ORGANIZATIONAL USERS

Eliminate receipt and transmission of unauthorized e-mail

EPA permits a Systems/E-mail Administrator to detect and control e-mail traffic that is unauthorized because:
1. The e-mail text content contains references to unauthorized topics, OR
2. The foreign-domain recipient or sender is an unauthorized e-mail contact, OR
3. The local-domain recipient or sender is not permitted access to Internet e-mail usage.

EPA provides a Systems/E-mail Administrator with the ability to inspect and filter the addresses and text content of all/every/each domain Internet and intranet/LAN e-mail. The SAWanted and SADomains Preferences are applied to all e-mails prior to any subsequent post-arrival or pre-transmission processing. The entries of these Preferences supercede and pre-empt other preferences entered by the mailbox user.

Entries in the SAWanted Preference contain words, phrases or character patterns which are compared to the TEXT fields' content of all e-mails - both those arriving from the Internet and those being prepared for transmission.

Entries in the SADomains Preference contain complete or partial e-mail addresses. These entries are compared to the 'FROM:' field content of arriving Internet mail and to the 'TO:' field content of mail being transmitted.

A match between any of these Preferences' entries and e-mail content permits the mail to be identified and processed as determined by the System/E-mail Administrator

EPA's Domain Default Preference Set provides an Administrator with the mechanism to control and monitor traffic passing through multiple mailboxes with a single, easily-maintained data structure.

Eliminate receipt and transmission of personal Internet e-mail

Organizations incur significant labor and financial costs when their personnel receive and transmit personal e-mail for non-organizational purposes.

EPA provides the System/E-mail Administrator with four mechanisms for eliminating such usage of organizational resources:
1. An Internet/LAN-Prohibited Preference Set.
2. A LAN-only Preference Set
3. A Group Preference Set
4. A Domain Default Preference Set

When an e-mail arrives for reception/transmission processing, EPA attempts to retrieve the Preference Set associated with the mailbox named in the 'TO:'/'FROM:' field. If none can be found, EPA attempts to retrieve the Domain Default Preference Set. If none can be found, EPA performs no further processing of the e-mail.

Hence, an EPA-managed domain mailbox having no associated Preference Set has unlimited access to both the Internet and any domain LAN present. In an ISP/ESP environment, this feature provides the optional use of the EPA mechanism to individual accounts when they want it.

Acceptance of e-mail from the Internet requires that the addressee's Preference Set has a Private('Trusted'), Public or Wanted entry that matches incoming mail field content. Transmission of e-mail to the Internet or LAN requires that the sender's Preference Set has a Trusted, Public or New entry that matches outgoing mail field content.

Because of these criteria and their usage, a Preference Set with no Trusted, Public, Wanted or New entries permits neither receipt nor transmission of Internet and LAN e-mail - the Internet/LAN-Prohibited Preference Set.

A Preference Set whose only entry is the organizational domain name listed as Trusted permits no access to the Internet but allows all LAN traffic - the LAN-only Preference Set.

The System/E-mail Adminstrator may choose to define a Group Preference Set that reflects organizational structures and functions to be associated with all mailboxes used by Group members.

At the System/E-mail Adminstrator's discretion, any of these Preference Sets can be copied and renamed for retrieval with or otherwise associated any assigned mailbox UserName.

The Domain Default Preference Set is retrieved when EPA can't find a set associated with the target mailbox UserName. Where numerous UserNames need access only to the LAN, a copy of LAN-only Preference Set can be renamed for use as the Domain Default Preference Set.

NOTE: Use of the above Preference Set forms does not restrict Internet access for other domain UserNames' Preference Sets or mailboxes with no associated Preference Set.

Control e-mail addressed to Public Correspondents

In many cases, organizations wish to have focussed, limited e-mail communications with all or targeted portions of the general population of e-mail users for a specific time period - such as when:

• Purchasing solicits price quotations and bid proposals.
• Human Resources advertise job opporunities.
• Sales conducts a promotional campaigns.
• Manufacturing solicits specifications and prices from new suppliers.

EPA's "Wanted Subject Matter" preference allows you to control the number, arrival time and routing of e-mails responding to a situation. To apply this control:

1. Generate a "Wanted Subjects" preference entry consisting of a convenient situational descriptor - "RFQ0401" or "R&DEngr-5" or "BBQ Recipe Contest" examples.
2. In all advertising associated with the situation, state that any e-mail response must contain "RFQ0401" or "R&DEngr-5" or "BBQ Recipe Contest" in the e-mail's "SUBJECT:" fields.
3. Assuming that the "From:" field of an e-mail is not one of of the your "Private Correspondents" preferences, EPA will accept and route an e-mail if a "Wanted Subjects" preference entry is matched prior to consideration of Public Correspondents preferences
4. You can maintain the situational response preference for whatever period you wish. To eliminate further e-mail from that URL, you need only remove the associated "Wanted Subjects" preference entry. Further e-mails will be accepted as "wanted" based solely on Private and Public Preferences.

Identify effective advertising placement media/locations

In any case where organizations place situational advertisements and expect to control e-mail response with a "Wanted Subjects" preference entry, one or more characters appended or prepended to the associated preference entry can be used to identify the location at which the advertisement was read.

As an example, the preference entries "CFO-1", "CFO-2" and "CFO-3" could be used to distinguish between identical ads placed in the Wall Street Journal, Forbes and Barrons respectively.