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1. Add these addresses to the BCC line amp Content Auto response subject RE Message d gt WD Select the attach Attach the original message these files option Attach these files ad A Delivery Send asingle auto response when this policy is trig Use the browse Send a separate auto response from each recipiem nt yh eerie select the required attachment s Aj Loop Detection Enable Loop Detection Auto respond to the same recipient no more than 10 4 i times in every 60 i minute period Having chosen to attach these files you should use the browse button to open the insert file attachments window From here you can navigate local and network drives to select the required file attachment If required you can select multiple attachments Auto Responder How do Implement an Out of Office Reply To create an automated Out of Office reply you would need to create a template see page 164 which contains required content for the reply and define an automatic reply policy see page 60 When defining the automatic reply policy you should set conditions see page 84 and exceptions see page 91 to determine the circumstances under which the Out of Office reply will be sent For example you might define a policy that is triggered for all Active Directory contacts with exceptions for a technical support group To trigger the policy only at weekends you would us
2. Having selected the delete option you are prompted to confirm that you wish to proceed Delete Template The selected template will be deleted Are you sure that you want Sy to delete this template Yes No Click yes to remove the selected template A template is not permanently deleted until settings have been saved If you exit without saving or cancel changes the category will be reinstated in the console tree Auto Responder The Template Editor The template editor is used to add see page 175 edit see page 179 and preview see page 174 templates in HTML and plain text formats With a look and feel that will be familiar to Microsoft Outlook users you can create templates which are as basic or as sophisticated as required This section provides an introduction to the template editor including Understanding the template editor window see page 185 Template editor toolbar variations see page 188 Placement of content see page 191 Fields See page 198 Properties see page 225 Auto Responder Understanding the Template Editor Window The template editor is used to add see page 175 edit see page 179 and preview see page 174 templates in HTML and plain text formats Switch between HTML and plain text formats Toolbar options au fe Select font Font size i i 3 Image lne Redo ish B 7u wL L2 A BEBE Hypedticic i Fields
3. Advanced Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Exclaimer Console Licensing The licensing tab contains information and actions see page 29 regarding licenses for Auto Responder Exciaimer Console e oee New Extend Trial QA Buy Now a Activate Full License Settings a Licensing F Status E Remote Deployment Help ga Licensed Customer Details Company Name Author Ink ContactName Administrator Email Administrator network26 local lig Licensed Product Details Features License information Order 5 19 2010 224SC QVWEV H7DBQ FAFEE LUQD2 a Trial license for 30 day s 30 Days p Auto Responder 1 0 remaining of your trial L puto Responder Trial blait palen aiii amp Support Subscription 30 Days remaining of your trial Licensing information is summarized in the following sections e The licensing process see page 28 e Licensing information see page 28 e The licensing toolbar see page 28 e Actions see page 29 Auto Responder The Licensing Process Our aim is to get you working with Exclaimer software as quickly as possible with minimal restrictions As such we have implemented a flexible licensing policy If you have installed Exclaimer software for the first time you can use it for five days without any form of registration After five days you are prompted to register for a 30 day trial Having
4. HB Test Display Name Alia Country K Manager Reports 10 Select Company department from the list of attributes Primary SMTP Address Object Category Object Class Common Name User Principal Nam More x Auto Responder Step 11 Choose how Matching Should be Made D Conditon details Condition name IT Department Active Directory Container Users ne Basic Advanced amp Start with No one a enter data A then Add users where Department i a does not equal starts with does not start with 11 Select equals ends with from the list of does not end with conditions contains does not contain is less than is less than or equal to is greater than is greater than or equal to is present is not present OB Test Display Name Auto Responder Step 12 Enter the Required Attribute Value for Matching W Conditon details Condition name IT Department Active Directory Container Basic Advanced Start with No one 2S then Add users where Department equals ct OB Test Il 12 Enter the value to be matched Display Name Recipient Type Primary SMTP Address Test OK Cancel Auto Responder How do I Block Emails between Two Parties There may be times where the appropriate automated response for a given situation is t
5. The Policy LISt iictacaghad tide cdh cciesed Mcgee ued dl avban catia r E E what en dn EE 68 The Policy Setup Pane cece cece eee eee eee ee een eee eee neta tetas 69 The Policies TOOIDAr 0 cece cce cece nee ene eee ne eee tenets 69 VIEW ODEON 0c cciniceg inn edanngetauiepadhiggnnthmend gnaee vec a A AROA ERA 70 ACtIONS eraran nee eee heeds ahve s etal KEE EEE EE gale eee ene 70 The Anatomy of a POMCYs seins cecncedaneheheenteus lew cdiuieyedaiedtasdehiaededdeetlaweamegians 72 The Anatomy of a Policy General cece eee e eect eee ee eee teeta eee 73 The Anatomy of a Policy Original Message cceeeeee eee ee eee ee teeta ene eee 74 The Anatomy of a Policy Auto RESPONSE cece cece eee e ee eee ee eee eaten 78 The Anatomy of a Policy Template cc cece eee eee eee e ee eee eee en eeae eee 83 The Template Breadcrumb Trail cccece eee ee eee eee eee eee teat tee ea eee ee eae 83 The Anatomy of a Policy Conditions ccc cee ee eee eee teeta e ee eee eee eae eae eee 84 Available Options for Setting Conditions 0c cee ece eee eee eee eee eee 85 Creating Queries With the Configure Attributes Window eeeee ee 89 The Anatomy of a Policy Exceptions ccceceeeee cece eee eee e teense eee eee eee 91 Available Options for Setting ExCeptions cc cee eee cece teeta e ee eee teens 92 The Anatomy of a Policy
6. When using fields in templates it is often useful to suppress an item if there is no data in the Active Directory to populate the field for a given user There are two ways to suppress blank lines use a contact block see page 233 or use a field prefix see page 234 Use a Contact Block A contact block is a pre defined set of fields presented in tabular form For example WAM VEY fie Telephone number Fax Raw SK Sl Vn Mobile Mobile Email E mail as hyperlink mE En produces Tel 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email karen reenorq net When a contact block is used rows are not displayed if Active Directory data is not present See how do create a contact block on page 235 for further information Auto Responder Use a Field Prefix An alternative approach is to place all required fields on a single line but use the prefix property to insert a carriage return before each one shown below Template Editor Iof x HTML Plain Text 7 tH E Design Undo he Select font Font size i i E Image Line m a 2 e Save amp Source Redo alle eae ok F W aste u z 7 Hyperlink ij Fields Close Q Preview Find Peste ee ae E o i inii g Actions Mode Editor Clipboard Font Paragraph Insert al Properties q AA Las TERA S Sender Mana An email message
7. 9 Click next to confirm your selections and access the final page of the wizard 10 Click finish to complete the process and add the new policy to the policies list see page 67 You must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder To adda policy follow the steps below Select the Auto Responder policies branch of the console tree Select the new policy option from the actions pane to launch the new Auto Responder policy wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 Click next to choose a scenario New Auto Responder Policy Welcome Choose a scenario Please select a scenario for which you wish to create a policy Choose a scenario J Finish i ae Feature Common Scenarios Automatic Reply Message Redirection e i 5 Sender Modification Automatically reply to received email Add Recipients Ethical Walls Common scenarios Advanced e You are receiving a number of job applications and want the sender to know you have received
8. If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 Auto Responder 4 Select the ethical walls scenario and click next to enter general information for the new policy b3 New Auto Responder Policy E Ethical Walls Ethical Walls scenario J Affected Parties Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy Notification Gaal Subject Name Finish New Auto Responder Policy W Description Al v Enabled Hep Back T 5 Enter a meaningful name and description for the policy For further information about this tab see anatomy of a policy general on page 73 6 Click next to access affected parties options i New Auto Responder Policy Welcome Affected Parties k Who are the two parties that should be prevented from communicating with each other Choose a scenario B Ethical Walls Block all messages between ne E Affected Parties J Finish and as Help Cancel Auto Responder 7 Here you specify two parties between which email communication will be blocked Use the browse button to browse and select from user accounts and groups At this stage you must select affected parties from existing users and groups Typically though not always ethical walls policies are defined to block
9. e Conditions see page 84 e Exceptions see page 91 e Date range see page 96 e Next policy see page 98 The Policies Toolbar When the policies tab is displayed the policies toolbar contains the following options Toolbar Option Summary New gt Auto Launch the new auto responder wizard see page 99 and Responder choose from a number of scenarios to create a new policy policy Delete Select a policy from the list and use this option to remove see page 130 it the policy is removed from the list but is only permanently deleted when changes are saved see page 38 Clone If you need to create a policy which is similar to an existing policy use this option to clone see page 128 duplicate the existing policy and then edit see page 129 the duplicate version as required this can be much quicker than creating a new policy from first principles Move Up Move Use these options to reorganize the policy list and Down determine the order in which policies are applied Select a policy and click move up or move down as required Auto Responder View Options The view option can be used to determine whether policies are displayed in list details form Auto Responder Policies g Redirect to Director s PA 4 Admin department bg HR department bg IT department ba Sales department Or as large icons Auto Responder Policies TERE Redirect to Admin IT department Sales Director s P department dep
10. i e no response message is sent which means that the recipient is not aware that the message originated from a different sender All of these settings can be adjusted see page 129 if required For further information see adding a sender modification policy on page 112 Auto Responder Add Recipients An add recipients policy see page 116 can be used in cases where you need to automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager or you might want to automatically add a manager as a BCC recipient on all messages sent from a specific employee When an add recipient policy is created you can choose to add recipients in the To CC and or BCC fields of the email message By default settings on the original message see page 74 tab are defined to deliver the message but add given recipients Also by default auto response see page 78 settings are not set i e no response message is sent which means that neither the sender nor recipients are aware that recipients were added automatically All of these settings can be adjusted see page 129 if required For further information see adding an add recipients policy on page 116 Ethical Walls An ethical walls policy see page 119 can be used to prevent prohibited email communication for example your organization might inclu
11. Select the S IT department Don t press sen template tab Sales department An email message tha E Policy Tester were meant to receive has been i Template Library blocked because communication between Karen Green and George Wrong is not authorized Please use contact details below for further information Blocked Message Notifications Block competitors Auto Responder Steps 4 6 Browse and Select New Templates Template T General Standard Template T Weekend Automatic Replies 5 Preview the rnin oe a eH template General Weekend Reply ieee 4 Browse existing T Blocked Message Notificatio templates Block competitors T Out of Office Messages f An email message that you sent or Standard Out of Office Re were meant to receive has been blocked because communication between Karen Green and George T Departmental Replies Admin Automatic Reply Wrong is not authorized Please use HF Adkomiatic Rapp contact details below for further information IT Automatic Reply Sales Automatic Reply Departmental Replies Tern 6 Click OK to apply the template to the policy Auto Responder How do Change the Sequence in which Polices Run Policies are processed in the order that they are listed in the policies tab see page 67 this sequence is also reflected in the console tree see page 20 To change the sequence i
12. auto responses can be critical to the extent that the Microsoft Exchange server must be stopped in the event of a problem with Auto Responder For others it is sufficient to quarantine messages but still send messages where applicable The fault tolerance tab allows administrators to specify how messages should be handled in the event of a fault during message processing These options are summarized below Option Summary Deliver the In the event of a fault deliver the message at whichever message anyway point it got to through Auto Responder processing and do not take a quarantine copy In this situation the only indication that something went wrong would be an error on the status see page 53 page Quarantine the In the event of a fault quarantine the message and do not message do not attempt delivery deliver Quarantine the In the event of a fault quarantine the message and deliver message but the message in its original form In this situation a copy of deliver the the message is stored in the quarantine folder for later original analysis and the message is sent at whichever point it got to through processing Deliver the If a quarantine setting is selected but quarantine is not message anyway possible at the time of a fault deliver the message anyway Stop the Microsoft If a quarantine setting is selected but quarantine is not Exchange possible at the time of a fault stop the Microsoft Exchange Transport Ser
13. below Status toolbar Hide status bave Cancel Settings a Licensing Ss Status ily Remote De Filter All Hide Completed warnings amp Errors jj Pause Information Filter by time Backing up configuration Saving updated configuration Backing up configuration 5 19 2010 11 37 07 AM 5 19 2010 10 05 12 AM 5 19 2010 10 05 10 AM 5 19 2010 10 00 00 AM 5 19 2010 9 59 57 AM Saving updated configuration Backing up configuration Saving updated configuration Backing up configuration Saving updated configuration 5 19 2010 1 09 18 AM Running job Template Garbage Collection v 5 18 2010 1 09 51 4M Running job Template Garbage Collection 5 17 2010 10 40 04 4M Running job Template Garbage Collection 9 5 17 2010 10 30 404M License Update 5 14 2010 11 58 28 PM License Update 5 12 2010 11 59 25 PM License Update Connection succeeded Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Available options are summarized in the following sections e Filtering the status list see page 31 e The status toolbar see page 32 e Actions see page 32 Auto Responder Filtering the Status List Potentially the status list could become very long therefore it
14. branch is selected Option Function Notes New Category Create new Adds a new category to the bottom category see of the tree page 170 Import Import a template Previously exported template files see page 178 can be imported into the template library Auto Responder The Template Library Content Pane When the top level template library branch is selected the content pane displays available categories as a series of tabs If a category is selected templates within that category are shown in the content pane and if a template is selected the content pane shows a preview of that template View Options When a category is selected use view options to show templates as medium or large icons Actions The following actions are available from the template library Action Select this option to Export Export all settings and policies see the export configuration configuration see page 39 page Import Import a previously exported configuration file see the configuration import configuration see page 39 page Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies see pag
15. options and techniques that you would expect from web pages including tables images hyperlinks and dynamic content fields When the template editor is set to HTML mode the toolbar contains the following options Toolbar Option Summary b Save and close the current template and return Save amp to the template library Close Mode options are used to switch between different view modes Choose from r design view and work with the WYSIWYG i editor a as source view and work with the HTML 3 review source preview preview the template applied to a test message Editor options are used to perform key editorial tasks Choose from 1 Undo Redo Fb Find undo undo the last action in the editor redo redo the last action in the editor find search for text in the editor Auto Responder Toolbar Option Summary Clipboard options are used to manipulate text Choose from paste paste previously copied text at the ge Cut current cursor position TORS l Copy cut remove currently selected text and copy it to the Windows clipboard copy copy currently selected text to the Windows clipboard Font options are used to apply formatting to text font name select the required font from the drop down list Times New Roman small X font size select the required font size from B Z U amp Y A the drop down list Remaining options are summarized below listed from l
16. page 60 you would select this option and ignore further options on this page remembering to define the required automated reply on the auto response see page 78 tab However if you are creating a different policy type it is likely that you will wish to specify modifications actions for the original message using modify sender see page 77 and or modify recipient s see page 77 and or add recipient s see page 77 and or subject line see page 77 options below Auto Responder Option Summary Modify Sender Sender s email address Sender s email domain Reply to should be the same as the sender s address Reply to email address Select this check box if you wish modify sender and or reply to details Replace the original sender s email address with the address specified here You can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email messages see page 201 and message sender see page 202 details are available for selection Replace the original sender s domain with the domain specified here In this case the local part of the email address would remain the same but the domain would be changed For example if you specify domain2 com here an email address of joe bloggs domainl com would b
17. to save changes across all tabs Before changes are saved existing configuration settings are automatically backed up you can find the location of this backup file by checking the status tab see page 30 for the Exclaimer console If you are unsure about any changes that have been made use the cancel button to abandon all changes Auto Responder Exporting Configuration Settings The export current configuration settings option is used to export all settings for the Exclaimer console and all Exclaimer applications within it As such the export will include all settings policies see page 49 and templates see page 164 for Exclaimer Auto Responder The export process writes all settings to an econfig file this is a proprietary file type for Exclaimer products and is required if you wish to import settings from a file To export current settings follow the steps below 1 Ensure that Exclaimer is selected in the console tree i e the topmost branch 2 Select export current configuration settings from the actions pane or from the action menu The export configuration window is displayed 3 Navigate to the required drive and folder into which the export file should be saved 4 Enter the required file name for the export file 5 Click save to complete the export Importing Configuration Settings The import current configuration settings option is used to import all settings for the Exclaimer console and all Ex
