Definitions of the terms used across the Mail2Cloud documentation, in alphabetical order. Each entry links to the page that explains the term in full. Former product names are listed so you can find their current equivalents.
#nomxhero A hashtag a sender adds to the subject to skip Protect Attachments, Secure Email and Zip Attachments rules for that message, when the rule allows it. mxHERO removes the hashtag before delivery. See Opting Out with #nomxhero.
Account An email address that mxHERO knows about in your organization, with its aliases, tags, approval groups and storage account mappings. Accounts come from directory sync or are added by hand. See Accounts and Directory Overview.
Action What a rule does to a message, for example Protect Attachments, Copy Emails or Temporary Hold. Each rule has exactly one action. See How Rules Work.
Admin Dashboard The web console at dashboard-v3.mxhero.com where administrators configure rules, settings and integrations and view reports. See Dashboard Tour.
AI Question A variable condition that asks your own AI provider a yes/no question about each email. Security policies and rules can act on the answer. See AI Question Conditions.
Alias An additional domain or email address treated as the same as a primary one. A domain alias is processed exactly like its parent domain. See Organization and Domains.
Anyone / Anyone else Sender and recipient keywords in a rule. Anyone matches every address. Anyone else matches any address that does not match the other side of the rule, which means "external" only when the other side is Organization. See Senders and Recipients.
Approval group A group whose members can act on Temporary Hold or Request Approval items for each other. You assign approval groups to accounts. See Request Approval.
ARC (Authenticated Received Chain) An email standard that records SPF, DKIM and DMARC results before mxHERO changes a message. mxHERO seals every message it delivers as mxhero.com. See SPF, DKIM and DMARC.
Authenticated link An mxHERO Shares link that only the intended recipient can open, after signing in with an emailed code, Google or Microsoft. See Link Types and Security.
Balanced storage account A rule setting that spreads uploads across a pool of up to 100 storage accounts to avoid per-account rate limits. See Storage Load Balancing.
Block Attachments An action that stops a message whose attachments match a filter and notifies the sender. See Block Attachments.
Border architecture A routing setup in which your MX record points to mxHERO, so internet mail reaches mxHERO before your mail system. Compare Loopback. See Routing Architectures.
Copy Emails An action that saves the email, a PDF of it and/or its attachments to cloud storage without changing the delivered message. See Copy Emails.
Copy Policy An Auto Filling policy that saves files to extra folders in addition to the rule's storage path, based on variables. See Copy Policies.
Dataset A key-value list, such as client email addresses mapped to client names, that variables use to look up values. A dataset can be filled by CSV import, by the API, or by synchronization from a cloud storage folder. See Datasets.
DKIM An email signature that proves a message came from your domain. mxHERO can sign the mail it delivers for your domain once you publish its key. See SPF, DKIM and DMARC.
Domain An email domain your organization owns, verified in mxHERO with a DNS TXT record. Each domain has a Server and optionally a Relay Server. See Organization and Domains.
Drag and Drop An action that files emails users drag into a monitored Box folder. It works with Box organization connections only. See Drag and Drop.
Email Flow The rule target for mail in transit through the mxHERO gateway. Formerly called Emailflow. See Rule Targets.
Email Flow Logs The report in Reports › Email Flow Logs that shows each message mxHERO received, the rules that ran and the delivery status per recipient, for the last 12 months. It replaced the legacy Tracing report. See Email Flow Logs.
End User App The web app at app.mxhero.com where employees release or cancel held email, approve or reject requests, and manage their mxHERO Shares files. See The End User App.
Exclusion A sender and recipient pair that makes a rule skip a message even when the rule otherwise matches. See Filters and Exclusions.
Fail open mxHERO's failure policy: if a rule cannot run, the original message is delivered unchanged and the error is logged. See How Rules Work.
Filter Policy An Auto Filling policy that decides with variables whether a rule runs on a message. A Content Filter Policy applies the same check to each attachment. See Filter Policies.
Forwarding Address A rule target with a unique @go.mail2cloud.io address. Mail sent or forwarded to it is saved to storage and never delivered. Formerly called Archiving Address. See Rule Targets.
Gateway Secret An optional value your mail system adds in the X-mxHero-Transport-Agent-Secret header. When set, mxHERO rejects messages with a missing or wrong secret. See Gateway Settings.
Group A set of accounts, usually synced from Microsoft 365, Google Workspace or LDAP, that rules can target. Groups can contain other groups. See Groups.
Individual storage account A storage account connected with one user's own sign-in. Compare Synced storage account. See Storage Overview.
Loopback A routing setup in which your mail system receives mail first, sends a copy through mxHERO with a transport rule, and receives it back for delivery. Compare Border architecture. See Routing Architectures.
Mail2Cloud mxHERO's product that moves email content into cloud storage by rule, protects attachments with links, and holds or blocks messages. See What is Mail2Cloud.
Mail2Cloud Advanced An early-access addition to Mail2Cloud, provisioned by mxHERO on request, that indexes selected email for AI search and lets users query it through mxMCP. See Mail2Cloud Advanced Overview.
Managed account An account that belongs to your organization in mxHERO. Some rule options, such as Only managed accounts and subject hashtags, apply only to managed accounts. See Accounts and Directory Overview.
Manual domain A domain you added and verified by DNS TXT record in Settings › Organization and domains, before connecting it as a domain or as an alias. See Organization and Domains.
