I am looking to solve some email compliance requirements. I’ve searched the forums but wanted to submit a new posting to seek more recent input.
My requirements are as follows:
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Apply this to specified domain(s)
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To Outbound Emails
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Add text to the Subject
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Add an additional Disclaimer to the Body of Message
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Report on the emails (including contents of email)
As a side note…
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this is only going to impact about FIFTEEN of our users and minimal outbound emails
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User Mail File rules won’t catch the outbound emails coming from our CRM application - so I’m ‘ruling’ that option out.
I did find Policy Patrol which will do what we are looking for. The draw back is it requires an additional server. Sherpa Software also had an application - but COMING SOON on the disclaimer stuff.
Any suggestions appreciated.
Subject: combination of server mail rules and custom application
I’d start you out in the direction of server mail rules, which will catch the emails whether they come from your user’s mailfile or the crm application. The server mail rules don’t completely do what you’d want; server mail rules don’t modify a message in the way you are looking for. So what I’d look at is using a rule that journals the qualified messages, and then set up an agent in the journal that works “when new mail arrives”, modifies the message in the way you describe, and sends it again. you would need to write your server rule to NOT act on a message that has the qualifying modifications already.
In the below example, replace “FIXED” with whatever you are putting in the subject line.
So the server rule in the messaging configuration doc might be something like:
Conditions:
If sender contains your domain (that means it is outbound)
AND If any recipent contains “the specified domains”
AND if subject ‘does not contain’ “FIXED”
Actions:
Journal this message
Then in the journal database, the agent would be set to:
On event (when new mail arrives)
Use script to append “FIXED” to the subject line, append the disclaimer to the body, and send the message again.
The messages kept in the journal are your report of what was sent, and include the entire contents of the original message.