Smtp Send Configuration

The following functions in MailArchiva require the ability to send email:

• Send — End-users can forward archived emails back to their mailbox from the Search interface.
• Status Reports — System administrators can receive daily system status reports.
• Alerts — System administrators can receive alerts, such as low disk space warnings.
• Auto Search — Users can receive scheduled search results by email.
• Content Filtering — Auditors can receive notifications when messages matching specific criteria are detected.

Not all functions are required in every deployment. At minimum, status reports should be enabled, so the system can be monitored. All of the above functions require an SMTP Client Connection to be configured under Configuration → Connections.

Send Permissions

Status reports, alerts, auto search notices, and content filtering notifications only require a mailbox that can send email. No special permissions are needed. The Send function in the search interface allows a user to send a restored message so that it appears to come from the original sender. This requires special permissions, depending on the selected Send strategy.

SMTP Send strategies

There are three SMTP Send strategies:

• Preserve message — The original message headers are preserved. When the message is delivered to the mailbox, it appears exactly as it did originally. This requires Send As permissions in Exchange.
• New message-id — All original headers are preserved except the message-id. A new message-id is generated, so Exchange treats it as a new message and delivers it even if the original message was previously received. This also requires Send As permissions in Exchange.
• Send as attachment — The archived message is sent as an attachment. Because the system is not attempting to impersonate the original sender, no special Exchange permissions are required.

Send As Permissions for all mailboxes

If MailArchiva must send messages so they appear to come from any user, the SMTP account (for example, supermailer@contoso.com) must be granted Send As rights on all user mailboxes. These permissions are needed to preserve messages and new message sending strategies above (not send as attachments).

Step 1: Connect to Exchange Online

Step 2: Grant Send As on all user mailboxes

Step 3: Verify on a sample mailbox

The result should show:

AccessRights: SendAs

Handling new mailboxes

Send As permissions are stored per mailbox. New mailboxes will not automatically include the service account. To maintain permissions, schedule a script that runs regularly.

Example maintenance script:

This script can be run from:
 

• Azure Automation

• Task Scheduler on a management server

• Any existing administrative automation platform