Mail Receiving Types

Zoho eProtect supports different options to archive emails. If you have enabled Email protection in Zoho eProtect, all your incoming emails flow through the eProtect server. eProtect processes the email protection rules and routes the email to your email provider's server. The email provider server delivers the email to the intended recipient.

Journaling

The Journaling email receiving method delivers all the emails directly to your organization's users, and then sends a journal copy to eProtect's archival storage. While setting up your organization in eProtect, select Journaling in the Setup email archival stage and configure the unique journal mailbox address in your email provider's admin section. The below image provides an overview of the mail flow when you have enabled email protection and email archival for your organization:

Select the appropriate email provider for the steps to configure journaling:

• Google Workspace
• Microsoft 365

Configure Email Archival in Google Workspace for Journaling

If you chose a different method while setting up your organization and want to change it to Journaling, follow these steps:

1. Log in to Zoho eProtect and select eDiscovery in the left pane.
2. Navigate to Settings and copy the Journal Mailbox Address.
3. Log in to Google Workspace Admin Console.
4. Select Apps on the left menu and choose Google Workspace.
5. Navigate to Gmail and select Routing.
6. Select Third-party email archiving and click ADD ANOTHER RULE.
7. Paste the Journal Mailbox Address that you copied in eProtect and click the SAVE button.
   Note: Third-party email archiving option will be available only for organizations with Enterprise and Education plans.

You have successfully configured eProtect's journal mailbox address in your Google Workspace account. A copy of all emails that flow to your organization will be archived in eProtect.

Configure Journal Rules in Microsoft 365

To setup Journalling in Microsoft 365, you must configure an alternate email address to send a Non-Delivery Report (NDR). A report of emails that could not be delivered to the journal mailbox address will be sent to this NDR email address. Follow these instructions to configure NDR settings:

1. Log in to Microsoft Purview.
2. Navigate to Data lifecycle management and select Exchange (legacy).
3. Click Settings on the top right corner, enter the desired email address, and click Save.

Now that you have configured the NDR email address, follow these steps to configure email archival in Microsoft 365:

1. Log in to Zoho eProtect and select eDiscovery in the left pane.
2. Navigate to Settings and copy the Journal Mailbox Address.
3. Log in to Microsoft Purview.
4. Navigate to Data lifecycle management and select Exchange (legacy).
5. Select the Journal rules tab and click New rule.
6. Paste the Journal Mailbox Address that you copied in eProtect in the Send journal reports to field.
7. Enter the Journal rule name.
8. You can either choose Everyone or A specific user or group based on your preference.
9. Choose All messages or Internal messages only or External messages only and click Next.
10. Review the journal rule and click Submit.

You have successfully configured eProtect's journal mailbox address in your Microsoft 365 account. A copy of all your organization's incoming emails will be archived in eProtect.

API

Similar to Journaling, even in the API method, the emails sent to your organization's users will be delivered to their mailboxes first. Once an email is delivered to a user, eProtect will archive a copy of that email in your organization's eProtect account.

The below image will help you understand how email archival works using the API method.

Mail Receiving using MX 

Zoho eProtect accomplishes email archiving through the MX method if your organization does not support Journaling or API for third-party email archiving. The MX method is recommended only if Email protection is enabled to ensure that only clean emails are archived.

In this method, eProtect receives the email and archives them based on the email protection rules configured by the admin. A copy of the email gets delivered to the user's mailbox through your organization's email provider server. Administrators must configure Zoho eProtect's MX record with the least priority in the corresponding domain provider's Manage DNS page.