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Efficient use of email addresses in Axigen

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  • Efficient use of email addresses in Axigen

    As you all know, in Axigen you can create many types of email addresses. These are:
    • Accounts
      • Permanent Aliases on Accounts
      • Temporary Aliases on Accounts
    • Groups
    • Mailing Lists
    • Public Folder Recipients.
    Choosing one type of another for nominal (actual users) or generic (sales@, support@, office@) email addresses depends on the objectives for that email address.

    ACCOUNTS

    Obviously, Accounts are the main and simplest to understand. They provide a login and they have a mailbox (Inbox, Sent, Calendars, Contacts, Drafts folders etc.). On Accounts one might have one or more aliases (for a maximum of 256). These aliases can be either permanent (configured by the administrator) or temporary (requested by users in the Settings screen of their WebMail).

    So let's image an account (john.smith@domain.tld). This account allows its holder to login into Axigen Client and Submission Services WebMail / WebMail Standard / WebMail Mobile / IMAP / POP3 / SMTP. On this account, the admin might set a permanent alias (e.g. js@domain.tld). Note that no account having the name js@domain.tld will not be accepted as it will conflict with this alias.

    Now, if the company would like to publish a sales@domain.tld and John would be the only one that would need to receive these email addresses, it would make sense to create a permanent alias on the john.smith account under the domain.tld domain. This way, only one license seat is consumed.

    GROUPS

    Groups are special email objects in Axigen. They are created under a certain domain and can have either static members (local, external or other groups) or dynamic membership (all users on group's domain, all users on server, all users on cluster). Further more, groups can be configured with submission rules (who is allowed to send emails to the group email address). These group submission rules can be either:
    • anybody
    • any user from server
    • any user from group's domain
    • group and subgroup's members
    • group direct members
    • nobody (used to disable the group)
    Important to note that emails sent to a group's address and delivered to one or more mailboxes are stored only once in the Axigen UltraStorage. So, a 20 Mb email send to a group that has 10 members will only be stored once in the Axigen storage. Each of the recipients will see a copy of the email. Once all users will delete the reference to this email, then the hard copy of the email is deleted from the storage.

    A group's email address, if configured so, can be used by Accounts in the domain as From address.

    Important also to note is that groups do not have mailboxes associated with them. They are just a reroute mechanism.

    Taken as the sales@domain.tld example, in case multiple accounts would need to manage the sales@ email address, then a group could be setup and this would not consume mailbox licenses.

    The fact that a group does not have a mailbox associated with it, means that messages sent to the group are only present in the mailboxes of its members.

    Groups, like accounts, can have Message Filters configured and executed for inbound emails to the group.

    MAILING LISTS

    These are special email objects that carry more functionality than groups. In essence, a ML is a group with a mailbox and something on top. It also has a list of members. Its members are only statical but in addition to groups, users (either local or external) can choose to (if enabled) subscribe or unsubscribe by themselves. Moderation can be required either for new user's subscription or posting to the mailing list.

    Maillist have login rights to WebMail Standard / IMAP / POP3 / SMTP.

    As it has a mailbox associated with it, a maillist's quota and restrictions can be configured by an administrator.

    An Axigen mainling list also allows configurable rules for Message Header manipulation and configurable headers and footers as well as message templates for various error and reply messages.

    PUBLIC FOLDER RECIPIENTS

    A Public Folder Recipient is an email address associated with a Public Folder. A Public Folder can have one or more email addresses associated with it with a maximum of 10000 such email addresses configurable on a server.

    Users in the Public Folder's domain can be allowed to have read / write and send on behalf permissions for the Public Folder and its associated email addresses.

    A Public Folder Recipient is another good mechanism of exporting an generic email address. Emails received to this email address are stored in the Public Folder and read by users that have been granted access to this public folder.

    Conclusions
    In Axigen, generic email addresses can be modeled in various ways that do not consume licenses.

    Furthermore, combinations can be created in order to achieve various business goals.

    For example, we can create sales@ as a group. Add 2-3-x members to this group that are accounts and another additional member which is a Public Folder recipient. This way, all inbound emails to the sales@ generic email address are also archived in a Public Folder.
    You can also create a Routing rule so that any user that sends an email out on behalf of the group's email address is BCCed to the Public Folder recipient.

    Feel free to write below other scenarios in which you made efficient use of Axigen's various email addresses.

  • #2
    Thanks for the detailed story Bogdan. Would it be an idea to 'visualize' what you've explained here as well ?
    I think it can be used well for marketing purposes and to share with (potential) partners.

    Comment


    • #3
      Memnongabi Thanks! I agree, a visual of this would be great. I'll talk to Gabi, maybe he'll spare some time for this. My drawing skills are, to be diplomatic, in their infancy stages.

      Comment

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