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Email management

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Manage emails in the UTM user interface

Last adaptation to the version: 14.1.0 (08.2025)

New:
  • Performance improvement with a large number of emails
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This article refers to a Beta version

12.6 10.2022

Access: https://url.firewall.individuell  Email management  Email statistics


Introduction

The UTM's email section stores emails that

  • are in quarantine due to a mailfilter rule
    or
  • whose content has been captured by the URL filter.

Features:

  • Listing of which emails are in quarantine
  • If applicable: list of which emails were delivered
  • View quarantined emails
  • Download attachments
  • Redeliver emails
  • Statistics
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In particular, the possibility to resend emails requires a very conscientious check if these emails are free of unwanted malicious code!
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Regular users are shown only emails from their own mailbox.
Mailfilter administrators have access to all mailboxes here.


The configuration for this must be done in the admin interface under the Applications Mailfilter menu.
There, in the
Settings
 tab, you can configure whether unobjected emails
with meta information only
are also listed here(Save all email transactions), how long emails are kept here, with what replacement text criticized content, URL and viruses are replaced and when a spam report is sent.




























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Login to the user interface

  • The user login to the user interface is called up via the IP address or URL of the UTM, possibly followed by a port specification
  • Depending on the assigned permissions, various functions are made available
  • Click on the corresponding tile to access the desired function

Configured Port Example call with IP Example call with URL
Default 443 i.e. https://192.168.175.1 i.e. https://utm.ttt-point.de
Port changed bei administrator
Menu: Network / Appliance Settings / Appliance Settings / Webserver / User Webinterface Port
4443 i.e. https://192.168.175.1:4443 i.e. https://utm.ttt-point.de:4443


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The responsible admin must provide the IP address or domain name and, if necessary, the port for the user web interface

After entering the IP address, the user login page of he Securepoint UTM is loaded. The login credentials are entered there.

Value Description
The login window User Login with the two and the optional third input box.
User Username
Password The associated password
OTP Code
Optional		 If this input box is displayed, a one-time password (OTP) must be entered
The one-time password (OTP) is an authentication mechanism that provides additional security when a user logs in.
  • The code to create OTPs must be supplied by the administrator
    •  Login You can log in to the user interface by clicking on this button after entering all login data correctly.



    Email management

    Filter options

    [–] Filter options

    This area displays an overview of all quarantined emails. The emails can be filtered or sorted by their user, sender, recipient, date of receipt, subject and labeling (click on the respective column header).

    Caption Value Description Email management UTMuser@firewall.name.fqdn Overview of filter options in e-mail management with default settings
    User All No restriction
    User missing Shows only emails without user
    ann Only shows emails to the selected sender.
    In this case all emails from ann@anyideas.de.
    Sender: All No restriction
    Sender missing Shows only emails without sender
    root@cybermail.local Only shows emails to the selected sender.
    In this case all emails from root@cybermail.local.
    Recipient: All This filter is used to filter the mails according to the selected recipient.
    Recipient missing Shows only emails without recipient
    ann@fnub81.de Only shows emails to the selected recipient.
    From:     The display can be limited to a date or a time frame.
    A click into the respective field opens a calendar with selection dialog.
    Until:     The display can be limited to a date or a time frame.
    A click into the respective field opens a calendar with selection dialog.
    Subject:     The emails are filtered according to the entered subject
    Labeling:     Displays emails with the selected tag. Multiple tags can also be selected.
    »Action:Rejected »Action:Not rejected »Action:Accepted »Action:Not accepted »Action:Downloaded attachment »Action:No attachment downloaded »Action:Send again »Action:Not resent »Action:Filtered »Action:Not filtered »Action:Tagged »Action:Not tagged »Action:Quarantine »Action:Not quarantined »Action:Temp quarantine »Action:Not in temp quarantine »Action:Discarded »Action:Not discarded »Reason: Spam »Reason: Not Spam »Reason:Virus »Reason: Not a Virus »Protocol:Mail-Connector »Protocol:Not a Mail-Connector »Protocol:POP3 »Protocol:Not POP3 »Protocol:SMTP »Protocol:Not SMTP


    Email overview

    Example of a filtered mail in the email management.

