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Proofpoint, Inc.

Understanding and Customizing Notifications

Situation
  • Where are notifications set?
  • Can I customize notifications?
  • Can I set specific notifications?
  • Who are allowed to be notified?
Solution Define each notification type and where these can be set, and who can receive the specific notification.


Types of Notifications

Here is a list of the types of custom Proofpoint Essentials notifications:

  • Welcome Email/Password Reset
  • Quarantine Digest
  • Spooling Alert
  • SMTP Discovery report
  • AD/Azure Sync
  • Outbound blocked email from Silent Users
  • Outbound blocked email from non-silent users
  • Billing and Renewal alerts
  • Custom filter notifications

SMTP Notifications

We are not listing standard SMTP-type notifications, i.e. mail delivery delays. 

These types of alerts are standard mail delivery alerts that provide a 400 or 500 type error, indicating delays or bounces. 

Admin-Based notifications

Role based notifications are based primarily on the contacts found on the interface. Contacts must be one of the following roles:

  • Organization Administrator
  • Channel Administrator
  • Strategic Partner Administrator

Administrator Level Accounts

These accounts are the ones you see in the Profile tab that can be listed as:

Admin Contact

Billing Contact

Tech Contact

Admin Contact

No primary notification is set to the admin contact.

The admin contact can be set to receive notifications from SMTP Discovery and Spooling Alerts.

Spooling Alerts

For more on spooling alerts, please see the Spooling Alerts KB.

Billing Contact

Our finance team reaches out to this contact in regards to Billing and Renewals.

Tech Contact

The technical contact is the primary contact we use for technical issues. 

The below notifications are automatically sent to the tech contact:

  • SMTP Discovery report
  • AD/Azure Sync
  • Outbound blocked email from Silent Users

These notifications can be set for the tech contact:

  • Spooling Alerts
  • Custom filter rule

Quarantine Digest

By design, the Proofpoint Essentials system has quarantine digests turned on for all accounts. A digest is a form of notification. A digest can be turned off as a whole for the company, or for individual email addresses.

Functional Accounts

Email addresses that are functional accounts will have the digest delivered to that email address by default. When we send to the mail server, all users in that group will receive the email unless specified otherwise. 

Welcome Email/password Reset

These 2 notifications are condition based and only go to the specific email addresses.

Welcome Email is sent upon user creation, or when an admin wants to send one by using the Mass Update feature.

Enable Welcome Emails

Welcome emails must be enabled with the Send welcome email checkbox found under Company Settings > Notifications before welcome emails can be sent. In the new beta UI, this is found at Administration Settings > Account Management > Notifications.

Password Reset is used from the user interface or by an admin function to send the email to a specific user.

Custom Filter notifications

The filters have an optional notify function as part of the DO condition. When you add additional conditions, these are the allowed settings:

  • Alert Sender - Typically used for outbound filters; does not function on an inbound mail filter to alert external contact.
  • Alert Recipient - Typically used for inbound filters; does not function on an outbound mail filter to alert external contact.
  • Alert Tech Contact - Typically used for inbound filters; does not function on an outbound mail filter to alert external contact.
  • Alert Specified User - Specific email address has to be within the Proofpoint Essentials system, i.e. same domain or parent company.

Sender/Recipient Alerts

We do not send out alerts to external recipients. These alerts are limited to Proofpoint Essentials users.

Outbound Mail Delivery Block Alert

An outbound email that scores high for the standard spam definitions will send an alert. 

  • Silent User - stated above, if an email address has the role of a silent user, the Tech Contact will receive their alert
  • non-Silent User - If your role is not a silent user, you should receive the alert to your email address.