Vade Retro mailcube Use and care manual

Get$a$better$inbox!$
Administration guide – MailCube

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TABLE OF CONTENTS
1INTRODUCTION ............................................................................................................................................... 4$
2GENERAL PRINCIPLES .................................................................................................................................. 5$
ABOUT SPAM ........................................................................................................................................................ 5$
ABOUT COMMERCIAL E-MAILS AND SOCIAL NETWORK NOTIFICATIONS ............................................................... 5$
VADE RETRO’S TECHNOLOGY .............................................................................................................................. 5$
VADE RETRO TECHNOLOGY’S STRENGTH: ........................................................................................................... 6$
PREDICTIVE HEURISTIC ANALYSIS ........................................................................................................................ 6$
SAFE UNSUBSCRIBE ............................................................................................................................................. 6$
3GETTING STARTED ........................................................................................................................................ 7$
INITIAL STARTUP .................................................................................................................................................. 8$
4ADMINISTRATE YOUR MAILCUBE............................................................................................................ 9$
5CONFIGURING YOUR MAILCUBE............................................................................................................ 11$
HTTPS Web Interface ................................................................................................................................................ 12$
Activating TLS on inbound email streaming.............................................................................................................. 13$
Activating TLS on outbound email streaming............................................................................................................ 14$
6CONFIGURE YOUR INTEGRATED MAIL RELAY................................................................................. 16$
Receiving messages .................................................................................................................................................... 16$
Queuing....................................................................................................................................................................... 17$
Sending messages ....................................................................................................................................................... 18$
Activation of outgoing filter ....................................................................................................................................... 19$
Receiving messages .................................................................................................................................................... 19$
Queuing....................................................................................................................................................................... 20$
Sending messages ....................................................................................................................................................... 21$
7CONFIGURING YOUR FILTER ENGINE .................................................................................................. 22$
IP filtering................................................................................................................................................................... 22$
Protocol filtering......................................................................................................................................................... 23$
Domain filtering.......................................................................................................................................................... 23$
Address filtering ......................................................................................................................................................... 25$
Content filtering.......................................................................................................................................................... 26$
Antivirus filtering ....................................................................................................................................................... 27$
Domain filtering.......................................................................................................................................................... 28$
Address filtering ......................................................................................................................................................... 29$
Content filtering.......................................................................................................................................................... 30$
Antivirus filtering ....................................................................................................................................................... 31$
Custom added headers ................................................................................................................................................ 31$
8 MONITORING CONFIGURATION INTERFACE ..................................................................................... 32$
MONITORING...................................................................................................................................................... 32$
SYSLOG EXPORT ................................................................................................................................................. 32$
ALERTS............................................................................................................................................................... 33$
9 AUTOMATIC UPDATES ................................................................................................................................ 34$
10 USER ACCOUNTS MANAGEMENT.......................................................................................................... 35$
Settings for account reports.......................................................................................................................... 35$
General settings ............................................................................................................................................ 35$
User settings ................................................................................................................................................. 36$
Settings of mutual account reports (Administrator Access) ......................................................................... 37$

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Known mailboxes.......................................................................................................................................... 38$
Accounts discovery ....................................................................................................................................... 39$
ALIASES ............................................................................................................................................................. 40$
THE MUTUAL ACCOUNT...................................................................................................................................... 41$
ACCOUNT REPORTS ............................................................................................................................................ 42$
11 DOMAIN MANAGEMENT AREA .............................................................................................................. 46$
Routing.......................................................................................................................................................... 46$
Filtering ........................................................................................................................................................ 47$
User accounts ............................................................................................................................................... 48$
Mailboxes...................................................................................................................................................... 49$
12 MAINTENANCE ............................................................................................................................................ 49$
PRESENTATION OF THE MAINTENANCE INTERFACE ............................................................................................ 49$
Backup .......................................................................................................................................................... 51$
Configuration export .................................................................................................................................... 51$
Update........................................................................................................................................................... 52$
System ........................................................................................................................................................... 52$
General information ..................................................................................................................................... 53$
13 HIGH AVAILABILITY CONFIGURATION ............................................................................................. 53$
14 ACCESS TO LOGS ........................................................................................................................................ 56$
15 ACCESS TO STATISTICS............................................................................................................................ 58$
STATISTICS HOMEPAGE INTERFACE .................................................................................................................... 58$
PRESENTATION OF THE INTERFACE FOR CHRONOLOGICAL CONSULTATION OF STATISTICS ................................ 59$
16 HOMEPAGE ................................................................................................................................................... 60$
PRESENTATION OF THE HOMEPAGE INTERFACE .................................................................................................. 60$
Homepage ..................................................................................................................................................... 60$
The dashboard .............................................................................................................................................. 61$
17 FAQ................................................................................................................................................................... 62$
WHAT IF AN UNWANTED MESSAGE HAS NOT BEEN BLOCKED? ........................................................................... 62$
WHAT IF A MESSAGE IS BLOCKED BY MISTAKE?................................................................................................. 62$
HOW DO IACCESS USER ACCOUNTS FROM OUTSIDE MY NETWORK?................................................................... 62$
18 APPENDICES ................................................................................................................................................. 63$
DIAGRAM OF RELATIONSHIPS BETWEEN THE APPLIANCE AND RELATED SYSTEMS ............................................. 63$
DEPLOYING THE FEEDBACK TOOLBAR WITH WINDOWS SERVER....................................................................... 64$
Requirements ................................................................................................................................................ 64$
Creating the deployment policy (GPO) ........................................................................................................ 65$
Results of the configuration .......................................................................................................................... 68$

