This guide concerns the steps to follow when you are healthcare professionals, Infomaniak clients and wish to comply with the HIN system.

Preamble

• The acronym HIN stands for "Health Insurance Network".
• A HIN email address is an address used to send confidential and sensitive messages, such as medical records or test results, between healthcare professionals who have been authorized to use them.
• These addresses are protected by additional security measures to ensure that sensitive information does not fall into the wrong hands.

Get an encrypted HIN email address

To make your Infomaniak email address HIN-compatible:

1. Click here to access the page of services offered by HIN and subscribe to their offer.
2. Contact Infomaniak support in writing as soon as a contract is concluded, clearly stating the address(es) involved (pay particular attention to the domain name and its extension .com, .ch etc.).
3. Wait for HIN to notify Infomaniak and for the solution to be implemented (several hours or days).

This guide helps you find the public IP address of your device, which can be useful for certain support requests, among other things.

Display the public IP address on the connected device

Click here to obtain the public IP address of your device in IPv4 and IPv6 format.

Alternative methods

Visit ipinfo.io or ifconfig.me.

... on macOS

1. From a terminal application (command line interface, CLI) on your device, run the command curl ifconfig.me and press enter.
2. The displayed address is the public IP address of the computer.

To automate the search for the public IP address, use commands or scripts that query services such as api.ipify.org ...

This guide explains how to allow a user (friend, colleague, client, family member, etc.) to use an email address that you have created within a Service Mail Infomaniak as the administrator of the relevant Organization.

Preamble

• In most cases, no password should be transmitted to them.
• The email address will be automatically added to the user's Mail Infomaniak interface after they accept the invitation.
• Refer to this other guide if you are looking for additional information about creating a simple email address for yourself.

Invite to use the email…

… from the Service Mail

To allow an already active user to access the email address you want to share:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the relevant product.
3. Click on the email address in question in the table that appears.
4. Click on Invite at the top of the table (table of users currently having the address concerned on Mail):
   
5. Choose to generate a share link (or invite an existing user in the organization).
6. Optionally, set restrictions among the permissions‍ that can be assigned to the user.
7. Click on the blue button:
   
8. Enter the email password.
9. Copy the link to share with the invited Mail user.
10. Change the language of the invitation if necessary.
11. Enable email/SMS sending if necessary:
    
     

… from the Web Mail Infomaniak app

To access the same process as above but from the Web app Mail Infomaniak (online service mail.infomaniak.com):

1. Click here to access the Web Mail Infomaniak app (online service mail.infomaniak.com).
2. Click on the action menu ⋮ to the right of the relevant email address.
3. Click on the Settings of the email address:
   
4. Click on Invite:
   

Accept the invitation

To view the email address to which he has been invited, the user opens the link he received in his browser:

1. A first window tells him who invited him, and which email address he will be able to access after creating the user account (or logging in to his existing user account).
2. The invited user logs into the account.
3. His app Mail Infomaniak directly displays the new address that he can now use.

In case of trouble

If the Invite button (point 6 above) is not visible or remains grayed out, check that:

• your user account has sufficient permissions to administer the product in question
• The email address in question does not yet exist as a login identifier for an Infomaniak Organization
• The table below the button does not list a user with an email address identical to the email address in question

Example: you want to invite someone to view the address anna.a@domain.xyz but the button is grayed out because a user anna.a@domain.xyz is listed in the table.

Solution: to be able to invite a new user to view the address in question, completely delete the user account with the email address in question as the login address.

This guide explains how to block (or allow) email senders globally on an entire Service Mail. Refer to this other guide if you are looking for information on how blocked‍ and allowed‍ sender lists work.

Managing Security in Global Configuration

An administrator of Service Mail can add email addresses or even entire domains to the lists of approved or rejected senders, and these lists will be applied to all email addresses of a Service Mail (without modifying the existing settings on each of the email addresses):

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the relevant product.
3. Click on Global Configuration in the left sidebar.
4. Click on the Security tab.
5. Click on the Add an address button in the Blocked address box to block an email from an unauthorized sender.
6. Do the same for the approved senders in the other box:
   ‍
7. Click on Validate to activate these lists on all email addresses in the domain.