18. 4 Rename E Properties T Move T Policy Tester Preview 2 Help a ip Template Library S T General Standard Template amp I Weekend Automatic Replies An email message that you sent or were meant to receive has been General Weekend Reply blocked because communication T Blocked Message Notifications between you and the sender ES recipient is not authorized Please S M Outotd A Edit contact your network adminsitrator PoP oy for further information l ia Stan Delete a m Departm 2 Clone Right click on the i Admi template that you f 3 Rename wish to clone Soses HR 2 i IT At roperties b Sale T Move D New Window Blocked Message Notifications Block competitors To clone an existing template select the template to be copied from the console tree then either click clone from the toolbar or right click and select clone from the context menu A copy of the selected template is added to the console tree ready to be updated From here you can change the name see page 180 and edit template content see page 179 as required Having updated the cloned template click the main save button to save changes see page 38 made in this session Alternatively use the cancel button to abandon all changes Auto Responder Exporting a Template If required you can export a template to a file This is useful for example if you have chosen not to implement
19. 4M Building the Exclaimer Auto Fes 5 19 2010 10 05 15 AM Categorizer internal domain cache complete v 5 19 2010 10 05 15 4M Building the Exclaimer Auto Responder policy processing pi 5 19 2010 10 05 12 AM Sending Status Update Mail 5 19 2010 10 00 03 AM Categorizer internal domain cache complete J f processing pi The Status Toolbar When the status tab is displayed the status toolbar contains the following options Toolbar Option Summary New gt Auto Responder Launch the new auto responder wizard see page policy 99 and choose from a number of scenarios to create a new policy Auto Responder Status Information Retention At the bottom of the status tab you can set the number of days that status information is to be retained GB Retain status information for 7 day s i Any status information older than the specified number of days is permanently deleted Actions The following actions are available from the status tab Action Select this option to Export Export all settings and policies see the export configuration configuration section on page 39 Import Import a previously exported configuration file see the configuration import configuration section on page 39 Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a
20. 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Auto Responder Action Select this option to Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted
21. Add a new category see page 170 e Rename a category see page 171 e Remove category see page 172 Auto Responder Adding a New Category To add a new template category follow the steps below 1 Select the template library branch in the console tree 2 Select the new category button from the toolbar or right click and select new category from the context menu You are prompted to enter a category name New Category Ed Name x 3 Enter the required name and click OK The new category is added to the end of the categories list in the console tree When you are satisfied that all changes have been made correctly click the main save button to save changes made in this session Alternatively use the cancel button to abandon all changes Auto Responder Renaming a Category To rename a template category follow the steps below 1 Select the template library branch in the console tree 2 Select the category to be updated 3 Right click and select rename category from the context menu The existing name is presented in editable form Rename Category Ea Category Name Weekend Automatic Replies 4 Update the category name and click OK When you are satisfied that all changes have been made correctly click the main save button to save changes made in this session Alternatively use the cancel button to abandon all changes Auto Responder Removing a Category It is importan
22. Address fe80 e5ce af42 688c d2d8 10 192 168 26 1 Server Locale Locale information for the mail server for example en US Server NETBIOS The NETBIOS name for the mail server for example Name HelpDC Server Qualified Qualified domain information for the mail server for Domain example HelpDC network26 local General Fields Fields in the general fields section are summarized below Field Inserts Current The current date which may not necessarily be the same as the Date message sent date Auto Responder Properties Properties are used to format and control template content almost every piece of content added to a template will have properties associated with it For example a section of text will have various font properties a table cell will have border and background color properties and a hyperlink will have URL and target properties Properties are used in both HTML and plain text templates This section contains useful information for working with properties including e Working with the properties pane see page 226 e Examples of properties in use see page 227 Auto Responder Working With the Properties Pane The properties pane updates to reflect the current selection in the template editor View properties by group or sort alphabetically E Element Layout Shows the type of Align Left properties being Background displayed BgColor Border 2 BorderColor jj
23. Here you can enter required text to show before the original subject for example RE If you simply want to use the original subject without any prepended text select the use the original subject option Alternatively you can specify a new subject line for the automatic reply Select the use this subject option and enter any static text and or use the arrow to select a field see page 198 from a drop down list Any fields that are associated with email message see page 201 recipient see page 209 sender see page 202 dynamic content see page 215 server see page 224 and general see page 224 details are available for selection For example you might define a subject line which reads Re your message sent to Joe Bloggs where Joe Bloggs is dynamically replaced with the original message recipient name To achieve this you would type Re your message sent to and then insert the message recipients field Your message to Message Recipients For further information about these options see anatomy of a policy auto response on page 78 Auto Responder 14 Click next to access attachments options s3 New Auto Responder Policy Automatic Reply Attachments Do you want any attachments included in the automatic reply Template Conditions ae Add P Date Range Recipient Remove Sender P Subject El Attachments d Finish If you wish to send any attac
24. In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Working with Categories Within the template library categories are used to organise templates into logical groups for example you might create a category for out of office replies one for departmental replies one for blocked email notifications and one for general templates E S Exclaimer a gt Auto Responder H me Auto Responder Policies i eE Policy Tester Soll General iw Standard Template E Tempie T Weekend Automatic Replies im E General Weekend Reply E empate T Blocked Message Notificati Co Block competitors M empare m Out of Office Messages Category t Standard Out of Office Reply E Tempie Departmental Replies Admin Automatic Reply HR Automatic Reply mE Terpstes IT Automatic Reply i Sales Automatic Reply At least one category must be defined to store templates There is no right or wrong way to define categories use whatever structure suits your organizational needs To view and browse existing categories select the template library branch from the console tree Existing categories can be viewed in the tree structure or from the content pane see page 167 From here you can e
25. Steps 1 3 Access the Template Library from Within a Policy 132 Steps 4 6 Browse and Select New Templates eceeeeeeeeeeeeee ees 133 How do I Change the Sequence in which Polices RUN ccceseeeee eee eenees 134 How do I Create a Policy Based upon Specific Active Directory Attributes 135 Auto Responder Steps 1 and 2 The Sender iS SOMEONE ccccccece eee e eee eeeeeeeeeeeeeenees 135 Steps 3 and 4 The Sender has One or More Specific AD Attributes 136 Steps 5 and 6 Enter Basic Details for the Query c ce eeeeeeee eee eee 137 Steps 7 and 8 Browse and Select an Active Directory Container 138 Steps 9 and 10 Choose a Start Point and Select Required Attribute 139 Step 11 Choose how Matching Should be Made ceceeeeee teeta 140 Step 12 Enter the Required Attribute Value for Matching 00 000s 141 How do Block Emails between Two Parties cccceeeeeeeee cnet nent eae eaes 142 How do Define a Policy Based upon a Subject Line Trigger Word 144 Step 1 Select The Subject Contains Specific Words or Phrases Option 144 Step 2 Add Required Words and Phrases cccceceeeeeeeeeeeeeaeeeeneeenees 145 Step 3 Set Options for Words and PhraSes ccceceeeeeneeeeeeaeeeeseeeeees 146 How do I Create a Policy for All Internal or All External Emails 147 Step 1 Access Po
26. TestD omain EXCHANGE3 amp SYSTEM EXCHANGE TestDomain EXCHANGE1 Be EXCHANGE TestD omain EXCHANGE 2 E EXCHAN Test insEXCHAN Ail ae W EXCHANGES TestD omain EXCHANGE 3 Permissions for WSO1 Allow Deny recor aaa Full Control oO oO Change o o Permissions for W501 Allow Deny Read Oo Full control o O Modify o Oo Read amp execute o List folder contents oO Read O Learn about access control and permissions Learn about access control and permissions oo Cancel Apply ox Cancel Apply Share Permissions Tab Security Permissions Tab Remote Deployment Timings As soon as the Exclaimer Remote Deployment service notices that there has been a change to the remote deployment folder it starts a timer Every ten seconds a check is made to see if the file has been written to in the last five seconds If it has not the file is added to a queue which will perform the actual import otherwise the file remains in the timer list This means that the import should begin a maximum of ten seconds after the save finishes though in practice it could be a little more than this depending on server load and how quickly the import thread is given control by the operating system Similarly the import could begin sooner depending on when the save completes relative to the timer interval Before checking that configuration changes have been applied successfully on remote machines sufficient time should be allowed for those
27. a given word in the subject should be redirected to an alternative address To achieve this you should define a policy where the conditions see page 84 are set for subject contains specific words or phrases as shown below Step 1 Select The Subject Contains Specific Words or Phrases Option Having selected this option click the words or phrases link in the lower pane General E Original Message ig Auto Response gp Template Conditions A Select condition s 3 All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or ph The Body contains specific words or phrases One or more message headers contains specific The Message is a Meeting Request Update or Ri The Message is a Task Request or Update No previous policy of this type has been applied C The message is signed or encrypted Select the subject contains specific words or phrases Edita condition by clicking an underlined value Policy applies to messages where The Subject contains some words or phrases Click the words or phrases link Apply policy when all conditions are met Apply policy when any condition is met Auto Responder Step 2 Add Required Words and Phrases Enter as many words and phrases as required using the add button to confirm each one If you specify multip
28. a3c640 Caption CellPadding 0 CellSpacing 0 Height TableFooter TableHeader Width E Element Style Id Class Style BORDER COLLAP Title Summary information for the Element Layout ave Pecan The title at the top of the properties panel shows the type of properties displayed i e the nature of the selected item of content In the above example a table was selected in the HTML editor so the title of the property pane is displayed as lt table gt Many properties are associated with drop down lists so you can select a pre defined value whilst others require direct input At the bottom of the properties pane a small information area displays summary text for the currently selected property Remember almost all items of content entered into the template editor will have properties associated with them If you aren t sure how to change something select it and check available properties Auto Responder Examples of Properties in Use The following examples show how the properties pane see page 226 updates to reflect selected content in the template editor Field Properties A gt A al Recipient Dis Appearance Field case Do not change Field font Prefix Font Suffix Font An email message that you sent or were meant to receive has been blocked E Behavior oS ipl OINERA en Sender Display name Hide if blank False ient Displ ay name s not authorized Please use contact details below Int
29. amp Information for Auto Responder sssssssss 5 40 IMEPOAUCTION eisrean a e E E a E ieee eee 41 Auto Responder SettingS sssssssessssrsssssrrrrnssrrrrrnrsrrrrnnnerrirnenerernnnnensrnnans 43 Available Settings s ssssssssssssrsrrsrsssrrnrnsrerrnrnsrerinrnnririnnnaerrinannsarinennetns 44 Advanced Settings ssssssssssressesssrrsrsrerrrrrnrsrerrnneerennnnerrrnnnretrrrennenes 45 The Settings Toolbar rsrsrsrsrs an E E EEE enone 47 ACEONS Sec ussche deen Mu hutvawetelansidaunleboaulaaw eee hard a a a a a aya a 47 Auto Responder Policies c cece cece eee tee teeta teat ena e eaten 49 The Policy Listesine irinenn inn An Aaa S i ea penta 1h ceded Ge 50 The Policies Toolbals sci cese serie ee enien ede erecian cide ents eeeudiee ewes cede eee weed eden eden 50 VIEW ODEON Siisera hele tet coda aa ei a pipes sedan Oe EEE A A edad dod ed 51 ACEIOINS i scans enoaan aa anei a ae da Sees Dn s elev bites soley Ee EA Ae nes Ride 52 Auto Responder StatuS ccc cece eee eee ence nena aetna teen ena e eee nee 53 Filtering the Status LiSt cece eee eee ee nett eres 54 Filter By Time Period sites tesiedoteeeen bh Mews doetedotanereegetaoiehnnesenvetdeheeeey tebe 54 Filter By Status Type ureri liinaan aaa tnd ver aiden ebb 54 Filter by Time Period and Status TyPe ccceceee eee eee eee eee teat eee eene ees 54 The Status Toolbar 00 ene enna ne eee eee 54 Status Informatio
30. as required Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder View Options The view option can be used to determine whether policies are displayed in list details form Auto Responder Policies g Redirect to Director s PA Sl Admin department S HR department i IT department bg Sales department Or as large icons Auto Responder Policies S 2 62 ff Redirect to Admin IT department Sales Director s P department department department Auto Responder Actions The following actions are available from the settings tab Action Select this option to Export configuration Import configuration Licensing New policy Manage Auto Responder policies Status Automatic reply Message redirection Sender modification Add recipients Ethical walls Advanced Export all settings and policies see the export configuration section on page 39 Import a previously exported configuration file see the import configuration section on page 39 Access the licensing tab to view licensing information see page 27 Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly
31. automated response A number of standard templates are available in both HTML and plain text format but you can also add your own templates using an intuitive template editor see page 184 By default settings on the original message see page 74 tab are defined to deliver the message without modification to the intended recipient Also by default auto response see page 78 settings are set to send the automated message from the recipient to the sender All of these settings can be adjusted see page 129 if required For further information see adding an automatic reply policy on page 100 Auto Responder Message Redirection A message redirection policy see page 108 can be used when you need to redirect incoming email messages to an alternative mailbox For example you may wish to redirect all messages sent to members of a particular team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering their role Alternatively you might have a domain that is being retired and want messages addressed to a user at the old domain to be re addressed to the same user at your primary domain or you may need to set up a catch all policy so that all messages sent to unrecognized email addresses at your domain are redirected to a single mailbox for review When a message redirection policy is created you can choose to redirect messages to an alternative email address o
32. common tasks with policies using Exclaimer Auto Responder including How do change the template associated with a policy see page 132 How do change the sequence in which polices run see page 134 How do create a policy based on specific Active Directory attributes see page 135 How do block emails between two email accounts see page 142 How do define a policy based on a subject line trigger word see page 144 How do create a policy for all internal or all external emails see page 147 How do send file attachments with an automatic reply see page 149 How do implement an out of office reply see page 150 Auto Responder How do Change the Template Associated with a Policy When viewing the template associated with a policy you can choose to access the template library see page 164 and select a new template as shown below Steps 1 3 Access the Template Library from Within a Policy 8 Auto Responder Template Library File Action Window Help 4 amp LJ 3 Select the template library option to browse and select alternative templates Exclai 1 Select required gt Exclaimer policy inthe console ock competitor communication Ei Auto Responder tree Auto Responder Polici 9 Delete E Clone b Edit Template BS Template Library Z Properties DIOCK COMpetit OMMU 9 Redirect to Director s PA 59 Admin department pI HR department excla 2
33. complete the import and add the template to the template library Auto Responder Editing a Template The edit option is available from the console tree from the toolbar and by double clicking anywhere in the template preview pane auto Responder Block compe of x Fie Action Window Help Select the required 4 x ma template in the console aS J tree and use the toolbar n option S Exclaimer p petitors Auto Responder TEENS x BA Auto Responder Policies 2 Edit Delete Clone Rename E Properties T Move j Policy Tester Preview 2 Help S i Template Library Standard Template m W kendAutomati Repl t An email message that you sent or were meant to receive has been General Weekend Reply blocked because communication U Blocked Message Notifications between you and the sender ors z recipient is not authorized Please Edit Sgt HS contact your network adminsitrator template that you for further information Delete wish to edit Clone Rename Double click anywhere in the Move content pane Properties New Window Blocked Message Notifications Block competitors Having selected the edit option the template is opened in the template editor see page 184 Simply make required changes then click save and close from the editor toolbar to return to the template library When you are Satisfied with changes to the template click the main save button to s
34. eee eens eee eee teeta ene tenes tee eae eee ene enaes 170 Renaming a Category cccecceee cece eee eee eee eee tennessee tee eee ene eee 171 REMOVING a Category cece e cece eee eee eee eee nett ae eee ne nae eaee 172 Working with Templates 0 ccc cece eee eee eee eee eee eee nee eee teeta e nae eee eee 173 Previewing a Template 00 cc cceee cece cece eee ee eee nett teeta ee na eeaes 174 Adding a New Template cc cee cree eect teen naia aa eaa Ea a ted 175 CIONING a Template t cjcteeheoeioten seein Medes lathe Sa edveed ered dewgtel de merged aodelaeigle 177 Exporting a Template 0 cccccece cece eee cette eee eee eee teeta tae eee ee eaten 178 Importing a Template cece cece eee eee nents teeta eae eee teeta eaee 178 Editing a Template ivi ccctac ede vcen niei ehba aida ea eet winds bela aedan ees 179 Renaming a Template cccce cece cece ee eee eee eee eens eet a aa iaaa aaa 180 Moving a Template c ccc cce eee eee eee eee eee ene urnur rnrn eee nee na nnen 181 Viewing Template Properties c cece eee ee cece e eens eee eee eee teeta tae eaed 182 Removing a Template 0 cccc cece cece eee ee eee eee eee eee eens eee eee e nena eta 183 The Template BQO na ceecs ects entteaneg ive lancetane a tebe ledasletebinadduyteelenens ech 184 Understanding the Template Editor Window c ceceee cnet eee ee eae eaes 185 Using Fields
35. field allows you to specify multiple images in a given folder location so when displayed in messages the image changes rotating through images in the given folder I mages can be associated with a single hyperlink so the given web address is displayed when an image is clicked Image rotation can be set to either random or sequential To add a rotating banner ad follow the steps below 1 Use the fields panel to insert a rotating banner ad field The folder location window is displayed 2 Click browse to navigate local and network drives and select the required folder i e the folder that contains images to be used 3 Having selected the required folder click OK to close the folder location window and return to the template editor 4 Select the newly inserted field and check the properties pane properties for the field are shown view example 5 Select the drop down list to the right of the banner chooser field 6 Scroll down to the sequence section and choose whether to display images in sequence or randomly view example 7 Set remaining properties as follows Action Summary Address Use this option to apply a hyperlink to banner images Click the browse button to open the address window and type the required URL into the address field i e the web address that should be displayed when a user clicks an image in the message Alternatively click the insert button to navigate available fields and select an Acti
