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OpenEFA Web Interface Guide

Complete guide to using the OpenEFA web interface for email filtering management

Version 1.0 | Last Updated: November 2025

Table of Contents

  1. Overview
  2. Getting Started
  3. Dashboard
  4. Email Management
  5. Email Detail View
  6. Quarantine Management
  7. Training System
  8. Email Actions
  9. Reports & Analytics
  10. Configuration (Admin)
  11. VIP Alerts
  12. User Preferences
  13. Tips & Best Practices

Overview

OpenEFA's web interface provides comprehensive spam filtering management with an intuitive, modern design. The system uses advanced machine learning to protect your email, and the web interface gives you complete control over email filtering, quarantine management, and system training.

Key Features

Getting Started

Accessing the Interface

Navigate to your OpenEFA installation URL and log in with your credentials. The interface automatically detects your screen size and provides an optimized experience for desktop, tablet, and mobile devices.

User Roles

OpenEFA supports three user roles:

Your dashboard and available features depend on your assigned role.

Dashboard

The Dashboard is your command center, providing an at-a-glance view of system activity and email protection status.

System Overview Card

Displays real-time statistics:

Domain Statistics

For multi-domain environments:

Training Progress Banner

When a new domain is added (first 7 days):

The training system learns from your classifications to improve accuracy for your specific email patterns.

Quick Actions

Direct access to:

Email Management

The Emails page (/emails) provides comprehensive email management with powerful filtering and search capabilities.

Email List View

Displays all processed emails with:

Color-Coded Spam Scores

Filtering Options

Domain Filter

Mail Direction

Disposition Filter

Time Range

Search Functionality

Search across:

Pro Tip: Use the Message ID search to quickly locate specific emails for troubleshooting.

Bulk Operations

Select multiple emails using checkboxes to perform bulk actions:

All bulk operations display confirmation dialogs and show progress notifications.

Export Options

Export email data in multiple formats:

Exports include all filtered emails with complete metadata.

Email Detail View

Click any email to view complete details and take actions.

Email Information Tabs

Overview Tab

Content Tab

Headers Tab

Metadata Tab

Attachments Tab (if present)

Email Actions

Single Email Actions:

Training Counter

Each email can be trained up to 3 times for spam and 3 times for ham (not spam). The counter shows:

  • X/3 Spam: Number of spam training sessions
  • X/3 Ham: Number of ham training sessions

Training multiple times reinforces pattern learning for improved accuracy.

Quarantine Management

The Quarantine page (/quarantine) focuses exclusively on emails flagged as spam and held for review.

Quarantine View Features

Similar to the Emails page but filtered to show only quarantined messages:

Review Workflow

  1. Filter by domain if managing multiple domains
  2. Sort by spam score to review highest-risk first
  3. Review sender and subject for false positives
  4. Click email to view full details
  5. Take action: Release, Delete, or Train

False Positive Handling

If a legitimate email was quarantined:

  1. Click "Mark as Not Spam" to train the filter
  2. Click "Release" to deliver immediately
  3. Consider "Whitelist Sender" for future emails

The system learns from these corrections to reduce future false positives.

Bulk Quarantine Operations

Select multiple quarantined emails:

Training System

OpenEFA uses machine learning that improves through user feedback. The training system learns your organization's email patterns.

How Training Works

Spam Training

When you mark an email as spam, the system learns patterns from:

Ham (Not Spam) Training

When you mark an email as not spam, the system learns:

Training Counter System

Each email can be trained up to 3 times in each direction:

Why 3 times? Multiple training sessions strengthen pattern recognition, especially for borderline cases or evolving spam patterns.

New Domain Training Period

When a new domain is added to OpenEFA:

During this period:

After 7 days, the system has learned your domain's email patterns and operates with high accuracy.

Training Best Practices

  1. Be consistent: Similar emails should be classified the same way
  2. Review regularly: Check quarantine at least daily during training
  3. Use multiple training: For persistent issues, train 2-3 times
  4. Whitelist trusted senders: Reduces false positives
  5. Block persistent spam: Add to block list for immediate action

Email Actions

Release Email

Purpose: Deliver a quarantined email to the intended recipient immediately.

When to use:

What happens:

  1. Email is delivered to recipient's inbox
  2. Disposition changes to "released"
  3. Sender may be added to safe list (optional)
  4. Event is logged in system audit

Mark as Spam

Purpose: Train the spam filter to recognize similar messages as spam.

When to use:

What happens:

  1. Spam training counter increments (max 3)
  2. Machine learning model is updated
  3. Email patterns are stored
  4. Future similar emails more likely to be blocked
  5. Spam score may increase

Mark as Not Spam

Purpose: Train the spam filter to recognize similar messages as legitimate.

When to use:

What happens:

  1. Ham training counter increments (max 3)
  2. Machine learning model is updated
  3. Legitimate email patterns stored
  4. Future similar emails more likely to be delivered
  5. Spam score may decrease

Whitelist Sender

Purpose: Trust all future emails from a specific sender or domain.

When to use:

What happens:

Caution: Only whitelist verified, trusted senders. Whitelisting a compromised account could allow spam through.

Block Sender

Purpose: Automatically reject all future emails from a sender or domain.