This guide explains how to add or modify one or more SRV type records in the DNS zone (of a domain name) managed on the Manager Infomaniak.

Introduction

• This type of record indicates which services are available for a domain.
• They are often used for the XMPP, LDAP protocols or to configure Microsoft Office 365.

Modify the DNS zone

Refer to this other guide to manage this type of record in a DNS zone.

This guide helps you protect the reputation of your domain name to maintain the trust of internet users and service providers towards your website or your company, this to facilitate more generally the proper functioning of your email.

The Web reputation

There are different types of reputation on the Internet, including personal reputation, company reputation and domain reputation.

Domain reputation is essentially a score that determines how mail systems decide what to allow into users' inboxes. Fundamentally, your domain's reputation is a measure of the health and legitimacy of your domain. This reputation can be influenced by the security of the email and website.

For example, a domain's reputation may decrease if…

• … the website visible at the domain address is hacked, leading to the mass sending of fraudulent emails,
• ... the domain's email is exploited for the involuntary sending of spam.

If your domain's reputation remains poor, your emails may be marked as spam and not reach their intended audience. This can harm email deliverability (refer to this other guide in English for more information).

Improve the domain reputation

By following these few tips, you can improve the reputation of your domain and, for example, boost all your email marketing efforts:

• Set up and check SPF, DKIM and DMARC records to help protect your domain against identity theft attacks.
• Check your domain's reputation with tools such as Google Postmaster Tools, Sender Score, Microsoft SNDS, McAfee or Talos Intelligence and identify potential issues.
• Send emails only to users who have chosen to subscribe!
• Get trusted links or backlinks…

Check out this other guide about RBL.

This guide explains what spamtrap email addresses are.

Spamtrap, honeypot
 

A spamtrap, also known as a honeypot, is a tool used to detect and catch spammers. It is essentially an email address or a system created to attract unwanted messages, such as spam.

How a Spamtrap Address Works

A spamtrap address works by attracting spam and identifying the senders of unwanted mail. Here's how it can happen:

1. An email address is specifically created to act as a spam trap; it is generally configured so as not to receive legitimate communication.
2. The spamtrap address is hidden or obscured so that it is not visible to legitimate users, but only to spammers; this can be done by placing it on hidden web pages, in public-inaccessible forums or by making it invisible to humans (e.g. by using white text on a white background).
3. Spammers use automated techniques to extract email addresses from various sources, such as websites, forums, social networks, or stolen address lists; during this process, they may inadvertently or intentionally include spamtraps in their lists.
4. When a spammer sends a message to a spamtrap address, it is captured and recorded; since the address is not used for legitimate communication, any mail received is considered unwanted.
5. When a spamtrap receives a spam, it triggers an alert for email service providers like Infomaniak; they can then identify the sender of the spam by examining the message headers or the information related to the source IP address.
6. Once a spammer is identified through a spamtrap, measures can be taken to block or filter their unwanted messages; Infomaniak can add the spammer's IP address to a blacklist, implement stricter anti-spam filters, or take other steps to protect their users.

This guide explains how to mark your chosen emails as "favorites" in the Infomaniak mail service to have a "follow" on these messages and to be able to display them separately if you wish.

Monitor one or several messages…

… from the Infomaniak Web Mail app

To add a message as a favorite:

1. Click here to access the Web Mail Infomaniak app (online service mail.infomaniak.com).
2. Click on the ☆… icon:
   • … to the left of a message in the message list
   • … at the top right of the message reading window
3. Once tracking is enabled, a dropdown menu in the top right corner allows you to display only a selection of your received messages according to several criteria: All, Read, Unread, Followed, Unfollowed.
   
   
    

… from the Infomaniak Mail mobile app (iOS / Android)

In the message list:

1. Press and hold your finger on a message.
2. Press the ☆ icon at the bottom of the screen.
3. If necessary, exit the message selection by pressing the Cancel button at the top of the screen:
   
   ‍

While reading a message:

1. Tap the ☆ icon at the top right of the message reading window:
   

It is also possible to set up a swipe gesture that would mark the swiped message as a favorite.

This guide explains how to manually create a discussion list system with your Mail Service, this thanks to Mailman and Public Cloud Infomaniak!