36. in Templates cece eect eee eee eee 198 Working With the Fields Panel ccceceee eee eee eee eee ee teeta eaten eee eae 199 Techniques for Working with FieldS cc cceeeeeeee eee ee eects eee teen ee na eeaes 200 Using Spaces Between Fields ccccceceeee eee eee eee teeta e nae tate e netted 200 Copying and Pasting Original Message FieldS ccecceeeeeeeeeeeeeeeeenes 200 Available Fields cccccee cece eee a eae a aed 201 Message Fields sevice setae tgudeneeie tetas iia wie eias EEEE vaebeeus tales dented 201 Message Sender Fields cccecceee cence eee ee eee eens eee e teeta eee ee eeneeaes 202 Message Recipient FieldS cceceee cece eee eee eee eee teeta teeta ete nee eae aes 209 Dynamic Content Fields c cece cece cece eee eee eee ee teeta eaten tenet nae rnnt 215 Server Field Serin 6h rites tdecenddeneehan ceetwadedan atieinnel valndetelad E E edi 224 General Fields orasan an ae caed sides teat a tier datas ede Mee ded nai 224 Auto Responder PROPEIUIGS peison n a Dai ands sede E Eia EA aD E AA E DA 225 Working With the Properties Pane sssssssssssrerssserrrrrsnerrnrrnrsrrrrrnrsrns 226 FIOW Oeo eE Ea EEEE EE A a N i EA E NAE E EESE mans 229 How can Tell which Policies are Using a Specific Template 230 How do Include the Original Message in an Automatic Reply 231 How do Set th
37. into the field the Followup To and From headers are suggested Header f is exactly Followup To From The Message is a Meeting Request Update or Response Match messages if they are a meeting request an updated meeting request or a response to a meeting request The Message is a Task Request or Update Match messages if they are a task request or an update to a task request No previous policy of this type has been applied Use this as a catch all condition This is commonly used as the condition for a final policy in a policy chain see page 98 The Message is Signed or Encrypted Use this condition to set criteria based upon whether messages are signed or encrypted Use the encrypted link to open selection options and switch to signed or use the signed link to open selection options and switch to encrypted At least one condition must be set when a policy is defined If a condition is not selected the default condition of all messages is used Auto Responder Creating Queries With the Configure Attributes Window The configure attributes window allows you to define conditions see page 84 and exceptions see page 91 based on queries that are run on Active Directory user attributes for example you might want to define a policy to match all users within a given department or a specific country or with a certain manager With Exclaimer Auto Responder you can define queries based on the full range of
38. listed in the main content area these are the same policies that you will see listed in the console tree Exclaimer 4 Auto Responder z re Redirect to Director s PA bese 9 Admin department pe SS HR department Ez 4 IT department Hi bg Sales department Og Policy Tester i Template Library It does not matter if you access policies from the console tree or from the policy list use whichever method is most convenient for the task in hand The Policies Toolbar When the policies tab is displayed the policies toolbar contains the following options Toolbar Option Summary New gt Auto Responder Launch the new auto responder wizard see page policy 99 and choose from a number of scenarios to create a new policy Delete Use this option to remove see page 130 the currently selected policy Select a policy from the list and use this option to delete it the policy is removed from the list but is only permanently deleted when changes are saved see page 38 Clone If you need to create a policy which is similar to an existing policy use this option to clone see page 128 duplicate the existing policy and then edit see page 129 the duplicate version as required this can be much quicker than creating a new policy from first principles Move Up Move Down Use these options to reorganize the policy list and determine the order in which policies are applied Select a policy and click move up or move down
39. machines to actually perform the import the import can take some time with complex configurations Auto Responder Changing an Existing Remote Deployment Folder If all Auto Responder installations are set to point to a specific remote deployment folder and you later decide to change that folder there is no need to manually change every server to point to the new location Having changed the location on one machine and saved the configuration that machine will write a copy of the configuration data to both the old AND the new locations Any servers pointing to the old location will import the configuration which includes the new remote deployment folder path so on subsequent deployments they will pull data from the new location As such you are advised NOT to delete the old remote deployment folder until enough time has elapsed for all remote machines to import the configuration file that contains the new folder location Auto Responder Saving Changes in the Exclaimer Console If a tab contains any unsaved changes irrespective of which branch in the console tree see page 20 is active it is displayed with an asterisk symbol for example 6 Exclaimer Console Asterisk denotes unsaved changes on the associated tab Subject Exclaimer Status Update i Changes are retained if you move to other tabs within the content pane When you are Satisfied that all tabs have been updated correctly click the save button
40. notification messages to be used when a policy blocks transmission of a message see page 62 Within Exclaimer Auto Responder all work with templates is completed using the template library within the Exclaimer console see page 16 tree Exclaimer Auto Responder H S Auto Responder Policies ji EE Policy Tester H T General p T Weekend Automatic Replies l Blocked Message Notifications He T Out of Office Messages oe T Departmental Replies F edhe A range of templates are included however you can also create your own rich sophisticated HTML layouts including tables images and dynamic Active Directory fields together with simpler plain text versions Exclaimer Auto Responder sends automated replies in the same format as the original email if an email is received in Rich Text Format it is converted to HTML in order to keep as much of the formatting as possible For this reason you are advised to create each template in both HTML and plain text formats If required you can define templates to be applied before or after original email content see page 191 The template library is organized using categories so that templates of the same type are grouped When the topmost branch template library is selected you can browse templates and work at category level Below this you can select specific categories to browse edit and add templates This section explains how the template library is u
41. number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies see page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Auto Responder Action Select this option to Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent fro
42. of the template preview a breadcrumb trail displays the name of the template being used together with its parent category see page 169 in the template gallery Click an entry in the breadcrumb trail to open the template library see page 164 to view select templates Auto Responder The Anatomy of a Policy Conditions The conditions tab is used to set criteria see page 85 which determines the circumstances under which a policy is applied Conditions A Select condition s y All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied xl Edita condition by clicking an underlined value Policy applies to all messages Apply policy when all conditions are met Apply policy when any condition is met Once a condition is selected any options see page 85 for that condition are displayed as hyperlinks in the lower pane select these links to refine the condition For instance selecting the someone link displays further options to refine the sender is someone condition Each time a selection is made confirmation
43. option if you wish to specify an alternative reply address to email address When the message recipient selects the reply to option in Microsoft Outlook the to address will be the address specified here rather than the sender s email address You can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 message recipient see page 209 and message sender see page 202 details are available for selection Auto Responder Option Summary Recipient s Use these options to control who the automated response message is sent to You can select one or more of the following options Send auto response to original sender Send auto response to original recipient s Add these addresses to the To line Add these addresses to the CC line Add these addresses to the BCC line Select this option to send an automated response to the person who sent the original message Select this option to send an automated response to all original recipients Specify email addresses to be added as recipients of the automated response message Specify email addresses to be copied in on the automated response message Specify email addresses to be blind copied in on the automated response message Whe
44. organized across a series of tabs displayed in the content pane when a policy is selected General A Original Message ig Auto Response WD Template Conditions Exceptions E Date Range Lf Next Policy e General see page 73 e Original message see page 74 e Auto response see page 78 e Template see page 83 e Conditions see page 84 e Exceptions see page 91 e Date range see page 96 e Next policy see page 98 Auto Responder The Anatomy of a Policy General Options on the general tab are used to define basic information for a policy These settings determine how the policy is displayed throughout the system and whether or not the policy is active 3 General General Name Sales department W Description 7 Enabled Options on this tab are summarized below Option Summary Name Each policy must have a unique name The name entered here is displayed in the Exclaimer console tree and on any other policy lists Description This field can be used to add any useful information for the policy for example usage notes version history background or explanatory information The first line of description text is displayed in any policy lists see page 66 but not the console tree Enabled Select this option to activate the policy If a policy is not enabled it will not run Changes are retained if you move to other tabs within the content pane When you are satisfied th
45. purchase a license Activate full license Having purchased a license you will receive an email which includes a product activation key Use the activate full license option to activate your license Auto Responder Actions The following actions are available from the licensing tab Action Select this option to Export configuration Import configuration Licensing New policy Manage Auto Responder policies Status Automatic reply Message redirection Sender modification Add recipients Ethical walls Advanced Export all settings and policies see the export configuration section on page 39 Import a previously exported configuration file see the import configuration section on page 39 Access the licensing tab to view licensing information see page 2m Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Access the auto responder policies see page 49 tab and the same branch of the console tree to work with policies see page 571 View status information see page 53 for Auto Responder Send an automatic response to emails For example if you are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Redirect messages
46. remote deployment see page 34 and need to import a template see page 178 on another server or if you wish to delete a template but wish to take a copy first just in case the template is needed in future To export a template follow the steps below 1 In the console tree select the parent category for the template so that available templates for that category are displayed in the content pane 2 In the content pane select the template to be exported Notice that import and export options are now activated on the toolbar 3 Select export to open the save as window The file name defaults to the name of the selected template and the file type is zip A zip file is used because there are multiple parts to a template file it is not a single document 4 Navigate drives and folders to select the required location for the template file 5 Click save to complete the export Importing a Template Previously exported see page 178 template files can be imported into the template library To do this follow the steps below 1 In the console tree select a parent category for the template Notice that import and export options are now activated on the toolbar 2 Select import to display the open window When a template is exported the exported file format is zip Notice that the default file type here is set to zip 3 Navigate drives and folders to select the required import file 4 Click open to
47. someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The Sender is a Specific User Use the list of users link to browse and select a user from the user list The Sender is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The Sender is a Member of an Active Directory Domain or Organizational Unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The Sender has One or More Specific Active Directory Attributes Use the Active Directory attribute values link to open the configure attributes window see page 89 to define queries to be resolved for matching The Sender Address Contains Specific Character Sequences Use the character sequences link to define character sequences to be matched in the sender s email address The Sender is Inside or Outside the Organization Use the inside link to match messages where the sender is either internal or external to the organization The Sender is an Active Directory Contact Use is is not links to specify whether external addresses which have or do not have an AD contact will trigger the policy Auto Responder The Recipient is Someone When selected a someone link is displayed in the lower pane use this link to access further option
48. text is See Update field properties Manager Sender Manager Display nant e aies Manager Email Sender Manager E mail Web page as hyperlink Element Layout lt P gt lt FONT gt lt FONT gt Table Properties a Properties q A Al Custom Smartt Cell propertie Expand for ce El Row propertie Expand for ro Id BgColor BorderCole An email message that you sent or were meant to receive has been blocked Class because communication between Sender Display name Height 1 and Recipient Display name is not authorized Please use contact details below Style for further information Title LLL LLL E Expand for tal 4 Manager Sender Manager Display name nA T Manager Email Sender Manager E mail Z Backgroun I EE McccckKEEEEEEEcz yal BgColor Web page as hyperlink Border 0 An entire table is BorderColc __ selected CellPaddim 1 Table settings can be CellSpacinc 1 adjusted Class Height x Table properties HTML table properties Only applies when this smart table is r A lt P gt lt FONT gt Custom Smart Table Auto Responder How To This section contains instructions for completing a selection of common tasks with templates using Exclaimer Auto Responder including How can tell which policies are using a specific template see page 230 How do include the original message in an automatic r
49. that the cache is created less frequently This means that it takes longer for Active Directory changes to be reflected within Auto Responder however system performance is greater as a result Conversely a lower number less than 240 means that the cache is created more frequently thus changes are reflected in Auto Responder more quickly but system performance may be slower Handled message This section determines the type class of messages classes that will be handled by Auto Responder By default the class for email messages IPM is defined and under typical circumstances this is sufficient However some organizations may wish to send automated replies to other types of Outlook items for example to meeting requests or calendar appointments If you wish to apply Auto Responder to other items use the add option to add the relevant class Show unhandled Select this option to report unhandled messages in the messages in status status tab See page 53 view Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder Advanced Settings Click the advanced button on the settings tab to access additional settings for fault tolerance and diagnostics as summarized below Fault Tolerance For some organizations
50. that you would like to include in this Auto Responder policy P Choose a scenario Pi Add Recipients Conditions Ld Finish e Select condition s 1 All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied The message is signed or encrypted xl maia OL iL I OOO Edita condition by clicking an underlined value Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met Auto Responder 8 Set criteria see page 85 to determine the circumstances under which the policy is applied and recipients are added Having created the policy you can update the conditions at any time and also add exceptions see page 91 For further information about these options see anatomy of a policy conditions on page 84 9 Click next to access additional recipients options New Auto Responder Policy P Welcome Additional Recipients As well as the original recipients who else should receive the message Choose a scenario Add Recipients Add these addresses to the To line
51. the Active Directory includes fields for pictures there is no in built straightforward way to add pictures to it The Exc ures application allows you to create and manage images for all objects in your Active Directory please c if you would like further information Message Recipient Other AD Fields Fields in the other AD fields section are summarized below Recipient Home Insert the recipient s home address Address Recipient Personal Insert the recipient s personal title Title Postal Address Insert the recipient s postal address Recipient AD Field Insert details from the Recipient AD field this can be used to access data in the Active Directory for which no specific field exists in Auto Responder This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the postal address field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Dynamic Content Fields This section summarizes dynamic content fields which can be used when defining templates in Exclaimer Auto Responder e Rotating banner ad see page 218 e Custom image see page 217 e Custom hyperlink see page 216 e Content from file see page 215 e RSS feed see page 219 e Composite field see page 220 e Smart tables see page 221 Content from File The c
52. the right of the cell properties entry The smart table rows window is displayed so you can add edit or remove rows as required Template Editor oix HTML Plain Text ap ee Pe e Select font Fose E ES a Sok Source Rede 9 BrlUuswex t v A BEBE w Close Q Preview Fing Feste _ Table te Actions Mode Editor Clipboard Font Paragraph Insert Thank you for your message Your interest is valued and we will be in touch as soon as possible z amp ee Name _ Sender Display name SALA Select the table lt P gt Custom Smart Table fay i Al Properties q n Ea elk Custom Smart Table E Appearance Display Name Custom Smart Table E HTML Cell properties Expand for cell prop Row properties Expand for row proj Table properties Expand for table pr E Misc E Rows Expand for rows or Row 1 Name Sender Disp Row 2 Department Send Row 3 Telephone Sender Size 2 3 E Plain text Column widths 8 E rtf Column widths 75 Expand rows for the table to view update properties Rows The rows of data will emit Auto Responder Server Fields Fields in the server fields section are summarized below Field Inserts Server Distinguished name information for the mail server for Distinguished example CN HELPDC 0U Domain Name Controllers DC network26 DC local Server IP IP address details for the mail server for example
53. to an alternative mailbox For example you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Allow users to modify sender information For example members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Exclaimer Console Status The status tab contains information and actions see page 32 regarding activity within the Exclaimer console Double click an entry in the list to view further details Entries are categorised as completed warnings or errors as shown
54. to launch the new Auto Responder policy wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 3 Click next to choose a scenario s3 New Auto Responder Policy Welcome Choose a scenario erea Please select a scenario for which you wish to create a policy d Finish 2 Feature Common Scenarios Automatic Reply Message Redirection Sender Modification Add Recipients Ethical Walls Common scenarios Advanced Automatically reply to received email e You are receiving a number of job applications and want the sender to know you have receivedtheir message e You have an enquiries email address and want to send a standard response perhaps including some attachments e You want amore professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends e You have an unattended mailbox and want to senda notification to a specific user when a message arrives at this mailbox 4 Here available scenarios policy types see page 60 are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary in
