IBM SmartCloud Notes (SCN) Mail Routing

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1 IBM SmartCloud Notes (SCN) Mail Routing Open Mic Date: 21 st Oct, 2015 IBM Collaboration Solutions

Open Mic Team Naresh Luthra L3 Smart Cloud Notes

2 Open Mic Team Naresh Luthra L3 Smart Cloud Notes Presenter Ranjit Rai - IBM ICS SWAT Focusing on entire Notes/Domino Jayavel Rajendran - IBM ICS SWAT Focusing on entire Notes/Domino Hansraj Mali - IBM ICS SWAT Focusing on entire Notes/Domino Vinayak Tavargeri IBM ICS Support Facilitator for Open Mics 2 2

3 Agenda 1 SmartCloud Notes (SCN) Mail Routing Overview Hygiene Retention Hybrid & Hosted Environments 2. Routing Topology & Server Roles 3. Sample Mail Flow Scenarios 4. Admin controls 5 Common issues, causes, best practices 6. Useful URLs 3

4 IBM SmartCloud Notes Overview Hygiene ( Anti-virus / Anti-Spam) Mail between users in same SCN company (organization) is scanned for viruses (NRPC Hub servers). Mail between users in different SCN companies (organizations) is scanned for viruses and Spam (Hygiene servers). Mail to and from on-premise users and SCN users in a Hybrid environment is scanned for viruses. Mail to the Internet is scanned for viruses (Hygiene servers). Mail from the Internet is scanned for viruses and Spam (Hygiene servers). 4

5 IBM SmartCloud Notes Overview (continued) Retention Additional service offering ( IBM SmartCloud Archive Essentials ) allows capture, retention and discovery of mail sent to or from SCN users. Capture: SCN SMTP servers & NRPC Hub Servers. Retention: Data transferred via encrypted connection to storage site. Search/Discovery: Query for content (criteria, time frame). Retrieval: Original format (Rich Text or MIME). Note: Retention ( IBM SmartCloud Archives Essential ) is distinct from Journaling Options, which logs next Journaling Options, which logs next hop results for mail sent or received Journaling Options, which logs next hop results for mail sent or received via NRPC; and for Notes client session activity via NRPC. 5

6 IBM SmartCloud Notes Overview (continued) Hybrid Environment On-premise Domino servers. Extends into SCN Service. Selected during initial setup of SCN NRPC routing between on-premise servers and SCN environment. Inbound SMTP: On-premise Gateway servers (default). Outbound SMTP: Based on sender's location (on premise or in SCN). Management Manage Routing to External Internet Domains. Retention: Offered in SCN service. 6

7 IBM SmartCloud Notes Overview Hosted Environment Also know as Service-only environment NRPC routing amongst company (organization) users SMTP routing to and from other SCN companies Inbound SMTP: Hygiene servers SCN SMTP servers Mail servers Outbound SMTP: Mail servers SCN SMTP servers Hygiene servers Management Manage Routing to External Internet Domains Hygiene Retention

8 SmartCloud Notes Topology & Server Roles Domino Mail Servers Primary, Secondary mail replica for every user. Additional servers (DR). Domino NRPC Mail Hub Servers Anti-virus. Retention. Routing within SCN companies. Routing to and from on-premise environments. 8

9 SmartCloud Notes Topology & Server Roles (Concluded) Domino SMTP Hub Servers Between Hygiene servers and other SCN servers. Retention. Mail Hygiene Servers Internet facing. Inbound and outbound SMTP mail. Opportunistic TLS (STARTTLS, Port 25). Anti-virus and anti-spam (outbound: anti-virus; inbound: anti-virus and anti- Spam). 9

10 Domain Verification Important for setting up a new Company Mail routing prospective, it tells us that you own that domain and are the true owner of that domain. Edit a CNAME record After the domain verification, you points the MX to our service For United state Data center, specify smtp.notes.na.colabserv.com For Asia Pacific Data center, specify smtp.notes.na.colabserv.com For European data center, specify smtp.notes.ce.colabserv.com 10

