Managing Distribution List email with SQM

This article applies to:

• Trustwave MailMarshal (SEG) Spam Quarantine Management website
• Trustwave ECM/MailMarshal Exchange Quarantine Management website
• Windows authentication

Question:

• How do I allow multiple Distribution List members to review email in SQM?
• How can I manage Public Folder email in SQM?

Background:

If you have configured SQM with Windows authentication, it will not be possible to manage email addresesed to distribution groups using the SQM website. The problem is that group email addresses do not have an associated Windows user, so it is not possible to log in to SQM.

Note: If SQM uses authentication by email address, you can resolve this issue entirely within the SQM user interface. Create a login for the distribution list email address, and use the "let another user review my mail" feature to allow all list members access to review the list email.

Solutions:

• You can allow a single user to manage email for a distribution group. To configure this option:
  1. Log on to SQM as that user, and navigate to User Settings > Email Addresses.
  2. Add the distribution list email address to the list.
  3. SQM will send a confirmation email to the distribution list address.
  4. Click the link in the email to confirm.
• If you want to allow multiple users to manage email for a group, you can manually add entries to the MailMarshal database using the procedure below. 

Procedure:

Note: This procedure does not work if SQM is configured to retrieve addresses from Active Directory.

The procedure involves three parts:

1. Add a "windows user" entry to the MailMarshal database for a non-existent user.
2. Associate the distribution group email address with this new "user".
3. Delegate management of email for the "user" to the members of the group.

To perform this procedure, you must be comfortable with SQL queries.

You can perform these steps in command line SQL (OSQL), or by using GUI tools (such as Microsoft Management Studio).

To begin, connect to the MailMarshal database using your tool of choice.

Add a "windows user"

Create a new entry in the MailMarshal User table. These credentials will never be used for an actual login. You should not use a valid account name. For instance:

INSERT INTO [user] (UserName,Password,LastLoggedOn,UpdateTime,SendDigest)
VALUES ('SOMEDOMAIN\UnRealUser','UnRealPassword','12/12/2005 12:00:00 AM', '12/13/2005 12:00:00AM',1)

Associate the distribution group email address with the new "user"

To associate the group email with the newly entered "user":

1. Determine the UserId that was assigned to the user entry:
   SELECT UserId FROM [User] WHERE UserName='SOMEDOMAIN\UnRealUser'
   
2. Add an Alias record to associate the distribution list email address with this user. For this example, suppose the UserId found is 17 and the email address of the distribution list is dltest@example.com:
   INSERT INTO UserAlias (UserId,EmailAddress,IsPrimary,IsFromAD)  VALUES (17,'dltest@example.com',1,0)

Delegate management to the members of the group

To delegate management to a user:

1. Determine the UserId of the user who should have permission to manage distribution list mail:
   SELECT UserId FROM [User] WHERE UserName='SOMEDOMAIN\UserToDelegateTo')
   
2. Create a record in the UserDelegate table granting permission to that user. For instance (remember to replace the values with the actual values you have found):
   INSERT INTO UserDelegate (UserId,DelegatedId) VALUES(17,6)

Repeat these steps for each user you want to allow to manage the distribution list mail.

Each user that you have granted permission will have a new entry in the SQM user selection menu matching the "user" entry that you created. To manage the distribution list email, they should select this "user".