Preamble

• Mailman is a free application for managing mailing lists, discussion lists, and newsletters.
• These files are prepared so that you can easily set up Mailman.
• The server and its firewall are deployed using TerraForm, an Infrastructure as a Code (IaaC) tool, and the server is configured with Ansible.
• The software allows you to create discussion lists for your various contacts (direction@, ecommerce@…).

Preparation…

… of your environment

• Have a Infomaniak Mail Service to complete this tutorial.
• The files related to the deployment of Mailman on Public Cloud are to be downloaded from this Infomaniak GitHub.

... of the Mail Environment

1. Create an address mailman@domain.xyz (help) and keep the created password safe (it will be used in the server configuration).
2. Add the following aliases (help):
   • postorius
   • mylist
   • mylist-bounces
   • mylist-confirm
   • mylist-join
   • mylist-leave
   • mylist-owner
   • mylist-request
   • mylist-subscribe
   • mylist-unsubscribe

Your Mail environment is ready for deployment!

… of the Public Cloud

1. First, create a Public Cloud project and 1 user (help)
   • Be careful with the Public Cloud password, 2FA authentication on your Infomaniak account is strongly recommended.
2. Click here to access the Openstack dashboard and enter the PCU-XXXXXX with the password set previously.
3. Download your openrc file, which allows you to identify yourself as an administrator of your environment from the command line; it contains information such as the datacenter where your machines are located, your identifier, password, etc.

You now have the file you can use to connect to the Openstack administration.

... of the instance

To make your future instance accessible on its various communication ports (SSH & HTTP & HTTPS), create a security group to assign a set of rules to a machine with the following command:

openstack security group create —description "Port 22 - 80 - 443 pour Mailman" mailman-sec

Add rules to the security group: mailman-sec

openstack security group rule create --dst-port 80 --protocol TCP mailman-secopenstack security group rule create --dst-port 443 --protocol TCP mailman-secopenstack security group rule create --dst-port 22 --protocol TCP mailman-sec

You can perform all of these commands graphically from the Horizon dashboard in the Network -> Security Group tab (refer to the cloud documentation for more information).

Deploy the instance that will contain MailMan. For command line use, you can use the following command:

openstack server create --flavor a1-ram2-disk20-perf1 --security-group mailman-sec --network ext-net1 --key-name <votre-clé> --image "Debian 11.5 bullseye" mailman3

Once you are connected to the machine, update it:

sudo apt update && sudo apt upgrade -y

Install the openstack client:

sudo apt install python3-openstackclient -y

Installation of Ansible (allowing to deploy mailman automatically):

sudo apt install ansible -y

Deployment of Mailman

To deploy Mailman on the machine, import the SSH key and your OpenRC file via SFTP into the machine running the Ansible configuration.

Use software/clients like putty, termius, mobaxterm... (any tool that handles SSH / SFTP) to easily perform the import, you will just need to enter the following information to connect to the machine:

• IP of the previously created machine
• port: 22
• previously created SSH key: import the .pem file
• user: debian

In this guide, the software Termius was used to transfer files via SFTP to the machine.

Download the folder containing the installation files:

wget https://github.com/reneluria/mailman-cloud 

You must now move the SSH key and the PCP file into the downloaded folder:

mv cle.pem mailman/mv PCP-XXXX.sh mailman/

Navigate to the file:

cd mailman/

Set the permission 600 on the key to protect and execute it:

sudo chmod 600 tf-keypair.pem

Create a file inventory to define the parameters: SMTP, Domain…

nano inventory

You need to fill in this file with the following template, modifying the commented lines with your environment variables:

mailman ansible_host = Public IP of the target VM

mailman ansible_host=xxx.xxx.xxx.xxx
[all:vars]
ansible_python_interpreter=/usr/bin/python3
ansible_user=debian
ansible_ssh_private_key_file=id_tf_keypair
fqdn=mailman.<yourdomain>
mail_host=mail.infomaniak.com
mail_account=mailman@<yourdomain>
mail_password=<email_password>
mailman_user=mailman
mailman_password==<interface_password>
mailman_domain=parano.ch
mailman_email=<your_email>

Run the command ctrl + s then ctrl + c to exit Nano.

