Create Email Scout Reports

Once a custom incoming or outgoing log search has been run, an Email Scout Report (ESR) can be set up which contains the results of the log search and can be scheduled to be sent to a specific recipient or to all mailboxes in the domain. An ESR can be set up to run straight away, at a scheduled date and time or periodically, at a scheduled date and time.

If catch-all is detected on your destination mail server, the Protection Reports will not send. For more information, see Catch-all and Mail Assure.

Create Custom Email Scout Reports

For delivery right away or at a given time

  1. In the Admin or Domain Level Control Panel, click on Incoming > Logs or Outgoing > Logs
  2. Using the filters in the Query Rules panel, narrow down what log search data you want to display in the results
  3. Click on Show Results to display messages matching the query rules
  4. Click on Email me this report above the Query Rules panel

  5. The Setup Email Scout Report dialog is displayed in the Details tab. In the Subject field enter the subject for the report: this will be the subject of the report email received by the user

  6. From the Delivery dropdown, choose from the following options whether you want to create and send the report immediately or at a given date and time:
    • Right away - Send the report to the specified recipient(s) immediately (one time only)
    • At given time -Specify a date and time to send the report to the specified recipient(s) (one time only)

  7. Enter the sender you want to be displayed in the Sender field of the email
  8. The sender must be a valid sender address such as no-reply@securemail.management or a valid mailbox at the domain.

  9. Enter the report recipient in the Recipient field

    The recipient must be a valid recipient email address, e.g. john.smith@domain1.net

  10. Select the template to apply in the Template name field
  11. You can create your own Email Scout Report templates to define your report format - see ESR Templates.

  12. Click on Schedule
  13. The newly created report will be emailed to the recipient as directed

For delivery on Weekdays, Every Day, on Repeat, or Advanced

  1. In the Admin or Domain Level Control Panel, click on Incoming > Logs or Outgoing > Logs
  2. Using the filters in the Query Rules panel, narrow down what log search data you want to display in the results
  3. Click on Show Results to display messages matching the query rules
  4. Click on Email me this report above the Query Rules panel

  5. The Setup Email Scout Report dialog is displayed in the Details tab. In the Subject field enter the subject for the report: this will be the subject of the report email received by the user

  6. From the Delivery dropdown, choose from the following options whether you want to create and send the report immediately, or at a given date and time, or create a scheduled report:
    • Weekdays at 09:00 - Send the report to the specified recipient(s) every weekday at 9am
    • Every day at 09:00, 12:00 and 16:00 - Send the report to the specified recipient(s) every day at 9am, 12 noon and 4pm
    • Repeat - Schedule the report to send to the specified recipient(s) using a variety of frequency options:
      • Daily
        • Once a day
          • At the specified time
        • Multiple times a day
          • Every X minutes or hours
          • Starting at the specified time
        • Only on weekdays
        • Skip sending if there are no results
      • Weekly
        • Select the days to send the report to the specified recipient(s)
        • At the specified time
        • Skip sending if there are no results
      • Monthly
        • Select the day of the month to send the report to the specified recipient(s)
        • At the specified time
        • Skip sending if there are no results
    • Advanced - Specify your advanced repeat schedule (in a 'crontab' style format)
      FieldAccepted values
      Minute0-59
      Hour0-23
      Day1-31
      Month1-12
      Weekday1-7 (where 7 is Sunday)

  7. Enter the sender you want to be displayed in the Sender field of the email
  8. The sender must be a valid sender address such as no-reply@securemail.management or a valid mailbox at the domain.

  9. Select the template to apply in the Template name field
  10. You can create your own Email Scout Report templates to define your report format - see ESR Templates.

  11. Under the Deliver To section, select either:
    1. Specific recipient

      The recipient must be a valid recipient email address, e.g. john.smith@domain1.net

    2. All Mailboxes
      1. An option to Include shared mailboxes will be displayed when this is selected. Tick this to also send the ESR to Shared Mailboxes
      2. An Exclude Mailboxes box will be displayed when this is selected. Using the dropdown, select any mailboxes you do not want to receive the report
  12. Click on Schedule
  13. The newly created report will be emailed to the recipient on the date and time specified.

Additional fields

If setting up a report at the Admin Level Control Panel, the following additional field is available:

  • Choose the domain(s) to generate a report for - choose one or more domains to configure this report for. The report will include mail filtered for all mailboxes in the listed domain(s)

Enable Automatic Email Scout Reports

Automatic Email Scout Reports can be enabled in the Admin Level Control Panel in Incoming > Domain Settings by enabling Automatically Enable Daily Email Scout Reports.

Automatic Email Scout Reports will not be sent to Shared Mailboxes or Distribution lists.

Preview

To preview the Email Scout Report, you can do this when configuring the report, or by editing an existing report.

When Configuring

  1. In the Domain Level Control Panel, click on Incoming > Logs or Outgoing > Logs
  2. Configure the report as above
  3. Select the Preview Tab

Email content

The Email Scout Reports email contains a list of emails that match the report filters you specified in your log search.

The subject line may contain a link. When clicked this will open a web page in your browser containing the message content.

In this page you can:

  • View the message as Plain text or Raw (which displays the message headers)
  • Use the Available Actions dropdown to perform the following:
    • Block list Sender
    • Release
    • Allow list Sender
    • Remove
    • Release and Train
    • Unsubscribe

Actions that can be carried out by users on messages in the Protection Reports and Email Scout Report s can be configured in Manage Domain Report Actions. If actions are not available to you, check with your Admin that the correct actions are configured.

Once you have created your Email Scout report, it is listed in the Reporting > Email Scout Reports page: See View and Edit Automatic or Custom Email Scout Reports.

Automatic Email Scout Report Exclusions

When activated, Email Scout Reports are automatically sent to all detected mailboxes in a domain. However, there may be specific mailboxes in the domain that should not receive Email Scout Reports. In addition to manually added exclusions, this list also contains those mailboxes where the recipient chose to unsubscribe.

To add these mailboxes to the exclusion list

  1. In the left navigation menu go to Reporting > ESR - incoming
  2. Select the Automatic Email Scout Report exclusions tab
  3. Click Exclude mailbox from automatic ESR
  4. Complete the Mailboxes , Domain and Email Scout Reports
  5. Click Execute to add to the Exclusion list

Filter the exclusion information using the Query Rules and Group results by settings, and choose the columns to display.

Where circumstances change, for example the recipient now wishes to receive the Email Scout Report, the mailbox may be removed from the exclusion list. Click the dropdown against the mailbox and select Remove.

Once removed from the exclusion list, Automatic Email Scout Reports are generated for the mailbox the next time it is detected.