Administrator Guide for Managing
POP and/or IMAP Email

This guide provides instruction on:

  • Viewing all quarantined incoming email for your domain(s)
  • Release any email quarantined as spam – it will be sent to your users regular INBOX
  • Add/delete a WHITELISTING (Approved Senders) or BLACKLISTING (Banned Senders)
  • Enable or disable the daily spam digest for individual users
  • View reports and statistics for incoming email for your domain(s)

We recommend using Chrome or Firefox to login to overview.visn.net.
Some versions of Internet Explorer do not properly display the data.
Type overview.visn.net in your browser address bar and log in with your administrator account username and password.

 

Immediately after login you will go to the MESSAGES page. You can search for any full or partial email address. Messages are color coded based on category:

  • Red = SPAM (Bad messages; kept in quarantine)
  • White = Clean (Good messages; sent to your inbox)
  • Green = Whitelisted (Messages from approved senders in the whitelist)

 

 

Should you choose to release an email from quarantine:

  • Open the email by clicking on it
  • Scroll down until you see the QUARANTINE heading
  • Check the RELEASE box
  • Check the BAYESIAN LEARN box
  • Choose CLEAN from the drop down menu
  • Click the green SUBMIT button at far right

 

An attachment with multiple extensions (i.e. pricequote.jpg.pdf) will be quarantined because of the way it is named. It’s a common tactic of viruses to use multiple file extensions to try and disguise themselves. Before you release such an attachment and open it, be absolutely sure it's a legitimate email and not a (spear) phishing attempt to infect your computer. If necessary, contact the sender to be certain they actually sent the email.

Here’s how to release it:

  • Login to overview.visn.net using your administrator account
  • Open the text attachment from the email you received and copy the message ID (it will be at the end of the text file; do not include the final period)
  • In overview.visn.net go to the “messages” tab, input the message ID in the search field, then click search
  • It will return all in red; click on it to open, scroll down to find the “release” check box on the left, check it and click the green SUBMIT button directly at far right

 

 

Adding to the Whitelist or Blacklist

 

To add an email address or entire domain to your WHITELIST or BLACKLIST, follow the steps below.

PLEASE NOTE: Do not make a wildcard WHITELIST entry for domains that have tens of thousands of email users, or you will be unnecessarily inviting spam into your inbox. Domains such as aol.com, hotmail.com, outlook.com, gmail.com, yahoo.com, sbcglobal.net, roadrunner.com, comcast.net and others who have tens of thousands of accounts should never be whitelisted using a wildcard entry. With these domains, use only the specific email address you want to be sure and receive. For your business associates who have their own corporate domain name, you'll more likely want to use a wildcard entry in the whitelist.

  • Click on LISTS at top of page
  • Click on ADD TO LIST
  • In the FROM ADDRESS field, enter the email address to be whitelisted or blacklisted using these guidelines:
    • To whitelist or blacklist one specific email address, enter the complete address - example: joey222@aol.com
    • To whitelist or blacklist all email addresses from a specific domain, enter only the domain name (a wildcard entry) - example: smithco.com
  • User Account field - leave blank, as this will cover all of your domain's email addresses. If, however, you want to limit the whitelisting to a single email address, simply enter email username (whatever is to the left of the @ sign in the intended recipient's email address)
  • Select APPROVED SENDER or BANNED SENDER from the drop-down menu (APPROVED SENDER is always selected by default)
  • Click the green ADD TO LIST button

 

WHITELIST example using a wildcard:

 

 

BLACKLIST example using a wildcard:

 

Managing the Spam Quarantine Email Notification

 

After the first time a user logs into overview.visn.net, they are set to receive a daily email listing the email that's been quarantined as spam. From this list each user can directly release an email from quarantine. In order to turn this function on or off for a user, follow these steps:

  • Click on the ACCOUNT navigation at top of page
  • Select the Account to modify by clicking on the "Update Account" icon in the ACTIONS column

 

  • Once you are viewing the "Update User account" page, check or uncheck the "Send Reports" box
  • Scroll down to bottom of page and click green UPDATE ACCOUNT button

 

 

Viewing Email Reports and Status

 

A vareity of reports are available on the REPORTS page

 

 

 

Example of TOP SENDERS BY QUANTITY report:

 

 

Example of STATUS page report: