We have a user that uses the scanning option on one of our printers to generate huge, unnecessary and duplicated PDF copies of documents and then saves them to the network thus causing tons of unnecessarily used space. Her boss has not said a thing to her even after repeated requests from the MIS Department. Is there any way, in Notes or Domino, that we can deny messages from the scanner to the user WITHOUT using a Rule in her database since she could easily figure that one out? I have the Subject text the printer uses to send the scanned documents and I have the user’s e-mail address so I can use these two things to screen these out. The messages never hit our Barracuda Spam filter since they are internal only. There are no settings on the printer (IBM Infoprint Color 1464) to screen / disable messages. We can’t disable the e-mail option on the printer since other employees use it for legitimate reasons.
Subject: It’s all in the SMTP
Since most scanners relay such mail with attachments via SMTP the best place to do it is to enter rules in the inbound SMTP relay controls.
If the server relaying the SMTP mail from the scanner is a Domino server you could enter that user’s address in the [Deny messages intended for the following internet addresses] field in the Inbound Intended Recipient controls section of the configuration document for the SMTP relay host
Subject: One Domino server
We only have one Domino server so I can’t do that.
I’m going to try journaling.
Subject: Server configuration can do this
Go to your server configuration doc, Router/SMTP → Restrictions and Controls → Rules.
Subject: Used Rule and Journaling
Since we only have about 150 users, I used Router/SMTP, Restrictions and Controls, Rules and created a Rule that will journal the message (in case it is needed - so we don’t get into trouble) but then delete it so that the user never receives it.
Subject: Rules - load
I was going to suggest this as the next alternative as well though I try to avoid rules whenever I can as they run against each and every mail that is transferred through that server and can add significant load to a server. A single rule like this is unlikely to have much impact by itself if you have no other rules running.