Still in the mailman directory, run the script with ansible:

ansible-playbook playbook.yml -D

Mailman is now deployed on your IP address: X.X.X.X/mailman3

Log in

Log in to mailman with the credentials provided in the inventory file mentioned above to then:

• > Create a domain -> create my list "maliste"

In the list of settings, change:

• DMARC Attenuations: it is recommended to use "Replace from with the list address"
• Modify messages: it is recommended to use "Reply to list" and "Reply to sender"

This guide explains how enable the Infomaniak spam filter which significantly reduces the number of unsolicited messages that can arrive on your Infomaniak email address if you communicate it to third parties. The messages you really want to see quickly will no longer be drowned among dozens of other unwanted messages, as they will be placed automatically in a specially dedicated folder for this purpose.

Preamble

• Spam is a mail Non-solicity, often of an advertising or fraudulent nature, with the aim of promoting products, services or making online scams; a persistent problem since the beginning of e-mail and which has evolved with communication technologies, prompting the setting up of strategies to combat this form of digital pollution.
• The filter is automatically enabled when creating an email address within an Infomaniak Mail Service or when subscribing to an offer my kSuite / my kSuite+.
• Emails placed in the spam folder (or in the spam destination folder - read below) are automatically deleted after 30 days.‍

Enable the option from the Mail Infomaniak Web app

Prerequisites

• Having permission to manage filter: if you had been invited on Web app Mail Infomaniak (online service) mail.infomaniak.com)in order to manage your address, it is possible that the Mail Service Manager will have youwithdrawn this right from its admin account.

To access your Infomaniak email settings:

1. Click here to access the web app Mail Infomaniak (online service) mail.infomaniak.com).
2. Click on the icon Parameters ‍ Top right.
3. Check or select the relevant email address from the drop-down menu in the left side menu.
4. Click on ‍ Filters and rules:
   
5. Activate (or disable) the spam filter option, the effect is immediate (patient for the confirmation message on screen):
   
6. Simply reclick the toggle switch button to disable the filter; in this case all future messages will go to the inbox, including messages with a header indicating a high spam score.
    

Enable option from Mail Service

To access your Infomaniak email settings:

1. Click here in order to access the management of your product on the Manager Infomaniak (Need help?).
2. Click directly on the nameallocated to the product concerned.
3. Click on the email address concerned in the table that appears.
4. Click on Filters and rules in the left side menu.
5. Activate the spam filter option, the effect is immediate:
   
6. Simply reclick the toggle switch button to disable the filter; in this case all future messages will go to the inbox, including messages with a header indicating a high spam score (they can be processed downstream by your software/mail client if the one supports reading this type of header).

Note that you can activating it en masse on multiple addresses At the same time.

Report spam or false positive

If spam messages pass between drops or vice versa if a valid email has been classified as spam involuntarily, you can intervene in a few clicks.

Prerequisites

• Verify that the spam filter is active.
• For more safety, activate the indication of external mail.

In order to automatically move an e-mail from your inbox into the spam folder that would have escaped the spam filter:

1. Click here to access the web app Mail Infomaniak (online service) mail.infomaniak.com).
2. Select the message in the inbox and click on the icon Spam from the toolbar:
   
   
    
3. You can also open it and declare it as Spam in a second stage:
   
   
    
4. Another option: open it and click on the action menu ⋮ on the right:
   
   

As soon as you clicked on Report as spam :

• the e-mail is moved to the folder Spam (or in the manually defined folder)
• the address of the sender is added to the list of blocked users
• the filter is refined for better support over time

Report false positive

Conversely, if you act on an e-mail falsely considered spam (false positive) by clicking on the icon "This is not spam" :

• The e-mail is moved to the inbox...
• The sender's address is added to the list of authorised users…
• This also affects the filter and its criteria.

Customize the anti-spam filter

Edit Spam Location

You can choose the default location of the folder in which the messages considered spam will automatically be placed (like the IMAP special folders).

Still under Filters and rules where you activated the spam filter:

1. Click on Edit:
   
2. Click on the folder name to select another folder (create a new folder in advance if necessary):
   
3. Click on the button Validate.

Authorize or block senders

You can specify in advance which senders will always have to go to the spam folder (or vice versa): become aware of this other guide on this subject.