Receiving emails

CONTENTS

(Only for Basic and Premium plans with Mail service.)

Create a policy for the emails that members receive, and monitor to detect cases that satisfy the conditions of that policy.

The received email that corresponds to one or more policies will be processed according to the most recently created policy.

Each policy includes conditions and processing methods.

Manage policy on receiving emails

Mobile

Check and manage the status of monitoring policies related to receiving emails.

  1. Tap ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, tap ‘Received Mail’ and then ‘Manage policies’ to access the page.
    • Policy number: The serial number of the policy. Saving a policy automatically creates the policy number.
    • Policy title: The title of the policy.
    • Filtered: The number of emails filtered by this policy.
    • Use status: Displays whether the policy is in use.

PC Web

Manage policies on receiving emails by creating, deleting, and using monitoring policies.

  1. Click ‘Monitoring’ from the Admin menu.
  2. From the menu on the left, click ‘Received Mail’ and then ‘Manage policies’ to access the page.
    • Date: The date and time the policy was created.
    • Policy number: The serial number of the policy. Saving a policy automatically creates the policy number.
    • Policy title: The title of the policy.
    • Registered By: The name and email address of the member who created the policy.
    • Filtered: The number of emails filtered by this policy. Click to check the filtering details such as the information of the filtered email.
    • Use status: Displays whether the policy is in use.

Create Policy on receiving emails

Create a policy related to receiving emails. You can create up to 500 per domain.

Policies consist of two elements: conditions and what will happen if they are satisfied.

PC Web

Click ‘Add policy’ at the top of the Received Mail page to access the Add policy page.

  • Title (required): Enter the title of the email receiving policy.
  • Set conditions (required): The item of the condition to which the policy is applied. You can select multiple items.
    • Incoming mail: You need to choose at least one of the two.
      • Receive internally: Apply policies only on emails sent within the company.
      • Receive from outside: Apply policies only on emails sent from outside the company.
    • Sender, Recipient, Filter contents, and Attached file: One of the four must be selected.
      • Sender: After selecting the checkbox of the ‘Sender’ field, enter the email address or domain. If an email is from the saved email address or domain, the selected actions will take place.
      • Recipient: After selecting the checkbox of the ‘Recipient’ field, enter the email address or domain. If the selected member is the recipient, the set actions will take place. You can enter up to 50 email addresses and cannot enter a mailing list.
      • Filter contents: If the content you saved is included, the selected actions will take place. Select this to use the content or URL included in the mail as a condition of the policy.
        • Contents: Select this when an email containing a specific phrase is the condition of the policy. You can select one of the following: Subject+Body of message, Subject, Body, and Attached file name. You can enter only one phrase as a condition per policy.
        • URL: Select this when an email with a specific URL in the body is the condition of the policy. You can enter only one URL as a condition per policy.
      • Attached file: Select this when a file attachment in an email is the condition of the policy.
  • Performed details (required): Select the actions that will take place when the set conditions are satisfied.
    • Reception blocked: Emails that satisfy the set conditions are blocked. As a result, no mail is sent to the recipient.
    • Update Mail: Emails that satisfy the set conditions are processed according to one of the following. You must select one of the following to choose this option.
      • Recipient: You can add or edit recipients. You can add up to 5 email addresses.
      • Delete the attached file: Delete the file attached in the email.
      • Insert text: Inserts a specific phrase in front of the mail subject and forward it to the recipient. You can enter the suitable phrase by selecting from the ‘If there is an attached file’ and ‘Always’ options.
    • Move Mail: Emails that satisfy the set conditions move to the recipient’s spam mailbox.
    • No task: The option does not change or block emails that satisfy the set conditions. Records that indicate conditions satisfied remain in the monitoring log.
  • Notification settings: If turn on the ‘Notifications on’, notification is sent when the set conditions are satisfied.
    • Recipient: Click the ‘Contacts’ to select members to send notifications. You can select up to 5 members.
    • Incoming method: Choose how to receive notifications. You can select one or more between Mail and Message.
  • At the top right, click ‘Save’ to save the information you entered in the Manage policies page.
  • Edit policy on receiving emails

    Edit the saved policies on receiving emails.