55. values link to open the configure attributes window see page 89 to define queries to be resolved for matching The Sender Address Contains Specific Character Sequences Use the character sequences link to define character sequences to be matched in the sender s email address The Sender is Inside or Outside the Organization Use the inside link to match messages where the sender is either internal or external to the organization The Sender is an Active Directory Contact Use the is is not link to specify whether external addresses which have or do not have an AD contact will trigger the policy The Recipient is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The Recipient is a Specific User or Distribution Group Use the list of users or distribution lists link to browse and select a user or distribution list from the user list Auto Responder The Recipient is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The Recipient is a Member of an Active Directory Domain or Organizational Unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The Recipient Has One or More Specific Active Directory Attributes Use the Active Directory attribute values li
56. view example Add any RSS fields that you wish to include in the template Click OK to return to the template editor Select the newly inserted field and check the properties pane properties for the feed are shown view example Set properties as follows Action Summary Content The RSS feed field is a composite field see page 220 which means it is comprised of multiple fields By default these fields are RSS Title and RSS Description however you can click the browse button to open the composite field editor and amend these if required RSS Some organizations have feeds with multiple channels for Channel example one channel for news and another for announcements Use this option if a specific channel selection is required RSS Item Choose whether to display a random feed entry or a sequential number Use the drop down list and scroll down to the sequencers section to change this setting RSS URL Enter required URL for the feed Remember that you can switch to preview mode from the see page to see the effect of any dynamic fields you have inserted Auto Responder Composite Field A composite field is used as a container for multiple fields that need to be used together For example you might define a composite field which contains department company and sender s web page or you might define a composite field to include the number and size of message attachments A composite field might contain
57. where the recipient is only in the to field or where the recipient is only in the cc field The Message is Between Use the A and B links to specify two parties between which email communication may or may not take place This condition is commonly used when defining ethical walls see page 62 policies Auto Responder The Subject Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message subject line Use the words or phrases window to enter required items to be matched If a single entry contains multiple words it is considered to be a phrase Use check boxes at the bottom of the window to choose whether matching should take place if any or all words phrases are matched and whether matching is case sensitive The Body Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message body Use the words or phrases window as described above One or More Message Headers Contains Specific Words or Character Sequences Match messages based on message header fields Use message headers and words or character sequences links to enter header fields and values to be matched The header field uses intellisense for common message header fields therefore it suggests an entry based on what you type For example if you type the letter T into this field the header To is suggested whereas if you type f
58. 67 the next policy tab allows you to define specific policy chains based on whether the previous policy in the chain is or is not applied These options are If this policy is applied then e Process the next Auto Responder policy e Don t process anymore Auto Responder policies If this policy is not applied then e Process the next Auto Responder policy e Don t process anymore Auto Responder policies You can use these options for a wide range of scenarios creating policy chains as simple or as complex as required For example you might use the if this policy is applied then gt don t process anymore Auto Responder policies option to prevent more than one policy being applied Conversely you might define a policy to select a specific group of users and then use the if this policy is not applied then gt process the next policy as a way of excluding groups of users without the need to add multiple exceptions Auto Responder Adding Auto Responder Policies Policies are added using the new Auto Responder policy wizard a series of screens which guide you through the setup process one step at a time The new Auto Responder policy wizard can be accessed from the console tree see page 20 from the console toolbar see page 19 and from the actions pane see page 21 auto Responder Auto Responder Policies OF x File Action Window Help Mix Use the toolbar a bes Auto Res option a Sys
59. 98 The Properties Pane Properties are used to format and control template content Almost every piece of content added to a template will have properties associated with it for example text tables images fields hyperlinks etc The properties pane changes to reflect the current selection in the template editor see the properties section of this guide on page 225 for further information Auto Responder Breadcrumb Trail As you work with template content the breadcrumb trail at the bottom of the editor window updates to show your current position You can select any element in the trail to select that part of the template and display a popup menu which contains shortcuts to key tasks for example Template Editor olx HTML Plain Text tH Design 2 Un Yo Select font Font size d l k Image Line E Source Redo Save amp Paste A B Z U abe LY A 35 Hyperlink A Fields Close Q Preview Find aha a 2 are baer Table Be Hyperii i _Actions Mode Editor Clipboard Font Paragraph Insert fay Z Properties q a aerate LA A Bz Sender Office An email message that you sent gpyerp meant to seceive has been blocked Z because communication betwee Sender Office fand Recipient Office offices is E Appearance not authorized Please contact yoh eK 4 amp iftsitrator for further information Field case Do not change Field font Prefix fon
60. Active Directory attributes The configure attributes window is opened when defining a condition see page 84 or an exception see page 91 using the sender recipient is someone and then the sender recipient has one or more specific Active Directory attributes options The selected Display name Active Directory Browse Active for the query container Directory containers Start the query Configure Attributes LUE Pte La Conditon details Directory users K or no users Condition name Active Directory Container Basic Advanced amp Remove query Start with No one Z then Add users where select select Leal Choose to add Select an Active Directory field to be queried Select how the Type the value field is queried to be matched or remove matched users OR Test Display Name Recipient Type Primary SMTP Address Test results are listed in the Test pane Auto Responder Available options shown here are summarized below Field Summary Condition Enter a name for this query This name is displayed in the main name condition exception window Edita condition by clicking an underlined value Policy applies to messages where The sender meets the Active Directory Attribute Condition HA Manager is Jones It is advisable to specify a name that summarizes the purpose of the query If you have multiple administrators you might also choose to add ver
61. All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specifid The Message is a Meeting Request Update or The Message is a Task Request or Update No previous policy of this type has been applied The message is signed or encrypted Select the recipient is someone S Edita condition by clicking an underlined value Policy applies to messages where The recipient is someone Select the someone link Apply policy when all conditions are met Apply policy when any condition is met Auto Responder Step 2 Click the Someone Link in the Lower Pane Select condition s 7 C The Recipient is a specific User or Distribution Group The Recipient is a member of an Active Directory group The Recipient is a member of an Active Directory domain or organizational unit C The Recipient has one or more specific Active Directory attributes C The Recipient address contains specific character sequences The Recipient is inside or outside of the organization The Recipient is an Active Directory contact The Recipient is in the To or Cc field of the message Select the recipient is inside or outside A Pya 5 of the organization af Edita condi
62. Date Range cee ceeee cette e teeta e teense eee etna ees 96 Using the Advanced Schedule ccccce eee ee cece e ee eee e teen e ee teeta e eee 97 The Anatomy of a Policy Next POIicy cece cece eee eect eee eee teeta eee eee 98 Adding Auto Responder POliCi S c ce eeeee cette eee eee teen e neta eee teeta eae 99 Adding an Automatic Reply POlicy ccceceee eect eect cette teen ea stata teenies 100 Adding a Message Redirection POlicy cceeeee cece ee ee eee eee e ee eee teen eeeaeeaes 108 Adding a Sender Modification Policy ccceeeeeeeee eee eee eee teeta eae ea etnies 112 Adding an Add Recipients Policy ccceceee cece e ee eee e eee ee eee eae tata ene ene ed 116 Adding an Ethical Walls Policy ccc cece ee eset e eae eee nena tate ee ened 119 Adding an Advanced POlicy ccceeeeee eee ee eee ee eee eae ee eee teeta eee e tenet nae naee 125 Cloning a POLICY oivstevatet eet edhe a aa vee EAE E A he asada eit 128 Changing a PONCY nretdii yet oka a a i dete a h aaa aa id det ees 129 Enabling and Disabling a Policy c ccc ece eee e cence eee eee eee eae tate a eee eneed 129 REMOVING a POLICY 2 keene eee nee nett ne ened eee e eaten 130 HOW J Ovssegeacenhiainaevaiae dines ouhied ete reine etl ae caval clea aa teat ceuhawanmev dius chen rene 131 How do Change the Template Associated with a Policy cceeeeeeees 132
63. Exclaimer Auto Responder User Manual exclaimer Don t press send without it Exclaimer UK 44 0 1252 531 422 USA 1 888 450 9631 info exclaimer com Contents PEO ducto agea accretion ate bette cate E doen ance Damen eee eee 9 How does it Work sasoca notes eda denials checinng teen Pee EEE EE EREE 9 B t Thats NOt Alig sierran aa enaa E Aea EE E E aE eb 10 And There s MOre ccccccee cece eee E a a E E Aa i 10 Installation cccccceceneeeeeeeeeeeeeeeeeeeeeeeeeeaeeseaeeeeaseeeaeeeuaseseeseseasageauaeeauaeaeeauageas 11 lntrod CtiON s ein ecu cnentinreids dewiewiddden nt ieneed wexebed tied ae idenid dan eid eeeud daemeino elena een 12 The Installation Wizard 00 0 cece eee eee Eaa a e tetas 13 The Configuration Wizard 0 cece cece eee eee eee E e neta eae ARAE 14 Setting Up Multiple Servers cece eee ee eee eee eee tetas 14 The Exclaimer Console c ccsccceeceeeeeeeeeeeeeeeeeueceeeeeeaueeeauaeeauaeeaeaeeauaeeoeeeeananes 15 IMEFOAUCTION eiiis i ennaa ie etthieeds keeles EE dene nee eg EEEE geen 16 Understanding the Exclaimer Console WindowW ccceeeee eee e eee ee eaten ees 17 Exclaimer Console SUMMALY 0 eeeeee eee erect eee eee eee eee eee 17 Exclaimer Console SettingdS ccceccee eee e eee eee eee ee ene eee e netstat ee aeee 23 ACON S nw udiennnitveneber evtaeeeiaantd da entea need beex tev eedauagla seid svete diweeedeaevdew ede un 25
64. Exclaimer Console Licensing ccceeeee cece ee eee ee eee eee nanan ee ene ene ene tetas 27 The Licensing PrOC SS ccceeee cece eee eae ene ene e ee ena eee eee 28 Licensing Information cece cece ee eee ene nee nate eee 28 The Licensing Toolbar cccceceeee cece eee nent eee ene e teeta eee E 28 ACHIONS a 2iehneldeid tacts theden na a isde tau bet setae a a a iv eels Sev a ited 29 Exclaimer Console StatuS ccccce cece eee eee eee een a eae ee teen eee aeae 30 Filtering the Status List cece eee eee eee ee eee aetna 31 The Status Toolbar ccc cece eee eee ee ene eae eens oa E eee nee 32 ACHIONS erritoen i a e lle bashed damat laren a E alate E 32 Remote Deployment ssssssssssrsresssssrrrsssrrrnrsrsrrernsnsrrrrnneerennnnearerrnnnarrnns 34 How It WORK Setisiecctsteeteaewiesctlece d ea a e AEEA EE EEEE T AEAEE i 35 The Remote Deployment Folder ssssssssssssssrirrsssrrrrrrnsrrrrrrrererirrrsrerrrne 35 Remote Deployment TIMINGS sssssssssrsssssrrsrssrrrrrrnrsririrnnrrrrrrrererrrrrnens 36 Changing an Existing Remote Deployment Folder cseeeeee eee ee eee 37 Saving Changes in the Exclaimer Console ccecceee eee e eens eee e eee ee eaten 38 Exporting Configuration Settings cece cece eee teeter teeta eee 39 Importing Configuration SettingS cccc cece eee eee eee eee eee nee 39 Auto Responder General Settings
65. Having selected a template you can preview and edit content in both HTML and plain text formats using an intuitive template editor and of course you can add new templates to the library This section explains how to work with templates including e The template editor see page 184 e Adding a new template see page 175 e Cloning a template see page 177 e Exporting a template see page 178 e Importing a template see page 178 e Editing a template see page 179 e Renaming a template see page 180 e Moving a template see page 181 e Removing a template see page 183 Auto Responder Previewing a Template To quickly see how a particular template will look when it is applied to email messages simply select the required template from the console tree The template is applied to a test message and displayed in the preview tab within the content pane 3 Auto Responder Block competitors ioj x Fie Action Window Help x gt amp G 9 Exclaimer B Block competitors Auto Responder H S Auto Responder Policies e Policy Tester Preview Help p Template Library T General Standard Template ata GI T Weekend Automatic Replies template looks in i a the preview tab re meant to receive has been General Weekend Reply bcked because communication F T Blocked Message Notifications between you and the sender NE recipient is not authorized Please contact your network ad
66. Select the newly inserted image 5 Check the properties pane properties for the image are shown view example 6 Set properties as follows Action Summary Address Use this option to apply a hyperlink to the image Click the browse button to the right of the address field to open the address window Type the required URL into the address field i e the web address that should be displayed when a user clicks the image in the message view example Alternatively click insert to navigate available fields and select an Active Directory field as the link target for example you might wish to use the message sender s or recipient s web page Hover Text Enter text to be displayed when a user hovers the cursor over the image Alt Text Enter text to be displayed if images cannot be displayed Image Use this property as a way to change the custom image Location Click the browse button to the right of the image location field to open the image location window Click browse to navigate drives and folders to specify an image location Alternatively click insert to navigate available fields and select an Active Directory field to insert as the image for example you might wish to use the message sender s or recipient s thumbnail photo Remember that you can switch to preview mode from the see page to see the effect of any dynamic fields you have inserted Auto Responder Rotating Banner Ad The rotating banner ad
67. a to define the two parties between which emails should be blocked Auto Responder Having selected a placeholder for the condition you can specify further criteria Select condition xi f Select condition s x Mj The Corespondent is a specific User or Distribution Group C The Corespondent is a member of an Active Directory group C The Corespondent is a member of an Active Directory domai The Correspondent has one or more specific Active Director Select required C The Correspondent address contains specific character seq criteira C The Corespondent is inside or outside of the organization C The Corespondent is an Active Directory contact The Correspondent is in the To or Ce field of the message Edita condition by clicking an underlined value Policy applies to messages where Corespondent A is a specific user Follow hyperlinks for the selected option Apply policy when all conditions are met Apply policy when any condition is met x Expand Distribution Lists before checking condition s Split message when some recipients meet a condition Auto Responder How do I Define a Policy Based upon a Subject Line Trigger Word It is sometimes useful to apply an automated response based upon a trigger word in the subject line of emails For example you might wish to create a message redirection policy see page 61 where emails which include
68. age field to insert a link to the sender s own web page in an automatic reply To insert a custom hyperlink and specify a field within it follow the steps below 1 Use the fields panel to insert a custom hyperlink field 2 Select the newly inserted field and check the properties pane properties for the hyperlink are shown view example 3 Set properties as follows Action Summary Address Click the browse button to the right of the address field to open the address window view example Click insert to navigate available fields and select the required entry view example Hover Text Enter text to be displayed when a user hovers the cursor over the link Text to Enter text that users click to activate the link view example Display Remember that you can switch to preview mode from the page to see the effect of any dynamic fields you have inserted Auto Responder Custom Image The custom image field allows you to insert an image and use it as a trigger for a hyperlink view example You can specify an image from a specific file location or from an Active Directory field To do this follow the steps below 1 Use the fields panel to insert a custom image field The image location window is displayed 2 Click browse to navigate local and network drives and select the required image 3 Having selected the image click OK to close the image location window and return to the template editor 4
69. al Message Original Message D EE Edd Or o o o OfOriginal Message O o o o Auto Responder Available Fields This section summarizes all fields that can be used when defining templates in Exclaimer Auto Responder e Message fields see page 201 e Message sender fields see page 202 e Message recipient fields see page 209 e Dynamic content fields see page 215 e Server fields see page 224 e General fields see page 224 Message Fields Fields in the message group are summarized below Field Inserts Message Attachment The name of any attached files with the message Name s Message CC Recipients Any email addresses specified in the CC field Message Date The message sent or received date Message Recipients The email address of all recipients of the email i e those specified in the To field and the CC field Message Sender The email address of the message sender Message Subject The content of the message subject line Message To Recipients The email address of all recipients entered in the To field Original Message The original message content Use this field to place the original email message before or after automatic reply content see page 191 Recipients Matching All recipients of the original message including those who Condition were blind copied who matched the condition Auto Responder Message Sender Fields This section summarizes message sender field
70. ances Traditionally an automated response is thought of in terms of a predefined email response that is sent automatically upon receipt of an incoming message one of the most common examples being an Out of Office reply Within Auto Responder this kind of automated response can certainly be defined however the concept of an automated response goes much further Exclaimer Auto Responder considers an automated response to be an action that is taken upon the transmission of an email message in some situations that action will be the transmission of an automatic reply see page 60 but in other situations it could be any of the following scenarios e Message redirection see page 61 where incoming email messages are redirected to an alternative mailbox e Sender modification see page 61 where sender information is changed before email messages are transmitted e Add recipients see page 62 where one or more recipients are added before email messages are transmitted e Ethical walls see page 62 where email transmission is blocked between specified parties How does it Work Within Exclaimer Auto Responder you control automated responses by defining a number of elements as summarized below e The type of automated response required select a policy type see page 60 based upon predefined scenarios listed above or create your own using the advanced policy type see page 63 e The circumstances under which th
71. anch is selected New Use this option to access the new auto responder policy option and create a new policy see page 99 Export Configuration Use this option to export current configuration settings see page 39 for the console for example if you wish to use the same settings to set up another server within your organization Import Configuration Use this option to import current configuration settings see page 39 for the console for example if you are setting up a server using the settings from another server within your organization New Window Use this option to open another instance of the console for example if you need to refer to settings made in one tab whilst updating another All open windows are listed at the bottom of the window menu so you can easily switch between sessions The new window option is also available from the actions menu Cascade If you have used the new window option to open multiple instances of the console use this option to display all windows in a cascade Tile Horizontally If you have used the new window option to open multiple instances of the console use this option to display all windows horizontally across the screen Contents Use this option to open the help system About Use this option to display version information for the console Auto Responder The Console Toolbar The console toolbar provides quick access to key tasks These tasks
