Frog Email

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Using the Frog Email Bricks

Introduction

Frog has a built in email server that allows all of your Frog Users to access their own email address.

Users can gain access to their email by either using the Email brick from within Frog or alternatively using an email client such as Thunderbird or Outlook.

Using the Frog Email Brick

More in depth information about the Frog Email brick can be found here: Brick: Email

Frog Email Groups

As with most email solutions, Frog has the ability to email groups. For further information on how to set a Group Email Alias please see the article User Management.

Spam and Antivirus protection

Your Frog server includes a basic version of Clam AV (antivirus) and Spam Assassin (spam protection). Whilst in many cases these are enough protection for many schools, you should still consider whether you would benefit from the advantages of 3rd party spam protection.

Child protection and e-safety

Many schools find that the most secure way of ensuring adequate child protection and e-safety for email is to operate a split system, using Frog mail for internal mail for students only and relying on another service for staff email (such as Microsoft Exchange). Should you wish your Frog server to operate in this way and not receive external email, please contact the Frog support team to discuss further.

Frog Email for Administrators

The Frog email brick can be used in conjunction with the User Select Brick on a page to allow administrators to view the inbox of any user on the system.

The Email Administrator page will normally be provided to a school within their default build but it is relatively easy to construct your own.

To create an Email Administrator page, log into the Toolkit as an Administrator and create a new Frog page. Make sure that the page is created in an area that is accessible to any other users you may wish to use the page.

Drag a Brick: 2 Columns onto the page from the Common tab.

In the left tab place a Brick: Select User from the Admin tab and in the right place a Brick: Email from the Collaboration tab.

You should be left with a page that looks like this:


File on centre


By default the Brick: Email will show the user their own inbox. To configure the brick so that you can show the inbox of a user selected from the user list you need to double click the brick.

You will see a dialogue box open with the following options:

  • Show All Messages instead of Groups of 40
  • User to Display
  • Forward Email

You will need to change the "User to Display" field to show "User Selected from User List".

When this change has been made save and publish the page.

If you then view this page in the front end you will be able to select a user from the left hand column and display their inbox in the right hand column.


File on centre


Email Archive

Whilst it is possible for administrators to view a users current mailbox, there are situations where an administrator may wish to be able to search old e-mail that has now been deleted.

It is possible to have the Frog server temporarily retain a copy of all e-mails that pass through it. The Frog server will keep this e-mail for a short period, giving enough time for an administrator to retrieve it from the Frog server and store it in a more permanent archive on their own systems.

Configuration

To enable the archive option take the following steps:

  • Login to the toolkit as an administrator.
  • Select the Admin tab on the side menu and select Server Configuration from the options.
  • Select the Server Setup tab.
  • Select the check box labelled Archive All E-Mail.
File on centre

The email archives will then be stored on a windows share on the Frog server in the following location:

\\frogserver\frogbackup\backup

To activate access to this windows share, you will need to be logged in using the Frog Backup user. Please see Backing up your Frog Server for more information on backing up the Frog server]].

Connecting using a third party email client (Secondary Schools Only)

The Frog server by default runs an IMAP and SMTP Server which can be accessed by all machines on the local network. This does not apply to Frog 3 Primary schools or FrogLearn.

Connecting an email client such as Thunderbird or Outlook is fairly simple. To connect, you need to know is the internal address of your Frog Server and your username and password.

The IMAP Server can be configured to allow external access so you can use any IMAP client to check your emails. The Support Team can offer you advice on how best to configure your Frog server for external IMAP access.

Currently, for security reasons the Frog server will not allow SMTP to work externally. Your ISP will usually provide you with an SMTP Server that you can use to send email through. Remember, the ISP for using SMTP externally may not be the ISP of your school. It may be your mobile or home internet provider.

In order to configure an email client to receive data from your Frog server you will need to set up the client using the following IMAP settings:

  • Account Type: IMAP
  • Incoming Mail Server: [Address of FrogServer]
  • Outgoing Mail Server (SMTP): [Address of FrogServer]
  • Username: [Email Address of User]
  • Password: [Password of User]

The default settings for an IMAP account are to store the email on the Frog server itself. In normal circumstances this will mean that email will be available both in the external email client and in the Frog Mail client.

Contacting the Frog support team

The answer to your question may be found in the article Frog Email: How Do I?.

If you are having problems with Frog Email you may need to contact the Support Team. You can help speed up the resolution to your issue by having a quick look through the following points and having the information ready for the Engineer.

What are the symptoms?

  • Users cannot send any email.
  • Users cannot receive email.
  • Users cannot send and receive email at all.
  • Users can only send/receive email to other users on the Frog Server.

The more information you can give the support engineer the quicker they can diagnose where the problem is so it is worth taking the time to diagnose where the problem lies.

Please remember to check Frog Email Roles to ensure that your users have the correct permissions to send email.

Who is affected?

  • All users.
  • Users in a particular Group or Login Profile.
  • One user.

If the problem is only affecting one user, the Support Team may need access to the users account to diagnose. If you are using Active Directory or LDAP Authentication you may need to change the users password so they can gain access.

Email Relay?

Some ISP's require all email to be sent via an email relay that they will provide. If this is the case always mention it to the Support Engineer that takes the call. It may simply be that the relay is not longer responding and the Support Engineer should be able to quickly diagnose this and refer you to your ISP for assistance. Please be aware that we do not support mail relays that require authentication via a username and password at this time.

Where are the affected users?

  • Internal to the school.
  • External to the school.
  • Internally and externally to the school.

Limitations

Please be aware that the email address must remain 63 characters or less in length. Addresses over this length will be accepted but will cause issues with the user accessing the email account.

Frog mail is limited to a total message size (including attachments) of 10mb for both the sending and receiving of email.

Frog does not support mail relays that require a username and password at this time.

The Frog password policy is that passwords should be between 4 and 16 characters and should contain no special characters or spaces. This should also include AD linked passwords. Passwords longer than this length or with special characters may cause issues when accessing the Frog mailbox.

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