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1Introduction
Welcome to a spam-free world!
Thank you for choosing MailCube to protect your messaging system while filing away all low-priority
messages.
The MailCube appliance relies on the unique filtering technology developed by Vade Retro
Technology, which integrates several thousand rules that our experts refresh in real time. MailCube
also integrates a predictive heuristic filter, a Vade Retro exclusivity that allows anticipating and
blocking certain categories of new-generation spam even before they spread on your network.
Heuristic technology also allows Vade Retro Technology to provide a classification for commercial
messages and social network notifications, thereby allowing you to get a pleasant and uncluttered
mailbox.
Furthermore, Vade Retro Technology solutions offer a unique feature on the market: safe
unsubscription. It allows users to unsubscribe from unwanted commercial e-mails in a single click
directly in the area where e-mails are classified and from generated reports.
The aim of this manual is to explain how to operate physical and virtual MailCube appliances, how to
integrate them into your messaging system and how to customize them accordingly.

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2General principles
Vade Retro, a French software vendor with technology ahead of its
time…
The information in this chapter will allow you to find out more about spam-related threats
and the antispam technology implemented on your MailCube.
About spam
Did you know that more than 90% of electronic messages circulating worldwide are spam?
E-mail within a company is as much an indispensable tool as it is a major source of spending (loss of
employee productivity and even a breach of your company’s security).
Many studies have highlighted the cost of spam – on average, it represents a cost of 2.5 man-days a
year for the company! This cost includes both the direct cost (bandwidth consumption, storage of
undesirable mail, etc.) and indirect cost (employee’s time wasted processing spam). This works out to
about 250,000€per year for a company of 100 employees(1).
(1) Source: Radicati group
About commercial e-mails and social network notifications
Even after a powerful antispam has done its job, commercial e-mails and social network notifications
still represent more than 50% of the messages that reach your inbox. At Vade Retro, we call these
“graymail”. Graymail refers to low-priority messages that are occupying an increasing amount of space
in inboxes.
Commercial e-mails provide ways to unsubscribe in order to stop receiving them. However, these links
are sometimes not clearly visible to the user, or the unsubscription process is tedious and many users
dread the inappropriate use of information or the insertion of viruses/malware.
However, unsubscribing is still the best way to optimize the contents of a mailbox. It just has to be
simple and safe.
Vade Retro’s technology
Technology is the catchword at Vade Retro. 60% of its employees are dedicated to the research and
development of Vade Retro’s filter kernel.
Vade Retro’s antispam technology uses thousands of rules, each contributing to a comprehensive
assessment of every message, without the need to learn the specifics of each deployment site
and without querying an external reference server.
The main advantages of Vade Retro technology are:
!Immediately operational processing, no learning time required
!No external connection to analyze messages.
!Very high processing speed.
!Small amount of system resources required.
!Compact and universal development.
!Innovative technologies such as graymail classification (Commercial e-mails, Newsletters and
social network notifications) as well as safe unsubscription in one click.