72. and quicker to use a predefined contact block A contact block is essentially a table of commonly used message sender see page 202 fields for example eC ELE Email E mail as hyperlink _7 LULL TLL TELLTALE a a a a a a aa a a a a a ed ASEAN SRRA TAVA aayg h Bs A key benefit of using a contact block rather than individual fields is that you can choose to suppress a row if there is no information in the message sender s Active Directory information to include For example if a contact block includes a fax field but there are no fax details for a message sender the fax row of the block is not displayed when the message is sent Once inserted a contact block can be edited for example you might wish to swap one field for another or adjust the formatting using properties see page 225 For further information please see how do create a contact block on page 235 When the contact block is selected from the insert table options window table rows and attributes are not available This is because the contact block is a predefined table however you can adjust the table once it has been inserted into the template Smart Table Custom The custom smart table option can be used to insert a table and specify content attributes using straightforward data entry fields This is a quick and easy way to insert a table and include Active Directory fields or other content at the same time the alternative woul
73. ane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder The Anatomy of a Policy Auto Response Options on the auto response tab are used to determine whether an automated response is sent when this policy is processed and if so how that response should be handled we Auto Response we Auto Response Sender Auto tesponse is from the message recipient Auto response is from Reply To should be the same as the sender s address Reply To email address A Recipient s Send auto response to original sender Send auto response to original recipient s Add these addresses to the To line Add these addresses to the CC line al i Add these addresses to the BCC line Er id amp Content Auto response subject Message Subject gt Attach the original message Attach these files sales support vacancy details pdf Lowe k Delivery Send a single auto response when this policy is triggered Send 4 separate auto response from each recipient that triggers this policy P Loop Detection v Enable Loop Detection Auto tespond to the same recipient no more than n Q times in every S U minute period Options on this tab are summarized below Option Summary Send an auto Selec
74. anges made in this session Alternatively use the cancel button to abandon all changes Auto Responder Moving a Template Templates can be moved from one category to another using the move option available from the template library toolbar and from the right click menu 5 Auto Responder Block competitors ioj xi Px File Action Window Help Select the required a te template in the console amp 3 z tree and use the toolbar 3 2 5 option 2 Exclaimer B Block competitors Ee Auto Responder Eis av Edit Delete Clone 4 Rename Propertie Move tl 59 Auto Responder Policies 4 E z 8 i u Oy Policy Tester Preview Help cS p Template Library T General Standard Template T Weekend Automatic Replies An email message that you sent or were meant to receive has been General Weekend Reply blocked because communication T Blocked Message Notifications between you and the sender Bloc t recipient is not authorized Please T utod Edt contact your network adminsitrator i i for further information Stan Delete E T Departn Clone H E Adm my i HRA Rename ITA E Properties y Right click on the M Sale Q Move template that you F New Window wish to move Blocked Message Notifications Block competitors Having selected the move option a list of available categories is displayed Move Template xi Categor
75. are also available from the console menu see page 18 but have been placed on the toolbar for faster access Options on this toolbar vary depending on which branch of the console tree see page 20 is currently selected Those listed below are available when the top level Exclaimer branch is selected Option Function Summary 4a Back Whilst navigating through the console tree use this option to go back one level gt Forward If you are navigating the console tree and used the back button use this option to go forward again i e to return to the point reached before you went back a Up Whilst navigating through the console tree use this option to move up to the parent of the current branch Show Hide Use this toggle option to show the console Console Tree tree if it is currently hidden or hide the console tree if it is currently shown Show Hide Use this toggle option to show the actions Actions Pane pane if it is currently hidden or hide the actions pane if it is currently shown Auto Responder The Console Tree To navigate the Exclaimer console and all applications within it a familiar tree structure is used The Exclaimer console is always at the topmost level from which any number of parent child branches also Known as nodes is displayed Having selected a node from the tree the content pane displays information and options that are relevant for that node Options on the toolbar see page 19 can b
76. are met Apply policy when any condition is met ok f Cance Auto Responder Steps 5 and 6 Enter Basic Details for the Query W Conditon details Condition name IT Department Active Directory Container Basic Advanced 5 Enter a meaningful 3 name for the query 6 Click the browse i Clic Start with No one x button to browse and ALENA TRIT select an Active 7 then Add users where select select Bd lata oe Test Display Name Alias Recipient Type Primary SMTP Address Test OK Cance A Auto Responder Steps 7 and 8 Browse and Select an Active Directory Container File E EE network 26 E Computers E Domain Co fal System 7 Select the users container H ForeignSec FF Program Data Microsoft Exchange Security Groups a E E Microsoft Exchange System Objects E DCSL Services 8 Click OK to return to the query editor 1 Item s selected Auto Responder Steps 9 and 10 Choose a Start Point and Select Required Attribute Configure Attributes Ea D Conditon details Condition name IT Department Active Directory Container Users Basic Qe 9 Set start with to no one Start with No one z 7 then Add select Soar Sumame Given Name Distinguished Nam Home MDB Member Of Primary Mail Addre Proxy Addresses Display Name Home Exchange
77. artment department Actions The following actions are available from the policies tab Action Select this option to Export Export all settings and policies see the export configuration configuration section on page 39 Import Import a previously exported configuration file see the configuration import configuration section on page 39 Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies see page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Auto Responder Action Select this option to Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Send
78. at all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder The Anatomy of a Policy Original Message Options on the original message tab are used to determine what action should be taken with the original email message when the policy is processed mt Original Message J Original Message Deliver the message Modify Sender Change sender s email address to this address Change sender s email domain to this domain bd e Reply To should be the same as the sender s address E Reply To email address v Modify Recipient s Redirect all messages to this email address vacancies exclaimer com ra lied OG Change recipient email domain s to this domain X v Suppress read receipts from these recipients Add Recipient s Add these email addresses to the To line EPEAT Add these email addresses to the CC line Add these email addresses to the BCC line Suppress read receipts from these recipients x Replace the subject with this text Sales Support Job Advert Response June 2010 Ley Abort delivery of the message Options on this tab are summarized below oye ioli Summary Deliver the message Select this option to deliver the original email message when this policy is processed If you are creating a simple automatic reply policy see
79. ates via the template editor and then dynamically updated when messages are sent or received For example you might define a reply which includes fields for a sender s name department and telephone number Each time this template is applied to messages the fields are replaced with the Active Directory content for these fields for the sender Fields can be inserted into both HTML and plain text template types This section contains useful information for working with fields including e Working with the fields panel see page 199 e Working with fields see page 200 e Available fields see page 201 Fields can also be used when defining see page 78 Auto Responder Working With the Fields Panel When not in use the fields panel is hidden to avoid cluttering editing space in the template editor see page 184 To activate this panel click the fields option on the top left hand side of the template editor Template Editor _ ON x HTML Plain Text r tH ASAU 0 Lindo iE e Times New Roman small 7 Source Red jil ize mo B Z Ubu Y A BF i i it G Save amp t Ban Close Q Preview BFind ae _ Actions Mode Editor Clipboard Font Paragraph y P El Message A All Message Recipients ulil MN v sapadoad K SPI E rl Click the fields button to toggle the fields panel off and on A Message Sender a Message Subject A Message To Recipien
80. ave changes see page 38 made in this session Alternatively use the cancel button to abandon all changes Auto Responder Renaming a Template The rename option is available from the console tree and from the toolbar auto Responder Block competitors of x Fie Action Window Help Select the required 4 a G template in the console 2 tree and use the toolbar Exclaimer Block con eae Auto Responder Sea x 5A Ao Pende paises Edit Delete Clone Rename E Properties T Move eg Policy Tester Preview 2 Help my Template Library T General i Standard Template T Weekend Automatic Replies An email message that you sent or were meant to receive has been General Weekend Reply blocked because communication T Blocked Message Notifications between you and the sender t k 7 recipient is not authorized Please ere Edit contact your network adminsitrator i 5 for further information Stan 4 Delete O Depart Z Clone Adm am Rename Right click on the template that you E Properties wish to rename T Move O New Window Blocked Message Notifications Block competitors Having selected the rename option you are prompted to enter a template name Rename Template xi Template Name utomatic Reply Simply enter the required name and click OK When you are satisfied that all tabs have been updated correctly click the save button to save ch
81. ay vary from one organization to another For example one organization may use the P O Box field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Message Sender Telephone Fields Fields in the message sender telephone section are summarized below Field Inserts Sender Home Sender Other Home Sender Pager Sender Other Pager Sender Mobile Sender Other Mobile Sender Fax Sender Other Fax Sender IP Phone Sender Other IP Phone Sender Notes Home telephone number for the sender Other home telephone number for the sender Pager number for the sender Other pager number for the sender Mobile telephone number for the sender Other mobile number for the sender Fax number for the sender Other fax number for the sender IP phone number for the sender Other IP phone number for the sender Notes for the sender This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the notes field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Message Sender Organization Fields Fields in the message sender organization section are summarized below Field Inserts Sender Title The message sender s job title Sender Department The department in which the messag
82. can define general settings which are applicable to the system as a whole and access each section of the application This section explains how the Exclaimer console is used including Understanding the Exclaimer Console window see page 17 Exclaimer console settings see page 23 Exclaimer console licensing see page 27 Exclaimer console status see page 30 Remote deployment see page 34 Exporting configuration settings see page 39 Importing configuration settings see page 39 If you already know about the console and wish to get started with Exclaimer Auto Responder see the working with Auto Responder section of this guide on page 5 7 Auto Responder Understanding the Exclaimer Console Window The Exclaimer console window is split into three panes as shown and summarized see page 17 below Menu S Auto Respond r Exclair File Action Window He Auto Responder a 59 Auto Responder Policies 59 Redirect to Director s PA 59 Admin department 59 HR department 59 IT department i a Sales department Policy Tester re iD Template Library Toolbar New 4 Settings oe Licensing A Status amp Remote Deployment 9 Help Actions pane Selection tabs Eccleimerc sv srstem Export Configuration bn Import Configuration amp Status Notification Emails As Licensing Send To Admin
83. ced with the original message recipient name To achieve this you would type Re your message sent to and then insert the message recipients field Your message to Message Recipients lt Attach the original Select this option if you wish to send a copy of the original message email message as an attachment with the automated response For further information about including the original message in automated responses see how do include the original message in an automatic reply on page 231 Attach these files Select this option if you wish to attach selected files to the automated response message for example if you are responding to job applications you might wish to attach company literature Use the browse button to navigate local and network drives to select required attachments For further information see how can send file attachments with an automatic reply on page 149 Send a single auto If an original message is addressed to multiple recipients response when this select this option if you wish to send just one automated policy is triggered response Send a separate If an original message is addressed to multiple recipients auto response from select this option if you wish to send an automated each recipient that response for each individual recipient thus the original triggers this policy message sender will receive multiple automated responses Auto Responder Option Summary Loop Detec
84. ch Sender Match Subject Match Recipients Select this option to enable diagnostics Use the browse button to select people who should receive the diagnostics email Some diagnostic information is sent as an attachment with the diagnostics email This is a standard extension to apply to all attachments this can be useful for example to stop diagnostic emails being blocked by anti virus and anti spam applications The sender of the messages to be matched for diagnostics emails The subject of the messages to be matched for diagnostics emails The recipient of messages to be matched for diagnostics emails Auto Responder The Settings Toolbar When the settings tab is displayed the settings toolbar contains the following options Toolbar Option Summary New gt Auto Responder Launch the new auto responder wizard see page policy 99 and choose from a number of scenarios to create a new policy Actions The following actions are available from the settings tab Action Select this option to Export Export all settings and policies see the export configuration configuration section on page 39 Import Import a previously exported configuration file see the configuration import configuration section on page 39 Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number o
85. ch column in the row you can add text or fields as required If you are adding a field you can suppress this row if no Active Directory information is found for the field when the policy is processed Type a label for the Use the insert field in the first drop down list to column insert required field to associate with the label Smart Table ow Editor Column 1 Insert Properties Insert Properties Suppress this row if 7 is blank OK Cancel Use this option to suppress blank lines Auto Responder Continue to add as many rows as required Smart Table Rows xi Column 1 Column 2 Suppress if field is blank ltem 1 Label ltem 1 Content ltem 2 Label ltem 2 Content Edi ltem 3 Label ltem 3 Content Delete ltem 4 Label Item 5 Content Up D own OK Cancel If required you can select a row and use up down options to adjust the sequence You can also edit and delete existing rows Once all rows have been added click OK to insert the table into the template Item 1 LabellItem 1 Content Item 2 LabellItem 2 Content Item 3 LabelllItem 3 Content Item 4 LabelllItem 5 Content Auto Responder Updating an existing smart table To update an existing smart table in a template simply select and double click the table Alternatively select the entire table and expand the misc section in the properties pane From here select the browse l button to
86. ck next to access notification options SS New Auto Responder Policy Welcome Notification A Should a notification be sent advising that the message was blocked Choose a scenario Ethical Walls v Notify Sender Affected Patties Notify recipient s E Notification Notify other people piesn Add these addresses to the To line mm Add these addresses to the CE line Add these addresses to the BCC line Hep Here you can choose to notify the original sender and or recipients and or other parties when an email between the two specified accounts has been blocked 9 Click next If you have chosen to send one or more notifications in the previous step the notification template page is displayed B3 New Auto Responder Policy Ethical Walls Notification Template EI Affected Patties Select the notification that will be sent The same notification will go to all selected parties Notification E Notification Template Blank Templates pe J Subject Blank Template Finish HR Blank Template IT Blank Template S Admin Blank Template Blank Template HR Blank Template IT Blank Template a Automatic Reply Sales Auto Response CV Resume Acknowledgeme T Ethicai wa Bronce Poep Admin Blank Template Help Cancel Auto Responder Here you can browse all available templates and select the one that should be used for your not
87. claimer applications within it As such the import will include all settings policies see page 49 and templates see page 164 for Exclaimer Auto Responder Settings must be imported from an econfig file this is a proprietary file type for Exclaimer products and is created whenever the export configuration settings see page 39 option is used To import configuration settings follow the steps below 1 Ensure that you have backed up existing settings by exporting the current configuration see page 39 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch 3 Select import current configuration settings from the actions pane or from the action menu The import configuration window is displayed 4 Navigate drives and folders to select the econfig file to be imported 5 Click open to complete the import Remember that all settings will be imported which means that your existing configuration will be overwritten Before the import takes place existing configuration settings are automatically backed up you can find the location of this backup file by checking the status tab see page 30 see page 25 for the Exclaimer console Alternatively use the cancel button to abandon all changes Auto Responder Chapter 3 General Settings amp Information for Auto Responder Introduction The Auto Responder branch within the Exclaimer console see page 16 tree is where all setup is com
88. communication between predefined groups However it is important to note that you can change refine these settings once the policy is saved using the conditions tab for the policy see page 84 Having completed the wizard the conditions see page 84 tab for that policy will show your chosen affected parties under the message is between condition You can change these parties at any stage for example you might choose to define affected parties based upon Active Directory attributes or recipient type To or Cc etc Select condition xi f Select condition s x The Corespondent is a specific User or Distribution Group The Corespondent is a member of an Active Directory group The Corespondent is a member of an Active Directory domain or organizational unit The Corespondent has one or more specific Active Directory attributes The Corespondent address contains specific character sequences The Corespondent is inside or outside of the organization The Correspondent is an Active Directory contact The Correspondent is in the To or Cc field of the message Edita condition by clicking an underlined value Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met v Expand Distribution Lists before checking condition s Split message when some recipients meet a condition OK Cancel Auto Responder 8 Cli
