IBM SmartCloud Notes Mail Routing - 21st Oct

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

IBM Corporation ©2015
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
 Hansraj Mali - IBM ICS SWAT
 Vinayak Tavargeri – IBM ICS Support Facilitator for Open Mics
2

Agenda
1 SmartCloud Notes (SCN) Mail Routing Overview
 Email Hygiene
 Email 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

IBM SmartCloud Notes Overview
Email 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

IBM SmartCloud Notes Overview (continued)
Email 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: Email 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

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).
 “Email Management” → “Manage Routing to External Internet Domains.”
 Email Retention: Offered in SCN service.
6

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
 “Email Management” → “Manage Routing to External Internet Domains”
 Email Hygiene
 Email Retention

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.
 Email Retention.
 Routing within SCN companies.
 Routing to and from on-premise environments.
8

SmartCloud Notes Topology & Server Roles (Concluded)
Domino SMTP Hub Servers
 Between Hygiene servers and other SCN servers.
 Email 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

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

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

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

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

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

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

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

Hybrid “Typical” Scenarios
18

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

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

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

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

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

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

“SmartCloud Notes Mail Routing – Admin UI Options”
25

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

SmartCloud Notes Mail Routing – Options
27

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 on-
premise end and not from the service end point .
28

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 was the 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

Case 3
For e-mail 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
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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

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

Case 4
Issue : Customer is facing issue sending mails to some of the internet domain . Error establishing
SSL connection (connect) - 417 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

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

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

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 e-mail 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

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> 74738 IN MX 5 <server name > ( 1st Level )
<server name >. 300 IN CNAME smtp.notes.na.collabserv.com. (2nd Level )
It should be as follows
<Domain> 74738 IN MX 5 smtp.notes.na.collabserv.com. ( 1st Level )
37

Basic Configuration Practices
 After provisioning users to SCN, then configure the MX record(s) to point to SCN (if applicable), not
before . 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

Useful Urls
Configuring the MX record for a domain
http://www-01.ibm.com/support/knowledgecenter/SSPS94/service/topics/cfg_hosted_domain_mx_t.dita?lang=en
Verifying ownership of a domain
http://www-01.ibm.com/support/knowledgecenter/SSPS94/service/topics/cfg_hosted_domain_verify_t.dita?lang=en
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IBM SmartCloud Notes Mail Routing - 21st Oct

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