Configure an Email Server & Notifications

System Setting > Configuration > Email Server & Notifications

Requires System-level Email Server & Notifications - View permissions to view the information, Add/Edit permissions to supply or edit the information

System Users in a role with the appropriate System-level permissions can use this screen to do the following:

• Configure a mail server for the system, which permits configuration of email notifications.
• Establish email notifications for Users who should be notified of Component Alerts (for example for component restarts) and Virus Detection Update failures.

By default, System Users in the System Administrator or System Manager role have permissions to manage the Email Server & Notifications information. For information about System-level permissions, see View and Manage System Role-Based Permissions.

Having a configured mail server also enables eDiscovery users to set up and send email notifications for a selected Job or Work Basket operation (when the job completes successfully or when it fails). See Request a Job Notification for a Running Job and Request Email Notification for a Task for more information.

You can have one mail server per system, or Digital Reef Realm. An email server configuration can be edited, but not deleted.

Email Server Configuration

An email server configuration minimally requires identification of the Simple Mail Transfer Protocol (SMTP) host and port through which it is to communicate with Digital Reef. You can also specify the use of SSL/TLS encryption and require SMTP authentication. The configuration settings are as follows:

• SMTP Host (required) — Specify the host of the Simple Mail Transfer Protocol (SMTP) server by entering its host name or IP address.
• SMTP Host Port (required) — Specify the port that is responsible for handling SMTP communication. The default port is 25, which is the common default port for SMTP, but you can specify a different port if your mail server's configuration requires it.
• Use SMTP Authentication (optional) — Enable this option if you want the SMTP client to authenticate based on the specified User credentials (valid User ID and Password). By default, this option is cleared, which means that no SMTP authentication is performed; therefore, the User credentials do not apply and are grayed out. If you enable SMTP authentication, you must specify the User Credentials (which are retained if you enable and then disable SMTP authentication).
  • User ID(required when you select SMTP Authentication)— If you have enabled SMTP Authentication, you must specify the Administrator ID configured in the mail server that will be used to send email. 
  • Password (required when you select SMTP Authentication) — If you have enabled SMTP Authentication, you must specify the password of the Administrator configured in the mail server. Once you type the password, you can click the icon to show the password in clear text; once the password is shown, you can click to hide the password again.

Email Notifications

This section enables you to set up a list of email addresses that should receive email notifications about either Component Alerts or Virus Detection Update failures, as follows:

• Component Alerts are sent to the listed email addresses when a component (for example, the Service Tier on the Service Node, an Analytic Node, or a Management Agent) is restarted. Notification for a given component is sent once every 15 minutes. Therefore, if a component is restarted frequently, the next notification for that component is sent only after 15 minutes of the previous notification.
• A Virus Detection Update notification is sent only if an update fails. In this case, an email is sent to the listed email addresses with the subject Virus Detection Update Failed. The email provides information (such as that an unexpected error occurred while updating the Virus definition files).

When a notification is sent, the email subject will identify the appropriate type of notification. A Component Alert Email will identify Component Re-Started, and the email body will identify the component.

Note: An email notification will be sent when any service goes into a critical state (one email per critical event). For example, an email notification will be sent if any services for an Analytic Node move to a critical state.

Sample Component Re-Started Email Alert (Analytic Node):

Component:AE666_MA Restarted at:2015/07/28 13:49:39

Log into the appropriate Digital Reef application for more information.

Send Email Notifications to:

Use the first text box to specify a valid email address (or pasted email addresses) that can be used for notification and for sending a test email. Once you have information in the first text box, another will appear beneath it. You can add multiple entries for different addresses, each in a separate text box entry.

A supplied email address is validated to ensure that it follows the expected format. If the format is not valid, you will see an error.

To clear a text box entry with an email address, click the that appears in the far right of the text box.

To delete a given text box entry with an email address, click the icon to the right of the line.

Once you have a valid mail server configuration that has been saved, and one or more valid email addresses, you can send a test email to either a single entry or to all supplied entries.

• Send Test Email to All— Click this button to send a test email to all supplied email addresses, assuming that the mail server has been configured and that one or more of the email addresses are valid. Otherwise, this button will be grayed out.
• Send Test Email — Click this button to send a test email to a specific email address entry, assuming that the mail server has been configured and the address is valid. Otherwise, this button will be grayed out.

A confirmation message will notify you when a test email has been sent, and will identify the recipient email addresses.