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Vade Retro Technology’s strength:
Predictive heuristic analysis
The engine uses a complex system of unpredictable heuristic rules deduced from the analysis of all
the components of a message (header, subject, body text, html, attachments,etc).
Heuristic rules are determined by our experts who look for unique features typical of certain types of
messages (often sent by robots) in order to identify future messages with the same
characteristics (predictive heuristic filter).
Determining such rules requires complete familiarity with the techniques used in the e-mails as well as
broad general knowledge of spamming practices.
Our experts are assisted in their research by tools that have been developed specifically for this
purpose, which allow new hypotheses to be tested quickly. They also continuously use collections of
spam and legitimate messages that help in validating rules. These collections have been built up
progressively since the beginning of Vade Retro’s development.
With the implementation of a predictive heuristic analysis, Vade Retro technology is able to
anticipate certain types of undesirable mail and viruses before they spread on your network. This new
feature intends to meet publishers’ minimum intervention time limit which imperatively requires an
upgrade of the engine or of signatures during an attack.
With MailCube you will benefit from the latest technological advances from our laboratory experts.
Safe Unsubscribe
Safe Unsubscribe is an exclusive Vade Retro Technology service that automatically detects
unsubscription links in the contents or headers of messages in order to offer the user a safe and
simplified unsubscription.
After it detects unsubscription links, the Safe Unsubscribe technology will browse web pages by
executing all the actions needed for a proper unsubscription with the automatic detection of an
unsubscription confirmation. In the case of unsubscriptions by e-mail, Safe Unsubscribe will send a
formatted e-mail to the advertiser for an automatic unsubscription. This whole process is fully
seamless for the user.
For quicker execution, the browsing process is outsourced so that is takes place in the Vade Retro
Technology datacenter. In less than 2 seconds, the user will be able to see the status of his
unsubscription in his interface:
!Successful
!In progress
!Failed

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3Getting started
Understanding the solution in just a few clicks…
The instructions contained in this chapter allow you to master the use of your new antispam device in
just a few minutes. They are based on the default settings of the appliance, which provides you with
the immediate maximum protection of your mail server.
MailCube MC2requires no intervention on your part – it analyzes and processes content and sets
aside undesirable mail from your mailbox 24 hours a day, with total autonomy
MailCube MC2will inform users of its activities through reports that they will receive regularly in their
mailboxes.
General recommended architecture
The MailCube MC ²appliance fits into your architecture by being placed in the path of
SMTP traffic. The figure below (Figure 3-1) shows the architecture recommended by Vade Retro
Technology.
Figure 3-1 Architecture recommended for MailCube MC ²(Pro)
The integration of the appliance requires certain ports to be opened on your firewall and e-mail
server (to update connectors) in order for MailCube to run properly. Details of these elements are
given in Appendix 18.1
Standard Model
SC510-200BM SuperMicro server
X8SIL-F motherboard
Intel CI3-550 Dual Core processor
2048 MB of 1333Mhz DDR3 RAM (1x2GB)
500GB hard disk
7200 tpm non-hotplug SATA3
2 Gbps network interfaces
200W non-hotplug power supply
Size: 19’’
Virtual Appliance
!64 bit dual core (1 core for Hyper-V)
!2GB of RAM
!60GB of storage
!Delivery format: .ova / .vhd
Pro Model
SC815TQ-R650UBK SuperMicro server
X8SIU-F motherboard
Intel Pentium XEON X3450 Quad Core
processor
4096MB of DDR3 1333Mhz RAM (2x2GB)
2 x 500GB hard disks
7200 tpm RAID 1 hotplug SATA3
2 Gbps network interfaces
2 650W hotplug supplies
Size: 19”
Compatible hypervisors:
!ESX 3.X, 4.X, 5.X
!Hyper-V 2008 - 2012
!Xen Server
!QUEMU

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Initial startup
Upon receipt of your MailCube, you will be provided with a Getting Started guide. This guide
explains step by step the prerequisites to check and basic actions to perform in order to
access the administration interface (Figure 3-1).
Figure 3-2 Getting Started guide, Virtual Edition
The elements shown in the initial startup are not set. They may be modified later from the
administration interface.
Warning: The items shown in step 7 and 8 must allow access to internet. Internet access is needed
in order to activate MailCube as shown in step 10.
Once the startup process is over, you can access your MailCube from the defined IP
address or hostname (Chapter 4).

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4Administrate your MailCube
A streamlined interface allowing you to get to the point
In this chapter you will find the information allowing you to access your MailCube administration area.
Connecting to the administration interface
To log on to your administration interface, enter in your web browser the IP address assigned to
your MailCube during startup (or the DNS equivalent), followed by the port 8080. You will then reach a
home page asking you to enter your username and password (Figure 4-1). The input should be in this
format: http://XXX.XXX.XXX.XXX:8080 or http://appliancename:8080/
The default username and password are: admin / admin
During your first login you will be asked to modify your password (Figure 4-2).
You can already choose the language you wish to browse in. While you browse, the menu to select
the language will be displayed at the top right.
Figure 4-1 Login screen
You can always change this password later by clicking on the small yellow key above the
navigation bar of the interface (Figure 4-3)

