy.
The attachment name can be:
a name plus a file type extension
a file type extension
just a name
PostalCare scans for exactly what is entered for the attachment name.
If .txt is the attachment name, then only an attachment with the name
".txt" will be filtered. Attachments that have names that end with
".txt" will not be filtered, such as "file.txt". For example:
file - will filter emails containing an attachment
with the exact name of file, no file type extension.
attachment.exe - will filter emails containing an
attachment with the exact name of attachment.exe, not "attachment" or
just ".exe".
.txt - will filter emails containing an attachment
with the exact name of .txt, not "file.txt" or other files with names
and the extension ".txt".
Type in the specific name of the attachment that you want PostalCare to
scan emails for, then proceed to the next field.
: Clicking on the Modify icon will open a new pop-up window entitled Modify Policy where the policy details can be modified and saved. 
: Clicking on the Delete icon will delete this policy.
A message will appear prompting you to confirm the deletion. 