89. completed this trial you can e Purchase the product from the Exclaimer website or by contacting the Exclaimer sales team e Contact the Exclaimer sales team to extend your trial Licensing Information The licensing tab shows any contact details associated with this Exclaimer license together with installed products features and version information You can also see the type of license that is currently in place and the license status for example the number of days remaining for a trial period The Licensing Toolbar When the licensing tab is displayed the licensing toolbar contains the following options Toolbar Option Summary New gt Auto Responder Launch the new auto responder wizard see page policy 99 and choose from a number of scenarios to create a new policy Register for 30 day trial Before using this software you must register your installation of the Exclaimer Console and its associated products Click this option to open the register for 30 day trial wizard and follow on screen instructions to register your trial Extend trial This option is only displayed if you have registered for a 30 day trial To extend a trial use the extend trial button and note information required then contact the Exclaimer sales team using contact details provided Once your trial extension has been confirmed continue with the licensing wizard to activate the extension Buy now Access the Exclaimer website products page to
90. d be to insert a standard HTML table and add fields or other content manually For further information please see the smart tables on page 221 Standard HTML Table If you wish to insert a standard HTML table and do not wish specify any content until after it has been added to the template use the standard HTML table option This is useful for example if you wish to insert a basic table to form the layout of a template or if you wish to include tabular data which does not include fields Auto Responder Having selected the standard HTML table option from the insert table window you can set the number of columns and rows together with border autofit and spread attributes Then click OK to insert the table and start to add content When working with any kind of table in the HTML template editor it may be useful to note the HTML element trail at the bottom of the editor window Contact Block Depending on the size of your table it can sometimes be tricky to select a particular row column or cell but you can do this very easily from the element trail just click the required element When you click on an element further options are displayed Selecting properties will show properties for this table element in the see page Auto Responder Using Fields in Templates Automatic reply content can include a wide range of dynamic information using Active Directory fields These fields are inserted into templ
91. d policy is created you can define basic information and conditions once the policy is saved you can then edit it see page 129 and update conditions see page 84 exceptions see page 91 original message see page 74 auto response see page 78 date range see page 96 and next policy see page 98 options to define more precise criteria and required actions to be taken when the policy is processed For further information see adding an advanced policy on page 125 Auto Responder Accessing Existing Policies Within Exclaimer Auto Responder policies are accessed via the Exclaimer console tree see page 64 or using policy tabs see page 66 from other branches of the console tree Navigating Policies Using the Console Tree All work with policies is completed from the Auto Responder branch of the Exclaimer console tree See page 20 Exclaimer 2 Auto Responder 5A Redirect to Director s PA i k Admin department BA HR department E E IT department iB Sales department i E6 Policy Tester i Template Library From here you can view any existing policies as child branches within the tree Select any policy from the tree and right click to view actions that can be taken with that policy Exclaimer E Auto Responder 59 Auto Responder Policies E 59 Redirect to Director s PA 59 HR d ey New Policy 7 59 IT de bg Delete Auto Responder Policy 59 Sale BA Clone Auto Respon
92. de two departments where a conflict of interests could arise if communication between them occurs When an ethical walls policy is created you specify two constituent parts A and B between which email transmission will be blocked For example you might define A as all users within the finance department and define B as all users within the trading department If required you can choose to notify the original sender and or recipients and or other parties when an email between the two specified parties is attempted and blocked The content of this notification message is defined in a template see page 164 a number of standard templates are available in both HTML and plain text format but you can also add your own using an intuitive template editor see page 184 By default settings on the original message see page 74 tab are defined to abort delivery of the original message Also by default auto response see page 78 settings are set to send the automated response i e the notification message to the original sender and recipient s so that they know the message was stopped All of these settings can be adjusted see page 129 if required For further information see adding an ethical walls policy on page 119 Auto Responder Advanced An advanced policy see page 125 can be used to create a policy from first principles when your requirements do not match one of the predefined policy types above When an advance
93. der Policy F f PoleyiT E Properties ip Templat F New Window Auto Responder Having selected a policy from the tree use the content pane to access all setup options and actions from the content pane 3 Auto Responder Admin department ioj x Fie Action Window Help Bex 4a T All settings for the SiS selected policy are displayed across a A 2 Exclaimer Admin departmen series of tabs amp Cancel System x 3 Export Configuration S Auto Responder GPnew bQvelete S clone J 5 7 bg Auto Responder Policies inen ose eo 4 Redirect to Director s PA General Original Message jp Auto Response MI Template 4 gt E Import Configuration 59 Admin department General E A Licensing re HR department Name a A A 59 IT department Admin department Auto Responder 2 i 4 amp 9 Sales depart care 3 New Policy a c Policy Tester Selected policy scription gS y f al m zE a WD ig Manage policies B im Template Library Status New Policy Scenarios me Automatic Reply me Message Redirection ha 59 Sender Modification B9 Add Recipients S Ethical Walls Z Enabled G i Advanced Actions Auto Responder Navigating Policies Using Policy Tabs Existing policies can also be accessed from other branches of the console tree via a policy tab in the content pane i Auto Resp
94. ds Fields in the message recipient general section are summarized below Field Inserts Recipient First Name The first name of the message recipient Recipient Initials Initials for the message recipient Recipient Last name The last name of the message recipient Recipient Display name Display name for the message recipient Recipient Description Description information for the recipient Recipient Office Office information for the recipient Recipient Telephone Number Telephone number for the recipient Recipient Other Telephone Other telephone number for the recipient Number Recipient E mail E mail address for the recipient Recipient Web Page Web page address for the recipient Recipient Other Web Page Alternative web page for the recipient This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the office field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Message Recipient Address Fields Fields in the message recipient address section are summarized below Field Inserts Recipient Street Street information for the recipient Recipient P O Box P O Box information for the recipient Recipient City City information for the recipient Recipient State Province State province information for the recipient Recipient Zip Postal Code Z
95. ds in the block contact block are Column 1 listed Auto Responder Click add to add a new row to the contact block table Smart Table j Column 1 i l r E Insert Properties Insert P roperties Suppress this row if is blank OK Cancel te AL es Contact blocks can be arranged as required but a typical layout has a field label in the left column and the corresponding field in the right column for example Smart Table Row Editor x Column 1 Column 2 Department Department lt Suppress this row if Department is blank Ok Cancel In this example a department field has been added but we have chosen to suppress this row if the sender s department field is blank This means that the line will not be included if there is no information to show thus avoiding blank lines Selecting the see page displays an insert table options window which includes the option to insert a contact block If preferred you can use this method to insert a contact block instead of adding the contact block field Auto Responder spe gt a Updating an Existing Contact Block To update an existing contact block in a template simply select and double click the required block Alternatively select the entire contact block and expand the misc section in the properties pane From here select the browse button to the right of the c
96. ds or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied The message is signed or encrypted When an exception is selected further options are available as summarized below e The Sender is someone see page 93 e The Sender is a specific user see page 93 e The Sender is a member of an Active Directory group see page 93 e The Sender is a member of an Active Directory domain or organizational unit see page 93 e The Sender has one or more specific Active Directory attributes see page 93 e The Sender address contains specific character sequences see page 93 e The Sender is inside or outside the organization see page 93 e The Sender is an Active Directory contact see page 93 e The Recipient is someone see page 93 e The Recipient is a specific user or distribution group see page 93 e The Recipient is a member of an Active Directory group see page 94 e The Recipient is a member of an Active Directory domain or organizational unit see page 94 e The Recipient has one or more specific Active Directory attributes see page 94 e The Recipient address contains specific character sequences see page 94 e The Recipient is inside or o
97. e page 201 recipient see page 209 sender see page 202 dynamic content see page 215 server see page 224 and general see page 224 details are available for selection For example you might define a subject line which reads Re your message sent to Joe Bloggs where Joe Bloggs is dynamically replaced with the original message recipient name To achieve this you would type Re your message sent to and then insert the message recipients field Your message to Message Recipients 24 Auto Responder For further information about these options see anatomy of a policy auto response on page 78 11 Click next to confirm your selections and access the final page of the wizard 12 Click finish to complete the process and add the new policy to the policies list see page 67 Remember that you can update see page 84 at any time and also add see page 91 or see page 96 criteria after the policy has been created Also note that you must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder Adding an Advanced Policy To add an advanced see page 63 policy follow the steps below 1 Select the Auto Responder policies branch of the console tree 2 Select the new policy option from the actions pane
98. e 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Auto Responder Action Select this option to Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs
99. e Font for Text in an Automatic Reply cceeeee eee ee es 232 How do I Suppress Blank Lines if Fields are not Populated 00085 233 Use a Contact BIOCK 0 cece cece eee eee eens ene eee teen RE ie 233 Use a Field Prefix 0 ccc ccee cece cece eee eee eee eee ne ene eee tee tae te nena eae 234 How do Create a Contact BIOCK cece cece eect e ee eee neta aetna ened 235 Example of a contact DIOCK e ccc cece cette e nett tae tata eee eneed 235 OW IE WOT KS iaicscteccsctcecnie natewaa tue daunien nite tng a dina aly s pina ee eae 235 Updating an Existing Contact BIOCK cccccecceeeeeseeeeeeeeeeeeeeaeeeeenenenenees 237 How do Insert a Banner Image at the Start of Messages escenes 239 Other RESOUICES ote isveetccdetenecii edd ad riea a tegtatdeaneredbuceuteseelelidads aaa 240 EXClalMer SUPPOME a c5cteedeededitersegheenede secede aeaa a a a 240 Exclaimer Sales cece cece eee eee eee eee ne nena teeta 240 Copyright Notice ccceccc ccc e cece eee eee eee eee e eee sees sees esses sees eeeeesaeeanenaneeneeags 241 Auto Responder Introduction Exclaimer Auto Responder provides full centralized control over automated response actions to be taken with email Auto Responder can help you to maintain a professional consistent approach when sending automated replies to email messages and can help to manage the flow of email under a given set of circumst
100. e automated response should be triggered using conditions see page 84 exceptions see page 91 date range see page 96 and next policy See page 98 options e What happens to the original email message before after transmission using original message see page 74 options e The content and behavior of an automated reply message if applicable using templates see page 164 and auto response see page 78 options respectively Auto Responder These elements are defined and combined using policies You can create as many policies as required for example you might choose to send different automated replies for each department within your organization and so create one automatic reply see page 100 policy for each department Or you might choose to send different automated replies on weekdays and weekends see page 96 or based upon the subject line of incoming emails see page 84 etc Similarly you might need to define a number of policies of different types For example you might use automatic reply see page 100 policies in addition to message redirection See page 108 policies and a range of ethical walls see page 119 policies The possibilities are immense and can all be achieved using Exclaimer Auto Responder But That s Not All Exclaimer Auto Responder includes a library of professional templates see page 164 which can be used as the basis of an automatic reply You can edit these templates or crea
101. e changed to joe bloggs domain2 com You can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 message sender see page 202 server see page 224 and general see page 224 details are available for selection Select this option if when the message recipient selects the reply to option in Microsoft Outlook the to address should be the same as the sender s email address Select this option if you wish to specify an alternative reply to email address When the message recipient selects the reply to option in Microsoft Outlook the to address will be the address specified here rather than the sender s email address You can Type the required value directly into the field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see Auto Responder Option Summary page 198 from a drop down list any fields that are associated with email message see page 201 and message sender see page 202 details are available for selection Modify recipient s Select this check box if you wish modify recipient details for the message Redirect all messages Ignore any recipients defined in the original message and to this email address redir
102. e eee teen teeta e nena 157 Saving a Policy T St cece cece cece eee eee eee eens teeta a e nena tae tenes 157 Re using a Saved Policy TeSt c cc ece cece eee eee eee eee teeter neat teeta eee need 157 Working with Rules Applied Information cece cece eee eee eee ea eee 158 Checking the Reason Why A Policy Is or Is Not Applied 160 Previewing the Message at any Stage in the Process scceeeeeee teeta ee 161 Working with Test M SSAQES 0 cceeeee eee eee enter e ae enetnee 162 Auto Responder The Template Library cccccecsceeeeceeeeeeeeeeeeeeeeeeeeeeuaeeeuaeeeuaseauaseeuaeeauaseouaeeas 163 IMEPOAUCTION sein cece sececie rend cee eedide wet banned nw ex whee evden bow dwend da eck E EAE 164 Understanding the Template Library Window cece eeeee eee e eee e teeta eats 165 The Console Tre ccc ccece cece cece eee eee eee eee ene ee nena nee ee nee ne nae 166 The Template Library Toolbar ccccecee eee eee eee eee eee eee eae tate teenies 166 The Template Library Content Pane cccceee cece eee eee eee eee ee teeta eae 167 VIEW OPEONS mesaisini dennen inea te Gecexcetancdsavewednladanenetaciddastuwbaideeaveete 167 ACHIONS oorner anrea eE vstudeepe aa a sles giae waag GietaaeaiGdad om ces AAEE 167 Working with Categories cc cece cece eee eee eee ee eee eee ene teen n ae tae tetas 169 Adding a New Category ccccece cece e
103. e element in the see page Auto Responder How do Insert a Banner Image at the Start of Messages To insert a banner image at the very start of an automatic reply position the cursor at the very start of the template editor and use the image button to insert the required image Template Editor E x HTML _ Plain Text H arma 9 Undo Well Bie A Times New Roman gt small 325 L338 Image Line Source Save amp B Z U ae x2 wy A Close Q Preview Bai Paste 2 Years Actions Mode Editor Clipboard Font Para u se the image fay button to insert an E e image at the current gt exclaimer cursor position A 2t lt BODY gt Don t press send without it nice Behavior z Link An email message that you sent or were meant to receive has been blocked because i oes s ackground communication between Sender Department and Recipient Department staff is not BeProperties None authorized Please contact Link Sender Manager Display nameHSender Manager E mail NoWrap False Scroll Auto Text YLink E Element Layout BgColor BottomMargir 15 LeftMargin 10 RightMargin 10 TopMargin 15 E Element Style Id Class Style Element Layout If you have a selection of banner images you can take this a step further and use the see page field to switch between all images in a given folder Auto Responder Other Resources Exclaimer Sup
104. e sender works Sender Company The company for whom the message sender works Sender Manager Display The name of the message sender s manager Name Sender Manager E mail The email address of the message sender s manager Sender Manager E mail The email address of the message sender s manager as hyperlink presented as a hyperlink This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the department field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Message Sender Exchange Advanced Fields These fields are a set of standard fields added by Exchange in which administrators can place any data that they require There will be fields named Extension Attribute X where X is a number between 1 and 15 Message Sender AD Pictures Fields Fields in the AD Pictures section are summarized below Field Inserts Sender J PEG Photo Insert JPEG photo of the sender Sender Photo Insert other photo of the sender Sender Thumbnail Logo Insert thumbnail logo associated with the sender Sender Thumbnail Photo ae thumbnail photo associated with the sender Although the Active Directory includes fields for pictures there is no in built straightforward way to add pictures to it The application allows you to create and manage images for all objects in your Acti
105. e start of this section are available when the top level Exclaimer branch is selected settings see page 23 licensing see page 27 status see page 30 and remote deployment see page 34 The Actions Pane The actions pane displays quick access to common tasks as Summarized below Action Select this option to Export Export all settings and policies see the export configuration configuration see page 39 page Import Import a previously exported configuration file see the configuration import configuration see page 39 page Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies See page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to member
106. e the cancel button to abandon all changes Auto Responder How it Works The remote deployment folder is defined using the remote deployment tab within the Exclaimer Console Please refer to the help file within Auto Responder for further information about this tab The specified folder must be a shared folder on the network only one remote deployment folder should be used on an entire domain When configuration changes are saved the computer on which those changes have been saved pushes new configuration data to the remote deployment folder Remote machines receive notification from the operating system when new configuration data is detected in the shared folder and they then pull i e import that data into their local installation Push and pull operations are completed via the Exclaimer Remote Deployment service The Remote Deployment Folder Create a shared folder on your network that will be accessible by all machines that are running Exclaimer Auto Responder If you do not want the share to be visible to users you should use a hidden share This is done by adding a dollar symbol to the end of the share name Hidden shares cannot be viewed when browsing the network with Explorer for example Ensure that the user who is logged into the Exclaimer console that is saving data has Read and Write access to this folder The following sections detail two methods of applying folder permissions These are applicable
107. e the advanced schedule from the date range see page 96 tab B3 New Auto Responder Policy 7 The policy is set to run Automatic Reply oe A until an arbitrary date in eee en should the policy be active RGSS Conditions Pl Date Range El Advanced Schedule From 18 Jun 2010 To Ol Jan 2100 HO J Recipient J Sender 9 O as O 1 2 3 4 5 6 7 8 9 610011 12 13 014 1516 17 18 19 20 21 22 23 0 Subject TT Attachments iba EEE All weekdays are selected Wednesday Sieh al Pa ae ee ae The policy is set to be inactive for the selected Monday through Friday from ORR S monet saat 0 Policy is active at weekends 5 cale 30 min intervals a o0 e Help lt Back Next gt 4 Cancel It is important to note that Exclaimer Auto Responder does not affect any Out of Office settings that users may set locally using Microsoft Outlook If you define an Auto Responder policy to send an Out of Office reply for a given user and that user has set their own Out of Office reply using Microsoft Outlook the recipient would receive both replies If you are using Auto Responder to manage Out of Office replies you should advise users not to define local Out of Office settings in Outlook Auto Responder Chapter 5 The Policy Tester Introduction The policy tester is used to create a test email and simulate the sending process so you can ensure that automatic r
