First Steps

Install Certificates

Certificates can be (1) uploaded manually or (2) generated using Let's Encrypt Certbot functionality.

certificates

In both scenarios, it is essential that the subdomains manage, smtp, login, mail, and gateway are contained with the certificate.

For instance, configuring groupios for example.com requires a certificate covering the following domains:

  • manage.example.com
  • smtp.example.com
  • login.example.com
  • mail.example.com
  • gateway.example.com

Note

If you use Let's Encrypt you'll need to point the DNS A records of all above mentioned domains to groupios. Also make sure that Port 80 is forwarded to the respective server.

Warning

When manually uploading a certificate you need to make sure, to upload the full certificate chain. Also, the certificates need to be verifiable by the root CAs.

Update the System Domain

Upon successful installation of the correct certificate, the system becomes eligible for migration to the new domain.

As shown in the picture below,

  1. navigate to the domains view
  2. click on Change System Domain
  3. enter the domain name you uploaded your certificate for (example.com in this scenario)
  4. confirm by clicking Change System Domain

domains

The completion of this process may take several minutes. Subsequently, the user interface becomes accessible through the designated domain, exemplified as manage.example.com in this instance.

Note

The previous session has been invalidated due to the configuration changes. Please switch to the newly configured domain now to commence a new session. You can safely exit the current view, even if the process is not yet finished.

Add Users

The user view is positioned immediately below the certificates view in the sidebar. To initiate the creation of your first user, select the plus icon, as depicted below.

users

Provide the necessary information as prompted and proceed to confirm the user creation.

users_add

Set up your MX Record

As your DNS A record probably already points to the smtp subdomain (smtp.example.com), you need to set your MX record to point to this smtp subdomain.

Set up SPF

Emails are dispatched from the smtp subdomain.

Therefore, it is essential to establish a configuration that permits the IP of this subdomain (smtp.example.com in this example). For a straightforward setup, we suggest employing a configuration similar to v=spf1 a mx a:smtp.example.com -all on your domain.

For more complex configurations, we refer here.

Set up DKIM

Access the domains view and select the specific domain for which you intend to configure DKIM.

domains_details

On the DKIM card, click on solve.

domains_dkim

Click on

  • (1) to copy the subdomain for the DKIM resource record to your clipboard, and
  • (2) to copy the value of the DKIM resource record

Use these copied values to register the DKIM resource record with your DNS provider.

domains_dkim

Set up DMARC

What is DMARC

DMARC (Domain-based Message Authentication, Reporting & Conformance) is an email security protocol that helps to prevent email spoofing and verify the authenticity of emails. It builds on the existing SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail) technologies and allows domain owners to specify how email providers should handle messages that cannot be authenticated (e.g. reject them or mark them as spam). In addition, DMARC provides reports on who is sending emails on behalf of the domain, so that abuse can be recognised at an early stage.

Configure DMARC

To set up DMARC for outgoing mailserver authentication, you need to create a TXT record in your domain's DNS settings under the subdomain _dmarc.. This record defines how unauthenticated emails should be handled.

An example TXT record looks like this: v=DMARC1; p=reject; adkim=s; aspf=s;

Here:

  • v=DMARC1 specifies the DMARC version.
  • p=reject tells mail servers to reject unauthenticated emails.
  • adkim=s enforces a strict DKIM alignment.
  • aspf=s enforces a strict SPF alignment.

Once added, the DNS configuration helps prevent misuse of your domain.

For more information, we refer here.

DMARC Reporting

DMARC reporting provides insights into how emails are being authenticated and whether unauthorized parties are attempting to send emails.

Aggregate DMARC reporting to other servers is enabled with groupios.

Forensic reporting to other servers is not supported as a forensic report may contain data restricted by GDPR.

To also receive reports, we recommend to include a rua tag in your DMARC TXT record to specify the email address where reports should be sent.

For example: v=DMARC1; p=reject; adkim=s; aspf=s; rua=mailto:dmarc-reports@example.com;

This allows you to monitor email activity and detect unauthorized use of your domain.

Set up PTR

What is a PTR

A PTR record (pointer record) is a DNS entry that ensures that the IP address of your mail server is correctly linked to your domain. Some email providers check this entry to decide whether the sender is trustworthy. If the PTR record is missing or incorrectly configured, our emails may be categorised as spam or blocked. A correctly configured PTR record therefore improves the deliverability of our emails and strengthens the reputation of our mail server.

Configure PTR

To set up a PTR record for the domain smtp.example.com, the entry must be made with the provider of the IP address of the mail server. The PTR record links the IP address of the mail server backwards with the host name smtp.example.com. To do this, log in to the administration area of the IP provider (e.g. hosting provider or Internet service provider) and create a reverse DNS entry (PTR record) that points the IP address of the mail server to smtp.example.com.

Alternatively, you may just contact your service provider with that request. You should then test the configuration to ensure that the reverse DNS lookup is successful and that the IP address points correctly to the domain.

Explore the Extended Groupware Application

Access the groupware interface by navigating to the designated mail subdomain, illustrated in this instance as mail.example.com and explore the functionalities within the groupware platform.