11 Hosted Only Scenarios 11

12 Scenario #1: Hosted User to Hosted User (same Company & Same Home Server or different Home Server) 12

13 Scenario #2: Hosted User to Hosted User (Different Company / Same Home Server or Different Home Server / Destination is SCN Customer) 13

14 Scenario # 3: Hosted User to External user (Different Company / Destination is Non SCN / Non Hybrid) 14

15 Scenario #4 : : Hosted User to Hosted User. (Different SCN Companies & Different Home Servers; SCN Owns the Destination Domain.) 15

16 Scenario #5: Hosted User to External Internet User. (Different Companies; SCN Does not Own Destination Domain.) 16

17 Scenario #6: Inbound - External Internet User to Hosted User. (Different Companies; SCN Owns Destination Domain.) 17

18 Hybrid Typical Scenarios 18

19 Scenario #7: Inbound - External Internet User to Hosted User of Hybrid Environment. (Different Companies; SCN Does not Own Destination Domain.) 19

20 Scenario #8: Hosted User in Hybrid Environment to On-premise User. (Same Company; Domain Owner not considered.) 20

21 Scenario #9: On-premise User in Hybrid Environment to Hosted User. (Same Company; Domain Owner not Considered.) 21

22 Scenario #10: Hosted User in a Hybrid Environment to External Internet User. (Different Companies; SCN Does Not Own Destination Domain.) 22

23 Scenario #11: On-premise User in a Hybrid Environment to an External Internet User. (Different Companies; SCN Does not Own Destination Domain.) 23

24 Scenario #12: Hosted User in a Hybrid Environment with Outbound Relay to External Internet User. (Different Companies; SCN Does Not Own Destination Domain.) 24

25 SmartCloud Notes Mail Routing Admin UI Options 25

SmartCloud Notes Mail Routing Options Email Management Options

26 SmartCloud Notes Mail Routing Options Management Options Message Size Limit Forwarding On-premise SMTP relay Routing 26

27 SmartCloud Notes Mail Routing Options 27

28 Recent Cases Case 1 Issue : Hybrid Customer in service reported that one of it s user was not receiving mails from the internet user and from also from the SC user ( different Company ) Analysis : Solution is based on Scenario 7, We in service checked that the mail was send to the hybrid user by the SC user by checking the logs from the Hygiene server. So we found that the mail was transfer to the on premise Gateway server were Mx is hosted.the Incoming mails has to come from the On-premise server via Nrpc Hub server. The issue has to be looked upon from the onpremise end and not from the service end point. 28

29 Case 2 Issue : Hybrid Customer reported that after one of the user was migrated to service, Mail forwarding stopped working. Earlier before Migration it was working for that user. Analysis : Found out that domain used in mail forwarding were local domain,in order to make it working for user, the forwarding mail domain should be listed as local domain via GDD. This will allow the mail to be transfer to the on premise via Nrpc from the service.from the on premise it will route to the forwarding address as before As of now it was working as designed. The mail was transferred to the hygiene server as the forwarding domain was define locally, the hygiene server when transferring the mail to the internet was giving the error Invalid domain 29

30 Case 3 For transfer/ delivery delay related issues for Nrpc mail transfer to the service the following settings might be helpful. Apply these setting on each of the on-premise mail hub server Customize the routing retry interval :- a.) From the Domino Administrator client, open a server in the domain. b.) Click Configuration > Server > Configurations. c.) Create or edit a Configuration Settings document that applies to the mail hub server. d.) Click Router/SMTP > Restrictions and Controls > Transfer Controls. e.) In the Initial transfer retry interval field, specify 1 minutes. Default 15 min 30

31 2.) To allow the use of multiple transfer threads for mail routing, perform the following steps on each of on-premise mail hub server :- a) Add the following setting to the server notes.ini file RouterAllowConcurrentXferToAll=1 b) Perform the following steps to limit the number of transfer threads used for routing to any single destination. This setting reduces the chance that routing to one destination over a slow connection will monopolize transfer threads and prevent routing to other destinations. 31

