MailDepot Product Manual (3.6.2)
About this Document
This document describes the outline of MailDepot Mail Archive Software and provide Installation/Setup guidelines. Refer to the following manuals for Mail Server Setup, Administration Console Operation and Backend Process Information.
- Mail Server Setup Manual
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Describe the setting of Mail Server required to archive mail messages.
- Administration Console Operation Manual
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Explains the operation of Administration Console such as searching archived mail messages, displaying reports, changing server settings.
- Backend Operation Manual
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Provides the information about backend processes and backend operation such as daily/monthly processing, logs etc.
Introduction
MailDepot is a mail archive software which provides all the functions required for e-mail archiving. These include functionalities for long term storage of all sent/received mail messages, quick search for archived mail messages. Further, MailDepot imports copied (journal) mail messages from your mail server and operates independently from your mail server. So, you don't need to change you mail delivery routing, and the delivery of the mail messages will not be disturbed even if MailDepot is down.
Supported File Types
The MailDepot supports the following types of attachment files.
| Application | File Format (Extension) |
|---|---|
| Microsoft Office 97 - 2003 (Word, Excel, PowerPoint) | .doc, .xls, .ppt |
| Microsoft Office 2007 - 2010 (Word, Excel, PowerPoint) | .docx, .xlsx, .pptx (OpenXML) |
| OpeOffice.org 2.x - 3.x (Writer, Calc, Impress) | .odt, .ods, .odp (OpenDocument) |
| OpeOffice.org 1.0 (Writer, Calc, Impress) | .sxw, .sxc, .sxi |
| 一太郎 (ver 8 or higher) | .jtd |
| Microsoft Visio (2000 or higher) | .vsd |
| Lotus 1-2-3 | .123 .wj1 .wj2 .wj3 .wj4 .wk1 .wk2 .wk3 .wk4 .wks |
| RTF (wordpad, etc) | .rtf | HTML | .html、.htm |
| SGML | .sgml |
| XML | .xml |
| All kinds of Archives |
.zip, .tar, .tar.gz, .gz, .lzh, tar.bz2 |
Server Requirements
The Server Requirements for MailDepot is as follows.
| OS | Red Hat Enterprise Linux 7 Red Hat Enterprise Linux 8 Red Hat Enterprise Linux 9 |
|---|---|
| CPU | Intel x86, AMD64 and Intel64 (EM64T) Dual Core CPU 2GHz or more is recommended. |
| Memory | 2GB is minimum , 8GB or more is recommended. |
| Disk | SATA/SAS/FC attached storage is recommended. RAID (1/5/6/10) is recommended. |
| SMTP Server |
Postfix 2.0.11 or higher Sendmail 8.12.10 or higher Microsoft Exchange Server 2003 or higher Notes/Domino R6.5 or higher Exchange Online (Microsoft 365) Gmail (Google Workspace) |
| POP/IMAP Server |
Qpopper 4.0.8 or higher Dovecot 1.0.5 or higher Courier-IMAP 0.57.1 or higher Cyrus IMAP 2.2.12 or higher |
Points to Notice
About Mail Archiving
- In 32-bit OS enviroment, the maximun size of single mail messages will be limited to 2GB. All mail messages exceeding this limit cannot be archived.
- In 32-bit OS enviroment, the maximun size of Header/Body/Attachment will be limited to 2GB. All mails exceeding this limit cannot be archived.
- The maximum length of line in mail header/body is limited to 8192 bytes, and maximum length of the sending/receiving mail address is limited to 8192 bytes. The subsequent string beyond this limit will be ignored.
- If the mail message contains a NULL character, the subsequent string in the line will be ignored.
About Mail Search
- MailDepot offers a full text search only for the following character encoding. For mail messages encoded with other character encoding, you can only search for ascii strings.
US-ASCII, UTF-8, ISO-2022-JP, EUC-JP, Shift_JIS
- Full text search of MailDepot is a word search. Searching is done by dividing texts into words. Hence, if there are multiple words in the search string, it will become an AND search for all words. Further, MailDepot does not support a phrase search which specifies the sequence of words.
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[Only for Japanese] For full text search, MailDepot divides texts into words and creates search index. Hence, even if texts contain the search string, searching might be failed when the search string and the divided words are different.
For example, if the text contains "東京都", this string is divided into two words "東京" and "都". Therefore, even if you search "京都", search will be failed.
Further, since the japanese characters is processed as concatenated string even if character is delimited by white-space or line feed, or even if the fields (like paragraph, cells in tables) are different, an index is created in the form of concatenated string.
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[Only for Japanese] Full text search of MailDepot is a word search, and searching is done by dividing texts into words. In MailDepot, a sentence in the texts is analyzed based on the dictionary, and divided into words. Hence, words that is not registered in the dictionary are divided into wrong words, and cannot be searched using the specified word. In such cases, they can be searched by adding the word into the dictionary.