Move Emails A mailbox rule action that saves emails to storage and then removes them from the mailbox. See Move Emails.
mxHERO Shares mxHERO's own secure storage for files sent by email, with links on your organization's <tenant>.mxherocloud.com address and data held in the US or Japan. Also marketed as mxHERO Secure Share. See mxHERO Shares Overview.
mxMCP mxHERO's read-only MCP server that lets AI assistants such as Claude and ChatGPT search your Mail2Cloud Advanced index. See Installing mxMCP.
Notification An event mxHERO records for administrators, such as a storage error or a sync failure, with a type (MAIL, STORAGE, RULE, PLATFORM), a level (INFO, WARN, ERROR) and a code. Notifications can be emailed as digests. See Notification Settings and Notification Error Codes.
Notification template Custom text for the messages and PDFs that mxHERO adds for recipients, such as embedded links, password notices and bounce notices. See Notification Templates.
OCR variables Variables that contain text read from images, scanned PDFs and Word documents. OCR is off by default and enabled by mxHERO on request. See OCR Text Extraction.
Office 365 Configuration Service The automated setup in Settings › Gateway that creates the mxHERO connectors and transport rules in your Microsoft 365 tenant. See Office 365 Configuration Service.
Organization Your company's tenant in mxHERO. It holds your domains, accounts, rules, settings and dashboard users, and has an organization ID. See Organization and Domains.
Owner and Admin The two dashboard roles. Owners have full access and manage roles; Admins have the same dashboard access but cannot create or change Owners. See Users and Roles.
Protect Attachments An action that uploads attachments to cloud storage and replaces them in the message with links. Formerly part of Fusion. See Protect Attachments.
Relay Server An optional domain setting: the host through which mxHERO sends outbound mail from that domain, for example back to your mail system in outbound loopback. See Domain Server and Relay Settings.
Reprocess Emails The page in Rules › Reprocess Emails for sending messages that could not be stored back for processing. See Reprocess Emails.
Request Approval An action that holds outgoing mail until one or more reviewers approve it in the End User App. Formerly called Supervisor Approval. See Request Approval.
Rule A configuration that applies one action to the messages that match its target, senders and recipients, filters and exclusions. See How Rules Work.
S/MIME A standard for signing and encrypting email with certificates. An S/MIME rule can decrypt, validate, sign and encrypt messages using certificates you upload. See S/MIME.
Scope A separate area of your Mail2Cloud Advanced AI index, for example for HR mail. Each Store in AI rule writes to one scope, and each mxMCP user searches the one scope their address is linked to. See Mail2Cloud Advanced Overview.
Secure Email An action that replaces the whole message body and attachments with a link to a secure page. See Secure Email.
Security Definition A named set of link settings: who can open the link, expiration, password and download options. See Security Definitions and Policies.
Security Policy An Auto Filling policy that chooses a security definition for each message based on variables. See Security Definitions and Policies.
Server The required domain setting that tells mxHERO where to deliver inbound mail for the domain, for example your Microsoft 365 tenant's MX host. See Domain Server and Relay Settings.
SMTP-Auth credentials A username and password from Settings › Gateway that a sending system uses to authenticate when relaying mail through mxHERO. Up to two per organization. See Gateway Settings.
SPF A DNS record that lists the servers allowed to send mail for your domain. Include _spf.mxhero.com when mxHERO delivers your outbound mail. See SPF, DKIM and DMARC.
Storage file path The folder path and file name pattern a rule uses when it saves files, built from text and variables. See Storage File Paths.
Store in AI A Mail2Cloud Advanced option on a rule that sends the email's text to your AI index after the rule stores its files. See Store in AI.
Strict Mode Short name for the Only process email rules with transport agent header setting in Settings › Gateway. It makes your rules run only on messages that carry your organization's Transport Agent header. See Gateway Settings.
Synced storage account A storage connection made once by an administrator for the whole organization (Box, OneDrive and SharePoint, Google Drive, Dropbox). mxHERO saves each user's mail to that user's own storage. Also called an organization connection. See Storage Overview.
Tag A label you attach to accounts so rules can target them, for example legal or vip. See Managing Accounts.
Target Where a rule gets its messages: Email Flow, User Mailboxes, Forwarding Address, or a monitored Box folder for Drag and Drop. See Rule Targets.
Template Definition and Template Policy A template definition sets the metadata values written to stored files (Box, Egnyte, mxHERO Shares). A template policy chooses a template definition based on variables. See Template Definitions and Policies.
Temporary Hold An action that delays outgoing mail so the sender can release or cancel it in the End User App before it is delivered. Formerly called Send Delay. See Temporary Hold.
TNEF (winmail.dat) A Microsoft format that wraps a message and its attachments in a winmail.dat file. Most mxHERO actions skip TNEF messages, so turn TNEF off. See Preventing TNEF Encapsulation.
Transport Agent A 32-character value unique to your organization, shown in Settings › Gateway. Your routing rules add it in the X-mxHero-Transport-Agent header, and mxHERO returns it in X-mxHero-Server for loop prevention. See Gateway Settings.
User Mailboxes The rule target for mail already stored in Microsoft 365, Google Workspace or IMAP mailboxes. Rules with this target are called mailbox rules. Formerly called Email Sync. See Rule Targets.
Variable A placeholder such as {sender_address} that mxHERO fills from each message. Variables build folder paths and file names and drive policies. You can also create custom variables. See Variables Reference and Custom Variables.
X-mxHero-Server The header mxHERO adds to every message it returns to your mail system, with your Transport Agent value. Your routing rule skips messages that have it, which prevents mail loops. See Mail Loops and Bounces.
Zip Attachments An action that replaces attachments with a password-protected ZIP file and sends the password in a separate email. See Zip Attachments.
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