Inbound Email and Domain Rules

The XRM module includes a subsystem for managing inbound email routing and filtering. Four configuration areas work together to define how incoming email is handled: domain-level rules filter by sender domain, email address configuration defines recipient behaviour, email-level rules filter by sender address, and quarantine records hold messages flagged for review.

Architecture

Inbound email processing follows a layered evaluation model:

Domain rules

Domain rules filter inbound email at the sender's domain level before any per-address processing occurs.

Field	Purpose
domain_id	The receiving domain this rule applies to
inbound_sender_domain_matches_text	Sender domain patterns to match
inbound_sender_domain_match_type	Match strategy: exact or regex
inbound_sender_domain_match_rule	Action to take (e.g. drop, quarantine)
inbound_sender_domain_match_destination	Optional forwarding destination

Match types

• exact — the sender's domain must exactly match one of the values in the array
• regex — the sender's domain is tested against each array entry as a regular expression

Email address configuration

Email address configuration controls how specific recipient email addresses, identified by their local part, behave by default.

Field	Purpose
domain_id	The receiving domain
inbound_email_recipient_local_parts	Local parts this config applies to (e.g. sales, accounts)
inbound_email_default_match_rule	Default action for unmatched senders
inbound_email_default_destinations	Default forwarding addresses
inbound_email_quarantine_retention_days	How long quarantined messages are kept (default: 90)
inbound_email_quarantine_notification_frequency	Notification schedule
inbound_email_quarantine_notification_day	Day of week/month for notifications

Default match rules

Code	Meaning
D	Drop — discard the message silently
Q	Quarantine — hold for review (default)
ID	Identify and drop — log the message then discard
IQ	Identify and quarantine — log and hold for review
F	Forward — deliver to the configured destinations

Notification frequency

Code	Meaning
I	Immediate — notify on each quarantined message
D	Daily digest
W	Weekly digest (notification day: 0=Monday, 6=Sunday)
M	Monthly digest (notification day: 0=last day of month, 1–31=day)

Email rules

Email rules provide sender-specific overrides for a configured email address. They evaluate after the domain rules pass and allow finer-grained control.

Field	Purpose
email_id	The email address configuration this rule belongs to
inbound_sender_email_local_part_matches_text	Sender local parts to match (e.g. spam, noreply)
inbound_sender_email_match_type	Match strategy: EXACT or REGEX
inbound_sender_email_match_rule	Action to take (same codes as default match rules)
inbound_sender_email_match_destinations	Optional override forwarding addresses

Quarantine items

Messages that are quarantined are stored with full headers and optional body content.

Field	Purpose
domain_id	The receiving domain
message_from_email	Sender address
message_to_email	Recipient address
message_subject	Email subject line
message_body_text	Plain text body
message_body_html	HTML body
message_object_store_identifier	Object storage bucket/container identifier
message_object_key	Object storage key for the full message
message_action	The action that was applied
message_destination	Where the message was or would be forwarded

Traceability

Each quarantine item records which domain, email address, or sender rule caused it to be held. This allows administrators to trace why a specific message was quarantined and adjust rules accordingly.

Object storage

For large messages, the full content may be stored in external object storage. The quarantine record keeps the storage reference, while the text and HTML body fields may contain a truncated preview or be empty if the full content is only in object storage.

Authorisation

Inbound email settings and quarantine records are scoped to the tenant. Authenticated users can review relevant configuration and quarantine history, while changes require the appropriate permissions.