Organization Spam Control

Organization Spam Control

Spam Control section provides options to customize the Spam Control options, with custom controls to reject emails or move the emails to 'Quarantine' area from where the administrator can approve or reject the emails.

SPF Verification:

SPF or Sender Policy Framework are the DNS records that define the email servers that are allowed to send emails based on the particular domain.  For incoming emails, the SPF validation is based on the sending domain's published SPF Record and the IP from which the emails are received. In case of a conflict, the SPF validation returns soft fail or fail for the emails. The administrator can choose to 'Temporary Reject' or 'Reject' or 'Allow (Process further)' or 'Move the emails to Quarantine' for the SPF Soft Fail and Fail cases. 

The SPF Soft Fail and Fail are based on the domain's SPF Records set for the domain. 

  • Permanent Reject: To directly bounce back the emails, if the SPF fails/ soft fails based on the option chosen.
  • Temporary Reject: To temporarily reject emails with 4xx errors. The retries will be checked for SPF Again and will be accepted if the sender has corrected or updated the SPF records.
  • Allow: To move the email to further Spam Processing, without rejecting the email.
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator.

DKIM Verification:

When an incoming email has a DKIM signature in the header, the DKIM validation happens for the email. In case the DKIM is found not valid, then the administrator can choose one of the below actions for such emails.  

  • Permanent Reject: To directly bounce back the emails, if DKIM Validation for the email fails. 
  • Temporary Reject: To temporarily defer the emails. 
  • Allow: To move the email to further Spam Processing, without rejecting the email.
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator.

Zoho Blacklist (DNSBL)

Zoho maintains a consolidated Blacklist based on User Spam Marking, Abuse patterns and certain third-party blacklists subscribed by us. Similar to SPF and DKIM, the organization administrator can add rules to control the execution of the Zoho Blacklist. The administrator can control the delivery of emails based on his organization's requirements. 

  • Permanent Reject: To directly bounce back the emails, if the sending domain/ email address or IP address is present in the Zoho Blacklist.
  • Temporary Reject: To temporarily defer the emails, if the sending domain/ email address or IP address is present in the Zoho Blacklist
  • Allow: To move the email to further Spam Processing, without rejecting the email. 
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator. 

Quarantine Messages

The Quarantine is the section, where the emails, which may be considered as Spam due to SPF/ DKIM validation failure or based on Organization or Zoho Blacklist, can be optionally moved for review by the administrator based on Antispam.

From the quarantine, the administrator can select multiple emails and click Deliver to deliver the emails to the Inbox of users. Similarly, to reject the emails, the administrator needs to select the emails to reject and select delete. 

The administrator can click the email to view the message headers of the email.

Whitelist Email/ Domains:

Whitelists can be defined commonly for the entire organization. The administrators can define entire domains or specific email addresses as a Whitelist domain/ email address to make sure that the emails from the domain do not get marked as Spam. However, in case there is an SPF failure, and there is no action set for SPF failure, the whitelist domain/ email will not be marked as 'Not Spam'. In case of SPF failure, the email may be a possible Spoofed Email, and hence the email address/ domain added to the whitelist will not be effective in that case. 

The Trusted Domains list in the Whitelist section refers to the domains that do not need to undergo any Spam Processing at all. You can add domains for which you do not want any spam processing to happen in this section. Emails from these domains will directly get delivered to your mailbox. If a domain that you have added in the Trusted Domains list sends a spoofed email, this will also get delivered to the respective mailbox.

This is particularly handy when you know that the sending domain has incorrect SPF/ DKIM settings and you want to allow only these domains from your otherwise strict SPF/ DKIM policies for Spam Control.  

Blacklist Email/ Domains:

Blacklists can also be defined commonly for the entire organization. The administrators can mark entire domains, TLDs or specific email addresses as Blacklist domain/ Blacklist Email address. In these cases, even if the domain passes the SPF test, the email from that domain will be marked as Spam.

The administrator can control the delivery of emails based on his organization's requirements. 

  • Allow Email: To allow the email to reach the recipient's account.
  • Reject: To directly bounce back the emails, if the sending domain/ email address is present in the administrator-defined Blacklist.
  • Quarantine: To move the email to the Spam Quarantine, for review by the administrator. 

Note:

You will not be allowed to include your domain's TLD to your Organization Blacklist.

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