    PC Web

    1. On the ‘Manage policies’ page, click the title of the policy you want to edit from the list and then access the ‘Modify policy’ page to make changes.
    2. At the top right, click ‘Save’ to edit the policy on receiving emails.

    Delete policy on receiving emails

    Delete the saved policies on receiving emails.

    PC Web

    1. On the ‘Manage policies’ page, check the checkbox of the policy you want to delete.
    2. Click ‘Delete’ on the top to delete the selected policy.

    Search policy on receiving emails

    Search the saved policies on receiving emails.

    You can search by policy number, title, creator, and use status.

    Mobile

    1. On the ‘Manage policies’ page, tap the search icon and expand the search menu.
    2. Enter the search information and tap ‘Search’.

    PC Web

    1. Select the option from the ‘-Search item-’ of the ‘Manage policies’ page.
    2. Enter the search information and click ‘Search’.

    Set use status of policy on receiving emails

    Set whether to use the saved policy on receiving emails.

    Monitoring is only available for the policies set to ‘In use’.

    It is useful to create policies that require frequent monitoring first and set whether to use depending on the situation.

    PC Web

    1. Check the checkbox of the policy you want to change the use status from the ‘Manage policies’ page.
    2. Click ‘Enable’ or ‘Disable’ on the top.

    At the top right, you will see the number of policies currently in use.

    Monitoring email reception

    You can monitor the detected details of the policy in use.

    1. Select ‘Monitoring’ from the left to expand the menu and press ‘Received Mail’ to access the page. On mobile, tap the button to access the menus. 
    2. Press ‘Monitoring’ on the top.

    Mobile

    • Date: The date and time the email was received.
    • Policy no.: The serial number of the policy that monitored this email.
    • Sender: The name and email address of the sender.
    • Subject: The subject of the email.

    PC Web

    • Date: The date and time the email was received.
    • Policy no.: The serial number of the policy that monitored this email.
    • Recipient: The name and email address of the recipient.
    • Sender: The name and email address of the sender.
    • Subject: The subject of the email. Click to view the detailed information of the given email.
      • Date of the policy applied
      • Subject
      • Sender
      • Recipient
      • Mail size
      • Attached file
      • Policy application results
      • Original email text
    • Attachment: If there is an attached file, the file name of the attached file is displayed.

    Search email reception monitoring history

    Mobile

    1. Tap the search icon from the ‘Monitoring’ page to expand the search menu and enter search conditions.
    2. Tap ‘Search’ to view the search results.

    PC Web

    You can search by setting a period or entering details. Also, you can apply multiple conditions per search.

    1. On the ‘Monitoring’ page, select the period to search. Click ‘Advanced’ to apply multiple conditions at once for a search. The following search conditions are available.
      • Policy no.: The serial number of the created policy.
      • Recipient: The name and email address of the recipient.
      • Sender: The name and email address of the sender.
    2. Click ‘Search’ to view the search results.

    Send email reception policy monitoring report

    Automatically send the monitored content to specific email addresses.

    1. From the ‘Monitoring’ page, press the ‘Monitoring report’ at the top right.
    2. Select how often to send the report and press ‘Add address’ to select the email addresses to receive it. You can choose between Everyday and Weekly for the reporting cycle.
    3. Press ‘Save’ on the bottom.

    Download log

    You can download the monitored content as a file.

    At the top right, press ‘Download’ from the ‘Monitoring’ page. The log contains the date, policy number, recipient, sender, mail title, attached file, and mail size.

    RELATED CONTENTS

    Was this article helpful?
    • Yes
    • No
    Sorry about that! Please tell us why
    • The information provided in the guide is wrong.
    • The information is difficult to understand.
    • There is insufficient information on specific devices. (e.g. There is no explanation on Mobile.)
    • Other

    How can we make it better?

    Thank you for your feedback!