The mxHero team is committed to help you on your Mail2Cloud PoC and deployment. Here we describe the steps to have a successful implementation of the products you want to evaluate.
First of all, please register your domain on the Mail2Cloud dashboard.
The Archive product provides 3 tools to archive emails into the cloud:
- Archiving Address: a special email address to which you can send emails that will be saved into your cloud storage service.
- Email Sync: a service that will connect via IMAP protocol on your email server, read the content according to the given criteria and save the retrieved messages into your cloud storage account.
- PST Importer: read uploaded PST and unpack them into your cloud storage account in an organized folder structure.
You can use Archiving Address on several situations, from simply forwarding a message in your inbox to the special archiving address, or bcc'ing the special address when you are sending a message to someone else, to also use the special address on the your email system to automatically copy messages to the cloud storage, via "journaling" (MS Exchange) or any other method your email service supports.
if you plan to use the automated method (through the email server integration) you will need:
- MS Exchange or Office 365: the system administrator to set up the Journaling rule on service configuration
- Google Apps: the full administrator to configure the rules.
For email sync, we'll depend on the type of email service you are using. All we need is to connect to your email server to read the messages you want to save into the cloud storage. Actually we connect in a pretty similar way your email client connects to your email server.
- Gmail Single Account: you have to provide your own authorization when selecting this option
- Google Apps: To be able to read content from all your Google Apps accounts, the system will require you to install this application. The Google Apps administrator will be necessary in this case.
- Office 365: the system will ask you for a user name and password. If you provide an user name and password of an Office 365 administrator, you'll be able to access any user's account. Otherwise you'll be able to access only the emails of that specific user, or any emails which this user has access to (example: a team shared account).
- MS Exchange: similar to Office 365, however you also need to provide the hostname and port to your on prem Exchange server. Again, this service will connect using the IMAP - IMAP/S protocol, so you have to make sure your Exchange server is accessible from the internet and have the ports allowed through your firewall (generally 143 for IMAP and 993 for IMAP/S).
- IMAP Server: similar to on prem Exchange, where you have to provide the credentials and the server access information. Important to mention that on regular IMAP servers, you are only able to access your account data, as regular IMAP implementations won't support you to "invoke" other user's account through your authentication.
This tool will require only the PST you want to import. The PST must be uploaded into your cloud storage account. The tool will pick up the selected PST and unpack the content (messages and attachments) into a structured folder of your choice.
Fusion will automatically integrate your email system with cloud storage, by seamlessly uploading your attachments to the cloud and replacing them, in flow, with links to the uploaded files. Security, enhanced experience, IT infrastructure optimization and cloud storage adoption are some of the benefits of leveraging this technology. Given the nature of this product, it will be the one that will most require participation of the IT administrators.
Fusion can be configured in the inbound and outbound flow. It can also be configured with any email server. The majority of the popular email servers will also support the intra-bound flow - messages from email@example.com to firstname.lastname@example.org.
Office 365, MS Exchange and Google Apps will support inbound and outbound Fusion enabled for specific users. In general, other email servers will require a company wide deployment, as server routing changes will be required. Even doing selective routing the process will require the email service administrator.
Here are the steps for selective routing on:
- Office 365
- Google Apps
- MS Exchange - please contact the mxHero support.
If you plan to deploy Fusion for the whole company, you can route all the email flow through the mxHero servers. Google Apps and Office 365 support automatic configuration done via Mail2Cloud dashboard, on "Domains" section. The email system administrator must follow the provided steps.
For general email deployments, to set up Mail2Cloud in the inbound, you can change the MX records, which will require access to your DNS configuration. For the outbound, this will depend on your email server, but basically you need to relay all outgoing emails through the mxHero servers. You can find more details here.
CLOUD STORAGE ACCESS
You can work on Mail2Cloud with your regular cloud storage user. However there are some situations in which you want to handle more than one user content in a row, when you are using Email Sync over a list of accounts or when you are using Fusion for the whole company. Instead of creating a single task or individual rule for each one, a single configuration can cover all your company users. In these cases, when you are using a cloud storage admin or co-admin account, this user can "impersonate" other user's account and save content on your behalf. Let's have Fusion as an example:
You have a law firm of 5 people. You configure a single Fusion rule by setting:
- For lawfirm.com, upload and replace my attachments to email@example.com at folder "M2C Fusion/Attachments".
- When firstname.lastname@example.org sends a message to email@example.com, as firstname.lastname@example.org is the cloud storage admin account, the system can save the attachment being sent from email@example.com into Bob's storage account, even though on the system is configured to use firstname.lastname@example.org's credentials.
In these cases you'll need the cloud storage administrator to set up the authentication on Mail2Cloud to leverage this capability.