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Figure 4-2 Password personalization screen
Figure 4-3 Password modification button
Sections of the administration area
The administration area consists of:
!The home page with indicators regarding message processing and the
licenses associated with your MailCube.
!The configuration interface where you can change the appliance’s network settings and
configure and customize your overall mail security policy (define filter rules).
!The domain management interface where you can customize your mail security policy by
domain
!The statistics interface allowing you to configure dashboards.
!The filter logs interface.
!The interface to access information and maintenance options: appliance’s backup
policy, exporting configurations.
!The user account settings interface.
!The interface to configure high availability.
Logging off from the administration area
To end your session, click on the “Logout" button located in the upper right side of your interface.
Figure 4-3 Button to log out from the administration interface

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5Configuring your MailCube
Integrate the appliance completely into your architecture
This chapter explains the fields to enter during the configuration of your MailCube so that it can filter
incoming mail according to Vade Retro’s predefined settings.
Network settings interface
To access the settings interface, click on "Configuration" then "Network". See Figure 5-1.
Figure 5-1 Network settings interface
The settings interface offers a mask during the validation or modification of the network settings
defined the first time the solution was powered up. Each time information is entered, a tooltip will
define the type of content to enter in the text box (Figure 5-2).
Figure 5-2 “Server name” field and the associated tooltip
Here you will be able to validate the following information:
• Server name: the name you would like to give with your domain extension (e.g.
mailcubename.yourdomain.com).
• Primary Network Interface: Network information for the first interface of the appliance (IP
address, Subnet Mask, IP Gateway).
• Secondary Network Interface: network information for the second interface of the appliance (IP
address, Subnet Mask, IP Gateway). This interface has a DHCP server. It will allow you
to physically take control of the appliance in case you misplace the configuration of
the primary interface.
• DNS Server: The domain name servers (DNS) entered will allow the appliance to communicate with
other devices on your network (e-mail server, etc...) using the DNS name.
• Proxy Server: This field must be entered if you use a proxy server to access the internet.
• NTP Clock Synchronization: This setting will allow the appliance’s clock to synchronize with your
network clock and especially with the e-mail server.

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Definition of the appliance’s access policy
To access the settings interface, click on "Configuration" then "Security". See Figure 5-3.
Figure 5-3 Security settings interface
In the Security menu, you can implement security policy for these following flows:
!Web interface including SSL and certificates management
!TLS on the inbound email flow
!TLS on the outbound email flow
HTTPS Web Interface
This interface offers a security policy on the web interface access using the connection IP and a SSL
management in order to activate the HTTPS by using either an auto-signed certificate or a certificate
provided by an authority of certification
Figure 5-4 Access to the security settings interface (HTTPS)
When the "IPs or networks authorized to connect" list is empty, IP addresses trying to log on
to the administration interface will not be checked. If you add an address, the list
becomes restrictive and only addresses present in this list can access the MailCube administration
interface.
Be carefull, by activating HTTPS, it is mandatory to set up a certificate. Without any certificate, the
browser shows a security warning before showing the webpage.

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Activating TLS on inbound email streaming
The TLS is a security protocol for exchanges on the Internet. Activating the TLS on the email
streaming turns on the encryption of SMTP connections.
TLS Mode:
!The “permissive” mode makes the MailCube compatible with encrypted inbound connections
by receiving the content of these connections and receiving also non-encrypted connections.
!The restrictive mode makes the MaiLCube compatible with encrypted inbound connetions but,
by activating this setting, the mailcube received only encrypted connections and rejects all
non-encrypted connections.
Figure 5-5 Access to the security settings interface (Inbound TLS)
Be carefull, by activating TLS on inbound streaming, it is mandatory to set up a certificate. Without any
certificate and the TLS activated, the inbound streaming doesn’t work. Emails are not received.

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Activating TLS on outbound email streaming
The TLS is a security protocol for exchanges on the Internet. Activating the TLS on the email
streaming turns on encryption of outbound SMTP connections.
TLS Mode:
!The “permissive” mode makes the MailCube adaptative to the recipient’s server. If the
recipient’s server is compatible with TLS, MailCube sends emails using an encrypted
connection. If not, the MailCube sends emails using a normal connection.
!The restrictive mode allows sending emails only when the recipient’s server is compatible with
TLS. This restrictive mode can be applied only for a list of domain names.
Figure 5-5 Access to the security settings interface (Outbound TLS)
Domain declaration interface
Declaring domains will allow MailCube to intercept e-mails you wish to filter. The appliance will
analyze received traffic, apply the configured actions and send the remaining e-mails to the defined e-
mail server. Figure 5-5 shows the domain administration interface.
Figure 5-5 Domain configuration interface
Be carefull, by activating TLS on outbound streaming, it is mandatory to set up a certificate. Without
any certificate and the TLS activated, the outbound streaming doesn’t work.