When to use:

What happens:

Delete Email

Purpose: Permanently remove an email from quarantine.

When to use:

What happens:

Note: Deleted emails are permanently removed. Consider marking as spam first to train the filter before deleting.

Reports & Analytics

OpenEFA provides comprehensive reporting for spam filtering effectiveness and system performance.

Effectiveness Reports

System-Wide Effectiveness (/effectiveness)

Domain-Specific Reports

Time-Based Analysis

Enhanced Domain Reports

Generate comprehensive reports for specific domains including:

Reports available in:

Email Statistics Dashboard

Real-time statistics:

Learning Analytics

Track filter improvement over time:

Configuration (Admin)

Administrative users have access to system configuration options.

Domain Management (/config/domains)

Add Domain

Edit Domain

Domain Settings

Delete Domain

User Management (/admin/users)

Create Users

Edit Users

User Status

Password Management

Whitelist Rules (/config/whitelist)

Sender Whitelist

Rule Priority

Blocking Rules (/config/blocking)

Sender Blocking

Rule Actions

Trusted Domains (/config/trusted)

Configure domains that always bypass spam filtering:

Trusted Domain Features

Quarantine Notifications (/settings/quarantine-notifications)

Digest Email Settings

Digest Content

Test Notifications

Cleanup Settings (/config/cleanup)

Automatic Cleanup Rules

Manual Cleanup

Spam-Specific Cleanup

System Information (/config/system-info)

View system status and configuration:

No sensitive information is displayed (passwords, keys, etc.)

Backup Management (/config/backup)

Database Backups

Backup Types

Backup Files

VIP Alerts

Monitor critical senders with proactive notifications when their emails arrive.

VIP Alert Management (/vip-alerts)

Create VIP Alerts

VIP Alert Actions

Use Cases

VIP Alert Notifications

When a VIP sender emails:

  1. Immediate notification sent to alert recipients
  2. Email details included in alert
  3. Quick action links to view/release email
  4. Timestamp and routing information

VIP Billing (for service providers)

Track VIP Alert Usage (/vip-billing)

Admin Billing View (/admin/vip-billing)

User Preferences

Customize your OpenEFA experience.

Preference Settings (/user/preferences)

Display Options

Notification Preferences

Interface Options

Tips & Best Practices

Daily Operations

Morning Routine

  1. Check dashboard for overnight statistics
  2. Review quarantine for false positives
  3. Check VIP alerts for critical communications
  4. Verify system health indicators

Weekly Tasks

  1. Review effectiveness report
  2. Update whitelist for new trusted senders
  3. Check for persistent spam sources
  4. Train on borderline messages

Monthly Activities

  1. Generate comprehensive reports
  2. Review and adjust spam threshold if needed
  3. Audit user access and permissions
  4. Review backup integrity

Maximizing Filter Accuracy

Training Tips

  1. Train immediately on false positives
  2. Consistently classify similar emails
  3. Use 2-3 training cycles for stubborn patterns
  4. Whitelist trusted senders proactively

Reducing False Positives

  1. Whitelist known business partners
  2. Train on legitimate marketing emails
  3. Monitor authentication failures (SPF/DKIM)
  4. Review spam score breakdowns for patterns

Catching More Spam

  1. Report missed spam immediately
  2. Block persistent spam domains
  3. Review emails just below spam threshold
  4. Keep system updated

Security Best Practices

Email Review

  1. Be cautious with unexpected attachments
  2. Verify sender authenticity
  3. Check link destinations before clicking
  4. Watch for spoofing indicators

System Security

  1. Use strong, unique passwords
  2. Log out when finished
  3. Report suspicious activity
  4. Review audit logs regularly (admin)

Privacy Considerations

  1. Only review emails you're authorized to see
  2. Don't share sensitive information from emails
  3. Use secure connections (HTTPS)
  4. Follow organizational email policies

Performance Optimization

Large Environments

  1. Use domain filters to focus views
  2. Leverage time range filters
  3. Use search for specific emails
  4. Export data for offline analysis

Mobile Usage

  1. Interface automatically optimizes for mobile
  2. Use quick actions for common tasks
  3. Bookmark frequently used pages
  4. Enable notifications for VIP alerts

Troubleshooting

Email Not Appearing

False Positives Persist

Cannot Release Email

Training Not Working

Support & Documentation

Getting Help

For technical support or questions about OpenEFA:

System Health

Monitor system health from the dashboard:

Best Support Practices

When contacting support, include:

  1. Your OpenEFA version
  2. Description of the issue
  3. Screenshot if applicable
  4. Affected email Message ID (if applicable)
  5. Domain name (without sensitive data)

Conclusion

OpenEFA's web interface provides powerful, intuitive spam filtering management. The combination of machine learning, user training, and comprehensive controls ensures your email is protected while minimizing disruption from false positives.

Key Takeaways
  • Regular training improves accuracy
  • Whitelist trusted senders proactively
  • Review quarantine daily during training period
  • Use bulk operations for efficiency
  • Monitor effectiveness reports for insights
  • Leverage VIP alerts for critical communications

For the most up-to-date information and feature updates, visit https://openefa.com.

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