108. e used to quickly navigate between branches within the console tree When a branch is selected and changes are made but not saved the branch is displayed with an asterisk symbol you will see this at parent level indicating that the branch contains child branches with unsaved changes and also at child level Child AND parent branch with unsaved Parent branch changes 2 Exclaimer j Child AND parent E Auto Responder branch with gt Auto Responder Policies caressa ca B9 Redirect to Director s PA 59 Admin Departmnent Child branchwith i unsaved changes 59 IT Departmnent 59 Sales Departmnent Policy Tester H ip Template Library The asterisk symbol is cleared from a branch once its settings have been saved The console tree can be hidden or shown using the hide show console tree button on the toolbar For quick navigation use back forward and up buttons from the toolbar The Content Pane Having selected a node in the console tree any information and settings associated with that node are displayed in the content pane These settings are accessed using a series of selection tabs see page 21 at the top of the pane Auto Responder Selection Tabs Information and settings are organized into a series of tabs accessed from the top of the content pane Available tabs vary depending on which branch of the console tree is currently selected Those shown at th
109. ect the message to the addressee s specified here You can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 and message sender see page 202 details are available for selection Change recipient Replace the recipient s domain with the domain specified domain s to this here In this case the local part of the email address domain would remain the same but the domain would be changed For example if you specify domain2 com here an email address of joe bloggs domainl com would be changed to joe bloggs domain2 com You can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email messages see page 201 message sender see page 202 server see page 224 and general see page 224 details are available for selection Suppress read receipts Select this option if you wish to prevent read receipts from these recipients being generated from modified recipients Auto Responder Add recipient s Select this check box if you wish keep any recipients specified in the original message but add further reci
110. ed or encrypted Use the encrypted link to open selection options and switch to signed or use the signed link to open selection options and switch to encrypted At least one condition must be set to apply policies If a condition is not selected the default condition of all messages is used Auto Responder The Anatomy of a Policy Date Range Options on the date range tab are used to set any date time limitations for a policy a Date Range Date Range Continuous DateRange From 11 May 2010 00 00 z To 11 May 2010 23 59 Use Advanced schedule Te Policy is active when any ofthe following schedules applies By default the date range tab is set to continuous which means that there are no date or time restrictions associated with the policy Alternatively specific to and from dates can be set so that the policy has a start end time or a detailed schedule can be set Auto Responder Using the Advanced Schedule The advanced schedule works by selecting days of the week that the policy is active or inactive Each day is split into time intervals which can be adjusted using a Sliding scale at the bottom of the window this means that policies can be set to run on precise days at precise times To use the advanced schedule click the use advanced schedule radio button and then click add The example below shows how the schedule is used to create a policy that is only active at weekends A
111. eft to right bold italic underline strike through sub script super script highlight color font color Paragraph options are used to apply paragraph formatting Options are summarized below listed from left to right lt Z b gt I han i numbered list bulleted list outdent indent align left center align right justify Insert options are used to apply more detailed i image Une formatting and interactive content Options are from left to right insert table insert image Table Hyperlink A Fields insert horizontal line insert hyperlink insert i fields Auto Responder The Plain Text Editor Toolbar Plain text templates are composed without any formatting information however you can still include Active Directory fields see page 198 When the template editor is set to plain text mode the toolbar contains the following options Toolbar Option Summary bel Save amp Close STE Ronsh a Q Preview 1 Undo Reda Fb Find fe Cut Paste Copy 4 Whitespace DASEN A Fields Save and close the current template and return to the template library Mode options are used to switch between different view modes Choose from design view and work with the WYSIWYG editor preview preview the template applied to a test message Editor options are used to perform key editorial tasks Choose from undo undo the last acti
112. ell properties entry The smart table rows window is displayed so you can add edit or remove rows as required Properties q i T z A exclaimer i A uaaa 221 E Contact Block OEIL OILLO AEROLIT F Appearance Display Name Contact Block Layout Four line E HTML Cell properties Expand for cell properties Row properties Expand for row properties Table properties Expand for table properties WAM eas KA E Misc f A Z Pager Z Expand for rows or click i ALL Telephone number A A VA Row 1 Plrax _ ea o G Row 2 7 Email E mail as hyperlink Z Row 3 z Z web Web page as hyperlink k Row 4 Use the browse lm EEE a Row 5 button to re open ow the contact block Size editor Select the contact E Plain text block Column widths 8 B Rtf Column widths 1 75 Rows The rows of data that this smart table will emit 4 lt DIV gt lt MAP gt lt P gt Contact Block Auto Responder When working with any kind of table in the HTML template editor it may be useful to note the HTML element trail at the bottom of the editor window Contact Block Depending on the size of your table it can sometimes be tricky to select a particular row column or cell but you can do this very easily from the element trail just click the required element When you click on an element further options are displayed Selecting properties will show properties for this tabl
113. en employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Auto Responder Policies The policies tab contains quick access to existing policies and options for completing key tasks relating to policies Auto Responder Cancel 2 New GQDelete EAClone lt Move Up Jh Move Down F view Settings B Policies E Status L Help Policy Name Description Auto Responder Policies 5 Redirect to Director s PA S Admin Departmnent S HR Departmnent ee IT Departmnent i Sales Departmnent It is important to note that policies are processed in the order that they are listed here You can use move up move down see page 50 options to change the sequence of this list and use next policy see page 98 options for greater control over processing sequence Available options are summarized in the following sections e The policy list see page 50 e The policies toolbar see page 50 e View options see page 51 e Actions see page 52 Auto Responder The Policy List All existing policies are
114. ender is inside or outside the organization see page 86 e The Sender is an Active Directory contact see page 86 e The Recipient is someone see page 87 e The Recipient is a specific user or distribution group see page 87 e The Recipient is a member of an Active Directory group see page 87 e The Recipient is a member of an Active Directory domain or organizational unit see page 87 e The Recipient has one or more specific Active Directory attributes see page 87 e The Recipient address contains specific character sequences see page 87 e The Recipient is inside or outside the organization see page 87 e The Recipient is an Active Directory contact see page 87 e The Recipient is in the To or Cc field of the message see page 87 e The message is between see page 87 e The Subject contains specific words or phrases see page 88 e The Body contains specific words or phrases see page 88 Auto Responder e One or more message headers contains specific words or character sequences see page 88 e The Message is a Meeting Request Update or Response see page 88 e The Message is a Task Request or Update see page 88 e No previous policy of this type has been applied see page 88 e The message is signed or encrypted see page 88 All Messages This is a blanket or wildcard condition which will apply the policy to all messages The Sender is Someone When selected a
115. ent Auto Responder Message Recipient Organization Fields Fields in the message recipient organization section are summarized below Field Inserts Recipient Title The message recipient s job title Recipient Department The department in which the message recipient works Recipient Company The company for whom the message recipient works Recipient Manager The name of the message recipient s manager Display Name Recipient Manager E The email address of the message recipient s mail manager This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the department field to indicate a genuine box number whilst another may use this field for something completely different Message Recipient Exchange Advanced Fields These fields are a set of standard fields added by Exchange in which administrators can place any data that they require There will be fields named Extension Attribute X where X is a number between 1 and 15 Auto Responder Message Recipient AD Pictures Fields Fields in the AD Pictures section are summarized below Recipient J PEG Photo Insert JPEG photo of the recipient Recipient Photo Insert other photo of the recipient Recipient Thumbnail Logo Insert thumbnail logo associated with the recipient Recipient Thumbnail Photo Insert thumbnail photo associated with the recipient Although
116. ents e You want amore professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends e You have an unattended mailbox and want to senda notification to a specific user when a message arrives at this mailbox Here available scenarios are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary information for each one If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 User Manual Auto Responder 116 5 Select the add recipients scenario and click next to enter general information for the new policy B3 New Auto Responder Policy Add Recipients Add Recipients scenario Conditions Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy d Additional Recipients Gaal J Finish Nane New Auto Responder Policy w Description Al v Enabled i Hep lt Back Ne Cancel 6 Enter a meaningful name and description for the policy For further information about this tab see anatomy of a policy general on page 73 7 Click next to view conditions New Auto Responder Policy Welcome Conditions F Please use the list of options below to define the Messages
117. eply see page 231 How do set the font for text in an automatic reply see page 232 How do suppress blank lines if fields are not populated see page 233 How do create a contact block see page 235 How do insert a banner image at the start of automatic replies see page 239 Auto Responder How can Tell which Policies are Using a Specific Template Each template is associated with a properties window which includes a list of any policies which are using the template Template Properties Ed El General Information Name Block competitors Size 91 40 KB File C ProgramD ata E xclaimer Ltd 4uto Responders Template Library 0975e1 c6 80dd 471 f 9b69 f9d823dbf5e1 zip amp Policies using this template 59 Block competitor communication The properties option is available from the template library toolbar and from the right click menu Auto Responder How do Include the Original Message in an Automatic Reply If you wish to include the original email message in an automatic reply you can add an original message field from the fields panel see page 199 Template Editor Iof x HTML Plain Text TE ndo H aU E Yo Select font Font size F i sa ag a Save amp Past Close Q Preview Find e Actions Mode Editor Clipboard Font ia a a om Wat mi F So Redo urce B Z U amp Y A z ill Table amp Paragraph Ins
118. er Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder The Anatomy of a Policy An Auto Responder policy includes a range of settings which control how policies are processed and what if any auto responses are sent These settings are
119. ere available scenarios are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary information for each one If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 User Manual Auto Responder 100 4 Select the automatic reply scenario and click next to enter general information for the new policy B3 New Auto Responder Policy Welcome Automatic Reply scenario n A S Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy El Automatic Reply Goad d Template Name d Conditions New Auto Responder Policy W J Date Range Description d Recipient 4I d Sender d Subject d Attachments d Finish v Enabled i Help lt Back f J Cancel 5 Enter a meaningful name and description for the policy For further information about this tab see anatomy of a policy general on page 73 6 Click next to view available templates s3 New Auto Responder Policy Automatic Reply Template enan Select the template to use for the automatic reply d Conditions EDRs Bink Templates ees J Recipient Blank Template J Sender HR Blank Template d Subject IT Blank Template d Attachments Admin Blank Template B
120. erpret mar False for ii Ki E Gi Content tel eee a F aliback value Field is selected pen e g font and prefix Prefix Suffix Manager Email Serk i Suppress nev Trim Do not change Field font z Control the font and appearance of the entire field lt P gt lt FONT gt lt FONT gt Recipient Display name Hyperlink Properties al Properties q oe Al Web page a Appearance Display Name Web page as hype Field Font E Content Address http www excl Hover text Text to displa Sender Web pa An email message that you sent or were meant to receive has been blocked because communication between Sender Display name and Recipient Display name is not authorized Please use contact detaj for further information Change the URL hover and display text Sender Manager Display name Manager Email Sender Manager E mail AC Web page as hyperink 8 O Web page as hyperlink ee AA Hyperlink field is selected Address z The destination URL when the hyperlink is clicked lt P gt lt FONT gt lt P gt Web page as hyperlink Auto Responder Text Properties fat 4 Properties q pl z B 4 lt FOND E Element Layout Color P Face Arial Size Empty E Element Style ge that yo se communication b further information A section of
121. ert Thank you for submitting your CY for consideration One of our consultants will be contacting you shortly in order to progress your application sayadoig K Regards The automatic reply text George Wrong From Message Sender Sent Message Date lt BR gt lt STRONG gt To lt STRONG gt Message To Recipients lt BR gt lt STRONG CC lt STRONG gt Message CC Recipients Subject Message Subject Original Message Formatting and original message fields to be included The original message field The original message field should be placed according to where you want the original message to be displayed relative to the automatic reply For example place it below automatic reply text to show the original message after the automatic reply content As well as the body of the original message you can also insert other fields relating to the message for example recipients date sent etc as shown in the example above If required you can choose to attach a copy of the original message to an automatic reply To do this select the attach original message option on the auto response tab see page 78 for the required policy For further information about working with the original message field see the placement of content section on page 194 Auto Responder How do I Set the Font for Text in an Automatic Reply To set the font and any other formatting attributes for field
122. es that uses this template you will need to insert an original message field see page 201 Switching Between Different Format Types Tabs at the top of the editor are used to switch between different formats for a template HTML and plain text Exclaimer Auto Responder sends automated replies in the same format as the original email if an email is received in Rich Text Format it is converted to HTML in order to keep as much of the formatting as possible For this reason you are advised to create each template in both HTML and plain text formats The Template Editor Toolbar If you are used to working with Microsoft Outlook the template editor toolbar will be very familiar When switching between format tabs toolbar options will change since some options are only applicable to a given format for example you can insert tables into HTML templates but not in plain text versions For a summary of the different toolbar options see template editor toolbar variations on page 188 The Fields Panel The fields option is used to insert dynamic content from the Active Directory Click on the fields option to activate the fields panel a list of available fields that can be inserted into the template Once a field has been inserted this panel is automatically hidden so that the template editor is not cluttered Fields can be used in both HTML and plain text formats For further information see the fields section of this guide on page 1
123. esponses are applied correctly Messages generated in the policy tester are never actually sent so you can select whichever sender and recipient is most appropriate for testing a policy without concern Using the policy tester you can e Define atest message see page 156 e Save atest message for later use See page 157 e Load a saved message for testing See page 157 Then having run a test you access a process diagram see page 158 and e View which policies have and have not been applied see page 158 e Check the reason why a policy is or is not applied see page 160 e Preview the message at any stage in the process see page 161 Finally you can view original messages and their final output see page 162 Auto Responder Understanding the Policy Tester Window The policy tester is designed to emulate Microsoft Outlook as closely as possible so it will be familiar to most users Save the existing policy test message so that it can be used later Load a policy test email that was saved Clear all settings and text entered a Policy Tester in the policy Run Test ty Load Message Save Message Reset Policy Tester J 2 Help Erom Administrator network26 local rs Enter from to CC BCC subject Tor Administrator network26 local and attachment information as aa you would for a standard email Ce click buttons to browse for Bec users The message will not ac
124. essage field If required you can choose to attach a copy of the original message to an automatic reply To do this select the attach original message option on the see page 78 for the required policy Auto Responder Tips for Working with Original Message Fields Using Spaces The placement of content will be made exactly as displayed in the editor For example if you enter three blank lines between your automatic reply content and an original message field there will be three blank links at the end of your automatic reply followed by the original message Copying and pasting original message fields You can copy and paste original message fields to new positions within the template care should be taken to ensure you copy paste the entire field rather than just the text element When you click on a field it behaves like a table cell For a correct selection you should see the borders of the cell clearly marked Original Message B Original Message VUELTA MET TE OF o o o OfOriginal Message O o o o Auto Responder Tables When working with HTML templates selecting the table option from the editor toolbar displays an insert table options window Insert Table Ed a Smart Table A Smart Table is optimized for common layout tasks such as creating contact blocks business cards and i Other ordered groups of information It is recommended that you use a Smart Table when laying out Acti
125. etween you and the sender Bloc recipientis not authorized Please Edit contact your network adminsitrator for further information General Weekend Reply T Out of O Delete Clone Rename Right click on the template that you Move wish to access Properties A x hes a T A LS New Window Blocked Message Notifications Block competitors Auto Responder Removing a Template Templates can be removed using the delete option available from the template library toolbar and from the right click menu 3 Auto Responder Block competitors File Action Window Help Select the required template in the console K A ra tree and use the toolbar option Exclaimer Auto Responder H 5 Auto Responder Policies He Policy Tester Preview 7 Help 3 p Template Library S T General t O Standard Template a m Weekend Automatic Replies An email message that you sent or were meant to receive has been i General Weekend Reply blocked because communication I T Blocked Message Notifications between you and the sender i recipient is not authorized Please M Ouod Edit contact your network adminsitrator Right click on the for further information ob template that you e T Depart g Clone wish to remove g i Adm A Rename i HR amp ITA E Properties Sale T Move F New window Stan 3 Delete Blocked Message Notifications Block competitors