32 1) From the Domino Administrator, click Configuration > Server > Configurations 2) Add or edit a Configuration Settings document that applies to the mail server. 3) Click Router/SMTP > Restrictions and Controls > Transfer Controls. 4) In the Maximum concurrent transfer threads field, specify the value 4. Note: These steps allow the use of multiple transfer threads when routing mail to any destination, not only to the service. After users are provisioned for the service, monitor mail routing. Ensure that the setting does not negatively affect the performance of routing to destinations other than the service. 32

33 Case 4 Issue : Customer is facing issue sending mails to some of the internet domain. Error establishing SSL connection (connect) Temporary delivery error. Analysis : When we checked the Mail hygiene logs we saw the following error message 417 Temporary delivery error. Found that the customer was using weaker cipher suite For security reason RC4 cipher suite was removed from the Hygiene servers and for the receiving domain this was the only cipher suite used to make the successful connection. The customer needs to upgrade their cipher suite. 33

34 Case 5 Issue : User sent mail to two users. One user is able to see the content and the Other user is unable to see the content. Analysis : In case of user for whom the content wasn t visible. The mail Was converted from mime to rich text. The workaround was to keep the following setting Format preference for incoming mail in the user s Person document to "Keep in Senders Format". 34

35 Case 6 Issue : User sometime doesn t receives mail from a particular sender (hosted customer ) Reason : Sometime the mail from the sender are block by the Mail hygiene because they are tagged as SPAM as per the current system filter. Solution : If the customer thinks that the mail from the particular sender is falsely tagged as SPAM by our service then Send the copy of the blocked mail to the Hygiene team ( for that you need to work with IBM support team ) or send the mail again if you have the access to that mail with CC to nospam@spam.iss.net. This will help to update the hygiene filters dynamically. 35

36 Case 7 Issue : Sender getting the DFR, Several matches found in Domino Directory, when sending mails to the user s in Smart cloud. Reason : The used for the active user is also found in some other user s service record as alias or short name. It doesn t matter if the user is suspended or active. Solution : Remove the suspended user s service record / if the alias or short name is found in the other active user s service record then it needs to be removed (Need to work with IBM support for resolving this issue ) 36

37 Case 8 Issue : Getting DFR When sending mail to the hosted SC company user Error Message : Server error: '550 invalid DNS MX or A/AAAA resource record Analysis : MX was listed at second level. To work properly it has to be listed in first Level <Domain> IN MX 5 <server name > ( 1 st Level ) <server name >. 300 IN CNAME smtp.notes.na.collabserv.com. (2 nd Level ) It should be as follows <Domain> IN MX 5 smtp.notes.na.collabserv.com. ( 1 st Level ) 37

38 Basic Configuration Practices After provisioning users to SCN, then configure the MX record(s) to point to SCN (if applicable), not before then. Otherwise, there is a risk of Delivery Failure Reports. When the intent is for on-premise SMTP servers to receive mail from the Internet (rather than the SCN Service receiving the mail), do not point MX record(s) to SCN. Otherwise, Delivery Failure Reports result, as SCN does not own the destination domain in this configuration and, therefore, is not prepared to accept the mail from the Internet. When the intent is for the SCN Service to receive mail from the Internet, be sure to validate the Internet domain(s) first, and then point the MX records to SCN. Otherwise, Delivery Failure Reports result, as SCN is not prepared to accept the mail from the Internet until domain Validation has taken place. Alphabetic listing of the Domino name of the on-premise Primary and Secondary Mail Hub servers is used to determine which server and SCN NRPC Hub server will first attempt to route mail to. 38

39 Useful Urls Configuring the MX record for a domain Verifying ownership of a domain 39

40 Questions? Press *1 on your telephone to ask a question. Visit our Support Technical Exchange page or our Facebook page for details on future events. To help shape the future of IBM software, take this quality survey and share your opinion of IBM software used within your organization: IBM Collaboration Solutions Support page IBM Collaboration Solutions Support 40

Open Mic: IBM SmartCloud Notes Mail Hygiene. Robert Newell SmartCloud Notes Support July, 20 th 2016

Open Mic: IBM SmartCloud Notes Mail Hygiene Robert Newell SmartCloud Notes Support July, 20 th 2016 SmartCloud Notes Mail Hygiene Agenda What do the IBM Hygiene servers check How to control Spam What to