However, since the word division method will be changed after modifying the dictionary, a word which could be searched before modification may not be searched after modification. The procedure for adding words to the dictionary is shown below, but no support will be provided for dictionary modifications(Addition or Deletion of words).
- Create the Dictionary File.
# vi /opt/maildepot3/lib/mecab/dic/user.csv
The Dictionary File is a CSV format file which include one word entry per line.
The meaning of each field in the entry is as follows.
- Compile the Dictionary File.
# /opt/maildepot3/libexec/mecab/mecab-dict-index \ -d /opt/maildepot3/lib/mecab/dic/ipadic \ -u /opt/maildepot3/lib/mecab/dic/user.dic \ -f utf8 -t utf8 /opt/maildepot3/lib/mecab/dic/user.csv - Modify the settings so that the User Dictionary can be used.
# vi /opt/maildepot3/etc/mecabrc
Set the path of the Dictionary File in the userdic parameter value.userdic = /opt/maildepot3/lib/mecab/dic/user.dic
Surface form, Left Context ID, Right Context ID, Cost, Part of Speech, Part of Speech Sub-classification1, Part of Speech Sub-classification2, Part of Speech Sub-classification3, Conjugation(Inflection) type, Conjugation(Declension) type, Root, Reading, Pronunciation
For example, in case you are adding the word "えすあーるえい", it will be described as follows.
えすあーるえい,1292,1292,8034,名詞,固有名詞,組織,*,*,*,えすあーるえい,えすあーるえい,えすあーるえい
http://mecab.sourceforge.net/dic.html
- Create the Dictionary File.
- You cannot search the contents of encrypted mail messages or encrypted attachments.
- File properties such as the Title, Creator, etc. will not become part of the search.
- PDF Files that can be searched are limited as following.
- Files having a conversion map(ToUnicode) from the internal code to Unicode
- If there is no ToUnicode, files with character encoding Adobe-Japan1, Shift_JIS, EUC-JP, UTF-8, UCS-2 or UTF-16
- Files using the FlateDecode format for data compression.
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For Microsoft Office Files which are fast saved, A correct search cannot be done .
Fast save of Microsoft Office is a feature which does not save the entire file every time, but instead saves only the changes between the last save. In MailDepot, even if the file contents are changed, search will be done based on the file contents that was saved properly last.
- MailDepot also supports the searching of HTML mail contents in Administration Console, but MailDepot display HTML contents in source format for security consideration. If you want to display as HTML, you need to download or forward mail message and display it with your favorite MUA (mail user agent).
- If the size of the mail exceeds 128M bytes, MailDepot does not dipslay its body message at Mail Details screen in Administration Console. If you want to show the all of mail messages, you nedd to download or forward mail message and dipslay it with your favorite MUA (mail user agent).
- MailDepot supports the following MIME Encoding.
7bit, 8bit, base64, quoted-printable
- If there are too many search results in the mail search, the
following message is shown. In that case, please add search
conditions and search once again, or increase the maximum records of searching results at System Settings screen in Administration Console.
Search results exceeded the limit 10,000. Please set the additional search conditions to reduce search results.
About the setup of POP/IMAP/SMTP
- MailDepot uses POP/IMAP protocol to import mail messages to be archived and a maximum
of 10 POP/IMAP accounts can be registered. Further, for POP/IMAP authentication,
it supports the following authentication method, so please set the login name and password in
the POP account settings.
Network Protocol Authentication Method POP3 POP3, APOP IMAP CRAM-MD5, PLAIN - MailDepot uses the SMTP protocol to send alert mail messages, etc.,
so please register the SMTP server in MailDepot Administration Console.
In the SMTP server settings, other than the server IP Address and Port Number,
you can register the authentication account used in SMTP AUTH.
MailDepot supports the following authentication method for SMTP AUTH.
Network Protocol Authentication Method SMTP PLAIN, CRAM-MD5 - MailDepot does not support SSL and TLS connections for SMTP protocol as well as for POP3 protocol. If SSL connections or TLS connections are required, you must separately install SSL tunneling software such as Stunnel, etc.
- MailDepot does not offer Virus detection or Virus deletion functions. Hence, mail messages containing virus will be archived in the same way as a normal mail messages. Therefore, when downloading or forwarding mail messages in Administration Console, please install Anti-Virus software at the receiving end.
About Reports Function, and the Alert Function
- When MailDepot has stopped, alert mails cannot be sent. Further, for the period when the mail archiving process has been stopped, reporting information will not be updated.
About Data Management Function
- You cannot make a backup data of current month in Administration Console. To make a backup data for the current month and configuration files, use md_snapshot or md_backupall, md_backup_day command manually.