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By clicking on "Add", you will reach an interface in which you will enter domain names. The syntax to
follow is the one shown in Figure 5-6.
Figure 5-6 Adding new domains
The IP address to enter is the address of your mail server or a router that redirects traffic to your mail
server.
The “Default Route(s)” will define an e-mail server/router common to all domains.
Your MailCube appliance will now filter your e-mail traffic. An advanced setup interface allows you to
define your own filter rules (Chapter 7).

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6Configure your integrated mail relay
Vade Retro Technology stays by your side
In this section, all settings are pre-entered with the values recommended by VadeRetro Technology.
You can of course customize these values to adapt the solution to your needs.
Interface for incoming server configuration
To access the integrated e-mail server configuration in the left menu, click on “Mail Server”
under "Incoming". (Figure 6-1).
Figure 6-1 Configuration of the incoming server
This section allows you to configure 3 elements of your e-mail server:
!Receiving messages
!Queuing messages
!Sending messages
The terms “Receiving” and “Sending are to be taken into account for the direction of e-mail
traffic. Thus for the incoming traffic, what is received is what enters the MailCube appliance,
what is sent is what goes out to your e-mail server.
Receiving messages
Several elements can be customized here: (figure 6-2)
!The server name sent to the server that sends the message during the HELO command.
Some servers check whether the domain shown in the HELO and sender domain match. To
be more efficient in monitoring remote senders, feel free to add your domain name (eg.
mailcube.domainname.com).
!The maximum incoming message size accepted.
!The list of IP addresses allowed to relay messages if a system is upstream from your
MailCube (eg. firewall).
!The number of concurrent sessions available for each sending SMTP server.
!The number of connections opened by the same sender address.

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Figure 6-2 E-mail server section –sub-section: Reception
Queuing
In this sub-section, you can customize queue management on your MailCube: (Figure 6-3)
!Maximum number of queued messages.
!Maximum retention time of a queued message.
!Maximum retention time of a queued non-delivery notification message.
Please note that when the queue is full, new messages are automatically rejected.
Figure 6-3 E-mail server section – sub-section: Queue

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Sending messages
In this sub-section, you have a number of options for sending messages: (Figure 6-4)
!Customization of the default outgoing route (your e-mail server or a router for example).
!Enabling the sending of non-delivery notifications.
Figure 6-4 E-mail server section – sub-section: Sending
Interface for outgoing server configuration
To access the integrated e-mail server configuration in the left menu, click on “Mail Server”
under "Outgoing". (Figure 6-5).
Figure 6-5 Outgoing server configuration
This section allows you to set 4 elements of your e-mail server:
!Activation and configuration of the outgoing routing filter
!Receiving messages
!Queuing messages
!Sending messages
The terms “Receiving” and “Sending are to be taken into account for the
direction of e-mail traffic. Thus for the outgoing traffic, what is received
is what enters the MailCube appliance from your mail server, what is sent is
what goes out to the internet.

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Activation of outgoing filter
MailCube offers two modes of outgoing routing (figure 6-6):
- One routing + filtering of e-mails to preserve your domain reputation,
- One routing in transparent mode to centralize your internal traffic.
By enabling the outgoing server (Figure 6-6), you will filter outgoing traffic with the Vade Retro
engine.If you want to use the MailCube in routing mode only, you must select "Transparent
mode (routing only)".
The prerequisite for this feature is the redirection of the connectors coming out of your e-mail
server towards MailCube’s IP address.
Figure 6-6 Outgoing e-mail server configuration
Receiving messages
Several elements can be customized here: (figure 6-8)
!The server name sent to the server that sends the message during the HELO command.
Some servers check whether the domain shown in the HELO and sender domain match. To
be more efficient in monitoring remote senders, feel free to add your domain name (eg.
mailcube.domainname.com).
!The maximum incoming message size accepted.
!The list of IP addresses allowed to relay messages if a system is upstream from your
MailCube (eg. firewall).
!The number of concurrent sessions available for each sending SMTP server
!The number of connections opened by the same sender address.

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Figure 6-8 Outgoing e-mail server section –sub-section: Reception
Queuing
In this sub-section, you can customize queue management on your MailCube: (Figure 6-9)
!Maximum number of queued messages.
!Maximum retention time of a queued message.
!Maximum retention time of a queued non-delivery notification message .
Please note that when the queue is full, new messages are automatically rejected.
Figure 6-9 E-mail server section –sub-section: Queue