    In the user management, the administrator can configure under Authentication User  Area Mailfilter whether or not the downloading or forwarding (resending) of attachments or emails is permitted for the user.

    In the table header and on the far left of each mail is a checkbox .
    If the checkbox in the table header is clicked  , all emails in the table that can be redelivered (emails that have not been discarded, rejected or already accepted) are selected.
    Alternatively, the respective emails can also be selected differently using the checkbox to the left of each email.

    Afterwards, the emails highlighted in this way can be sent using the button above the table Send again.

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    New in the wiki:

     More information can be viewed by hovering over a selected email. For example, the rule name of the rule that led to the rejection.
    Action: QUARANTINE
    Fitlerregel: Spam_SMTP


    Email details

    Email details UTMuser@firewall.name.fqdn Send again The screenshot shows an email with two attachments, one of which contains a (test) virus.
    In the user administration the following permissions have been configured by the administrator under Authentication User  Area Mailfilter:
    Allow download of the following attachments: Quarantined but not filtered
    Allow forwarding of the following emails: Quarantined and/or filtered     If you wish to read a filtered out mail in the quarantine box, click on the 'Open email' button. A new window will open with the content of the opened email. Refer to the figure.

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    If the mouse is hovered over the attachment, a text box appears with further information about this attachment. Besides the name and the MIME type of the attachment, a short info about the attachment is also displayed. Additionally, it informs whether the user is authorized to open this attachment.
    The displayed hover text box at the attachment of the sample email No Viral infection 2! from viral@anyideas.de. The left attachment is downloadable for the user, but the faded right attachment is not.



    Tags

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    New: tag multiple mails
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    To be able to use tags, the user requires Group authorization On Administrator mail tag. This must be configured by the administrator.
    • Emails can be marked with tags you have created yourself. Another article describes how tags can be created
    • Each new e-mail is then checked to see whether it has any similarities with the e-mail with the assigned tag. The new email is then also assigned this tag accordingly.
    • The button opens a dialogue in which an email can be tagged.
    • In addition, several e-mails can be tagged at the same time.
      To do this, these must be selected using the checkboxes and then tagged using the Tag emails button.
    Caption Value Description Tag UTMuser@firewall.name.fqdnEmail management
    Tag: »Advertising A list of the tags created. Only one tag can be selected.
    Description: Emails whose content is clearly unsolicited advertising The description of the tag selected above is inserted.
    The selected tag is applied with the button.


    Resend email/s

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    To be able to resend emails, the user needs to be a member of a Group that allows the forwarding of emails. This must be configured by the administrator.

    Send again UTMuser@firewall.name.fqdnEmail management Send again Besides the default setting Original recipients, the possible other recipients are also displayed Resend is available for emails with the tag:

    • Filtered
    • Quarantine

    Emails that have been discarded, rejected or already successfully delivered cannot be redelivered.
    An opened email can be resend individually or several highlighted emails can be resend at the same time. After clicking the Send again button, the following dialog appears: Under Recipients:, Original recipients is selected by default. Then all selected emails or the opened email will be send to their original recipients.
    Alternatively, a specific arbitrary e-mail address is selected. Then a delivery is made to this selected recipient.
    After selecting the recipient, click Send againSend again to confirm the operation.

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    It must be ensured that resend emails are free of unwanted malicious code.
    These emails do not pass through the mailfilter again.

    Statistics

    Statistics UTMuser@firewall.name.fqdn Example statistics

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    Display updated

    The statistic shows a temporal overview of all emails for 30 days. These mails are categorized according to their tags.

    Mailfilter administrators can select here whether they want to display statistics about all users or only for a specific mailbox.

    Retrieved from "https://wiki.securepoint.de/index.php?title=UTM/UI/E-Mail_Verwaltung&oldid=98069"