MailScan - Content Filtering

MailScan is an optional plug-in that works in conjunction with WorkgroupMail. It makes it possible for you to define a mail policy for your company by letting you add a series of rules. By default, WorkgroupMail is configured with MailScan pre-installed with 3 rules. These rules are as follows:

  • Messages containing EXE attachments should be quarantined and the appropriate person informed.
  • Messages containing more than 10 attachments should be quarantined and the appropriate person informed.
  • Outgoing messages sent to external recipients that contain rude words should be quarantined and the appropriate person informed.

    You can delete these rules, change them or add additional rules. It is possible to edit the list of rude words to more tightly define your policy on acceptable language. You can do this in the following way:


  • Double click on the Content Filtering entry in the left-hand window of the WorkgroupMail administrator.
  • Select the Profanities tab. You will see the list of unacceptable words in the list.
  • To delete a rude word, select it and press the Delete button.
  • To add a new word, enter the word into the Profanity field and press the Add button.

    Adding New Rules

    To add a new rule, select the Rules tab of the Settings page and press the Add button. The Rule wizard will be displayed, showing the Overview page.



    Select the appropriate rule from the General Rules list. If you want to start with the simplest rule and build on it using the following pages then select either Check messages when they arrive or Check messages before sending and press Next to proceed to the Conditions page.

    Defining Conditions



    This page lets you select one or more conditions from the list that must hold for the rule to be actioned. You may choose from the following conditions:

  • Message contains profanities
  • Message contains specific words
  • Message subject contains specific words
  • Message body contains specific words
  • Message sent from specific recipient
  • Message sent to specific recipient
  • Message contains more than a certain number of attachments
  • Message contains attachments greater than a certain size
  • Message contains specific types of attachments
  • Message has attachments whose filename contains specific words
  • Message marked as specific priority

    In the example above, the rule will be actioned if the message contains the text "Project 438" and the message contains an attachment larger than 5MB in size. You will notice that the description will display blue underlined words. This represents data that you must specify to MailScan. For example, if you select the rule "Quarantine messages with specific words in the body", then "specific words" will appear underlined in the description window. You may click on it and specify the exact words that you wish to match.

    Defining Actions

    Once you have specified the conditions, press Next to define the actions that will be performed when a message meets all the conditions of this rule.



    This page lets you select one or more actions from the list that will be performed when the conditions of the rule are met. You may choose from the following actions:

  • Quarantine the message
  • Inform specific recipient with specific message
  • Return specific message to the sender
  • Inform intended recipients with specific message

    Replacement Fields

    When defining alerting messages in the Actions page, it is possible to use replacement fields in order to give the recipient of the alert some useful context. For example, if an administrator was to be alerted of an outgoing message being quarantined because it contained rude words, the administrator would need to know the subject of the outgoing message, who sent it, who it was to and possibly when it was sent. An example of such a message is shown below:



    The following replacement fields may be used:

  • <Subject>  The subject of the message.
  • <Sender>  The sender of the message.
  • <SenderAddress>  The address of the sender of the message.
  • <Date>  The date when the message was sent or received.
  • <Recipients>  The recipients of the message.
  • <RecipientCount>  The number of recipients to whom the message has been sent or received.
  • <Attachments>  A list of the attachment names in the message.
  • <AttachmentCount>  The number of attachments included in the message.

    You can purchase MailScan on-line by clicking here.