126. f scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies see page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Auto Responder Action Select this option to Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a giv
127. for both the Sharing and the NTFS Security permissions of the shared folder i e you must make the same permission changes in both the Sharing and Security tabs of the folder s properties dialog Folder Permissions Easy Method Allow the Everyone group to have Read permissions Folder Permissions Secure Method Allow Read permissions only for the computer account of each server with Exclaimer Auto Responder installed upon it This is essential because the remote deployment service runs under the LocalSystem account this account as the name suggests only has access to the local system of the machine that it is running on not to any network resources The only way this account can ever see a network resource is when the computer account is given specific access to that resource i e the folder on the network resource allows itself to be accessed by the LocalSystem account of a specific remote machine In this case access is restricted to only reading data from the remote deployment folder Auto Responder Example permission settings are shown below F Permissions for RemoteDeployment xi WR Permissions for RemoteDeployment xi Share Permissions Security Group or user names Object name C RemoteDeployment SR Domain Admins TestD omain Domain Admins ANGE1 TestDomain EXCHANGE1 Group or user names Rg Domain Admins TestDomain D omain Admins Be EXCHANGE2 TestD omain EXCHANGE 2 Be EXCHANGES
128. formation for each one If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 Auto Responder 5 Select the advanced scenario and click next to enter general information for the new policy B3 New Auto Responder Policy P Welcome Advanced scenario n S Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy Advanced Gad J Conditions Name Finish New Auto Responder Policy W Description A v Enabled i Help Cancel 6 Enter a meaningful name and description for the policy For further information about this tab see anatomy of a policy general on page 73 7 Click next to view conditions s3 New Auto Responder Policy Welcome Conditions Please use the list of options below to define the Messages that you would like to include in this Auto Responder policy P Choose a scenario Advanced Conditions d Finish Selectcondition s O All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this
129. ge appear to be from Choose a scenario B Sender Modification Change the sender s whole email address e g oe domain com becomes anyone domain com Conditions N Fei E Sender jew email address ee e d Finish Change only the sender s domain e g joe oomain com becomes joe anydomain com New domain 8 Cancel If you choose to change the sender s whole email address and specify a new address this will be displayed in the from field of the email when the message is received Alternatively you can choose to change only the sender s domain for example if you are phasing out an old domain When this option is selected the local part of the email address would remain the same but the domain would be changed For example joe bloggs domainl com might be changed to joe bloggs domain2 com For further information about these options see anatomy of a policy original message on page 74 When choosing to add addresses you can type the required value directly into the associated field Alternatively you can use the browse button to browse user accounts and domains or use the arrow to select an Active Directory see page froma drop down list Any fields that are associated with email see page I see page see page and see page details are available for selection Auto Responder 10 Click next to confirm your selections and access the final page of the wizard 11 Click f
130. gory For maximum flexibility you can refine the status list using both filter and hide options Exciaimer Console ase Settings Sy Licensing E Status siy Remote Deployment Help Filter Today Hide Completed E warnings E3 Errors ij Pause 5 19 2010 12 i 5 19 2010 12 Combine a time period filter im option with hide options to 4 a ah 7 refine the status list 5 19 2010 10 05 12 4M Backing up configuration V 5 19 2010 10 05 10 4M Saving updated configuration The Status Toolbar When the status tab is displayed the status toolbar contains the following options Toolbar Option Summary New gt Auto Responder Launch the new auto responder wizard see page policy 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Actions The following actions are available from the status tab Action Select this option to Export Export all settings and policies see the export configuration configuration section on page 39 Import Import a previously exported configuration file see the configuration import configuration section on page 39 Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a
131. gt asie D a Close Q Preview BFing Paste VX 7A Table Hyperlink A Fields Actions Mode Editor Clipboard Font Paragraph Insert E Properties q eerie tiga bee enn EEr gt Oz A Sender Offi An email message that you sent were geant to geceive has been blocked B 24 Sendet ince because communication betweer Sender Office aand Recipient Office offices is E Appearance ot authorized Please contact yolr network admirtitrator for further information Field case Do not change insert Active Field Font Prefix font using the fields Suffix font Template content Behavior aS Hide if blank False Interpret mar False E Content Fallback value Prefix Suffix Suppress new Trim r Do not change panel Set formatting and content control options using the Breadcrumb trail to properties panel the current selection point in the template Fallback value z The value to use when the field is empty L lt P gt lt FONT gt Sender Office The editor has a familiar intuitive design as summarized in the following sections Auto Responder The Content Area All content is added to the main content area of the template editor When you choose to add a new template see page 175 the editor is opened with some placeholder text which should be replaced with your required content If you wish to include the original message within automatic respons
132. his email address Sc Pl Date Range Recipient El Sender d Finish If you wish the original message recipient to be shown in the from field of the automatic reply select the original recipient of the message option Alternatively select the this email address option and add a specific email address You can type the required value directly into the associated field use the browse button to browse user accounts and domains or use the arrow to select an Active Directory field see page 198 from a drop down list Any fields that are associated with email message see page 201 message recipient see page 209 and message sender see page 202 details are available for selection For further information about these options see anatomy of a policy auto response on page 78 Auto Responder 13 Click next to access subject options and specify what information to show in the subject line of the automatic reply message z i New Auto Responder Policy Welcome Subject K What should the subject be Choose a scenario B Automatic Repl Ais amp 7 z ve Use the original subject and prepend this text to it Lt P Template Conditions Use the original subject B ges ia Use this subject Recipient Sender Subject d Finish f Help f lt Back E Next gt i Cancel By default this field is set to use the original subject and prepend this text to it
133. hments with the automatic reply click the add button then navigate local network drives to select the required file s 15 Click next to confirm your selections and access the final page of the wizard 16 Click finish to complete the process and add the new policy to the policies list see page 67 You must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder To adda policy follow the steps below Select the Auto Responder policies branch of the console tree Select the new policy option from the actions pane to launch the new Auto Responder policy wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 Click next to choose a scenario New Auto Responder Policy Welcome Choose a scenario Please select a scenario for which you wish to create a policy Choose a scenario J Finish i ae Feature Common Scenarios Automatic Reply Message Redirection e i 5 Sender Modification Automatically reply to received email Add Recipients Ethical Walls Co
134. ification message If you can t find a template that meets your exact requirements select any entry to complete the wizard Later you can use the template editor see page 184 to create a more suitable template and then edit the policy see page 179 to associate it with your new template see page 132 For further information about these options see anatomy of a policy template on page 83 10 Click next to access subject options and specify what information to show in the subject line of the notification message B3 New Auto Responder Policy P Welcome Subject What should the subject be Choose a scenario P Ethi ll ENED Use the original subject and prepend this text to it Affected Parties Notification Use the original subject Notification Template Usa this subject C Subject d Finish H lt Back Next gt Cancel By default this field is set to use the original subject and prepend this text to it Here you can enter required text to show before the original subject for example RE If you simply want to use the original subject without any prepended text select the use the original subject option Alternatively you can specify a new subject line for the automatic reply Select the use this subject option and enter any static text and or use the arrow to select a field see page 198 from a drop down list Any fields that are associated with email message se
135. igned or encrypted gt ge Edit a condition by clicking an underlined value Template Conditions d Finish OOOOOO Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met Hep 8 Set criteria see page 85 to determine the circumstances under which an automatic reply is sent you can update the conditions at any time and also add exceptions see page 91 For further information about these options see anatomy of a policy conditions on page 84 Auto Responder 9 Click next to access date options for the policy s3 New Auto Responder Policy Welcome Date Applicability ing as iF Choose a scerienk When should this policy be active Automatic Reply a Date R Pi Template Conditions Continuous Date Range e ip a ringh Date Range GW From 25 May 2070 00 00 v To 25May 2010 23 59 Use Advanced schedule 1 Hep l The default setting is continuous which means that the policy will be processed from now indefinitely If preferred you can choose to limit the policy to a given date range For further information about these options see anatomy of a policy date range on page 96 10 1f required use the advanced schedule see page 97 to set more specific times within which the policy should be active For further information about these options see advanced schedu
136. ing Auto Responder policies see page 99 e Cloning a policy see page 128 e Changing a policy see page 129 e Enabling and disabling a policy see page 129 e Removing a policy see page 130 You can also learn more about specific tasks using the how to section for Auto Responder policies see page 131 Auto Responder Policy Types The first step in creating a new policy see page 99 is to choose the policy type A range of policy types are available and different actions are associated with each one as summarized below e Automatic reply see page 60 e Message redirection see page 61 e Sender modification see page 61 e Add recipients See page 62 e Ethical walls see page 62 e Advanced see page 63 Automatic Reply An automatic reply policy see page 100 can be used when you need to send an automated response to emails For example if you have advertised a job and are receiving a large number of applications you may wish to send confirmation that emails have been received and are being processed Similarly you might have an enquiries email address and want to senda standard response perhaps including some company literature as attachments or you might want a more consistent Out of Office message to be sent and perhaps only active on certain days of the week such as weekends When an automatic reply policy is created you are asked to select a template to be used as the content of the
137. inish to complete the process and add the new policy to the policies list see page 67 You must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder To add an policy follow the steps below Select the Auto Responder policies branch of the console tree Select the new policy option from the actions pane to launch the new Auto Responder policy wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 Click next to choose a scenario New Auto Responder Policy PI Welcome Choose a scenario erea Please select a scenario for which you wish to create a policy d Finish 2 Feature Common Scenarios Automatic Reply Message Redirection Sender Modification Add Recipients Ethical Walls Common scenarios Advanced Automatically reply to received email e You are receiving a number of job applications and want the sender to know you have receivedtheir message e You have an enquiries email address and want to send a standard response perhaps including some attachm
138. ip postal code information for the recipient Recipient Country Region Two letter country abbreviation for the recipient 2 letters e g UK This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the P O Box field to indicate a genuine box number whilst another may use this field for something completely different Auto Responder Message Recipient Telephones Fields Fields in the message recipient telephone section are summarized below Field Inserts Recipient Home Home telephone number for the recipient Recipient Other Home Other home telephone number for the recipient Recipient Pager Pager number for the recipient Recipient Other Pager Other pager number for the recipient Recipient Mobile Mobile telephone number for the recipient Recipient Other Mobile Other mobile number for the recipient Recipient Fax Fax number for the recipient Recipient Other Fax Other fax number for the recipient Recipient IP Phone IP phone number for the recipient Recipient Other IP Phone Other IP phone number for the recipient Recipient Notes Notes for the recipient This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the notes field to indicate a genuine box number whilst another may use this field for something completely differ
139. ipped Auto Responder To add an policy follow the steps below Select the Auto Responder policies branch of the console tree Select the new policy option from the actions pane to launch the new Auto Responder policy wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 Click next to choose a scenario New Auto Responder Policy PI Welcome Choose a scenario Please select a scenario for which you wish to create a policy E Choose a scenario moen Feature Common Scenarios Automatic Reply Message Redirection A gt P Sonder Modification Automatically reply to received email Add Recipients Ethical Walls Common scenarios Advanced e You are receiving a number of job applications and want the sender to know you have receivedtheir message e You have an enquiries email address and want to send a standard response perhaps including some attachments e You want amore professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends e You have an unattended mailbox and want to senda notification to a specific user when a message arrives at this mailbox H
140. iption for the policy For further information about this tab see anatomy of a policy general on page 73 6 Click next to view conditions so New Auto Responder Policy Welcome Conditions 5 Please use the list of options below to define the Messages that you would like to include in this Auto Responder policy P Choose a scenario Message Redirection Conditions l Finish W Selectcondition s 4 C All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied The message is signed or encrypted xl ge Edit a condition by clicking an underlined value OOOOL Ol oo Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met i Cancel Hep Auto Responder 7 Set criteria see page 85 to determine the circumstances under which the policy is applied and messages are redirected Having created the policy you can update the conditions at any time and also add exceptions see page 91 For further information about these options see anatomy of a policy conditio
141. is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases C One or more message headers contains specific words or character sequences The Message is 4 Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied C The message is signed or encrypted Edit an exception by clicking an underlined value Policy DOES NOT apply to messages where Do not apply policy when all conditions are met Do not apply policy when any condition is met Once an exception is selected any options see page 92 for that exception are displayed as hyperlinks in the lower pane select these links to refine the exception For instance selecting the someone link in the example above displays further options to refine the sender is someone exception Each time a selection is made confirmation of the selection and any further options see page 92 are displayed in the lower pane See the on page 92 for a working example of a policy based on an attribute query Auto Responder Available Options for Setting Exceptions When working with exceptions see page 91 for a policy the following options are available The Sender is someone The Recipient is someone The Message is between The Subject contains specific wor
142. is useful to filter the list to display entries that are most relevant to you Options are available to filter the status list by a given time period and or by category Filter by Time Period Use the drop down filter list to select a time period Having made your selection the status list is updated to show only items that occurred within that time period Exciaimer Console Tis Settings a Licensing Gj Status sid Remote Deployment Help Hide Completed Warnings EBerrors ff Pause A Information Backing up configuration Saving updated configuration Backing up configuration Saving updated configuration Backing up configuration Saving updated configuration Backina up configuration Filter by Status Type Use hide buttons to exclude items for completed warnings or errors from the list For example to exclude all items except for those in the completed category you would click hide buttons for warnings and errors categories Exclaimer Console Hse 5 19 2010 12 25 57 PM 5 19 2010 12 25 55 PM 5 19 2010 11 37 04 4M Backing up 5 19 2010 11 37 01 AM Saving up The warnings and errors 5 19 2010 10 05 124M Backing bitine Bre Selci 0 ory Oo 5 19 2010 10 05 10 AM Saving u completed items are displayed 5 19 2010 10 00 00 AM Backing up configuration CJ 5 19 2010 9 59 57 AM Saving updated confiquration Auto Responder Filter by Time Period and Cate
143. istrator a ey Auto Responder z From StatusU pdate E xclaimer com pa New Policy Subject Exclaimer Status Update amp Manage policies Server HELPDC on Settings Status Send Eror notifications 1 Test New Policy Scenarios v Send Warning notifications rey ree Send status updates every vok minute a E TA Include a maximum of ng issue reports Sn Snes on Email i rey EN li Gy Backup B9 Add Recipients Keep a copy of the last 10 2 successfully saved configurations 1 GQ Ethical walls Pe Advanced Exclaimer Console Summary Available options in the Exclaimer console are summarized in the following sections e Console menu see page 18 e Console toolbar see page 19 e Console tree see page 20 e Content pane see page 20 e Selection tabs see page 21 e Actions pane see page 21 Auto Responder The Console Menu The console menu provides access to key areas and tasks within the Exclaimer Console Available options are summarized below Pens Sum File Action Window Help Save Use this option to save any changes made in the content pane see page 20 Exit Use this option to close the console If any unsaved changes are detected you are prompted to save before exiting Options on this menu vary depending on which branch of the console tree see page 20 is currently selected Those listed below are available when the top level Exclaimer br
144. items in a template select the required field and use field font properties in the properties panel shown below You can also apply formatting via the template editor toolbar see page 185 Template Editor Ioi x HTML Plain Text tH Design 2 Undo Ye Select font Font size EES Image Line Seek e J BIUl amp e v A EFIE g w y Past i Uu gt X E Z Hyperlink iA Fields Close Q Preview Paaa Bania X2 EE F awe Table aie ae Actions Mode Editor Clipboard Font Paragraph Insert Ses l Sender Mana Q lt gt a Ppl E Appearance a Field case 5 Bold Font An email message that you sent or were meant to receive has been blo Font back C because communication between Sender Display name Spain ont aaa Font color M FF0000 and Recipient Display name is not authorized Please use contact de ned asi sats Italic Beer eroa OO one size Sender Manager Displ name sSender Manager E mail Underline LIE TLL EE RS iii ly Prefix Font Suffix Font Select a field or E Behavior another element of the Hide if blank False reply Interpret mar False E Content Fallback value Prefix Suffix Suppress nev x Field font xz Control the font and appearance of the entire field Do not change lt P gt lt FONT gt lt FONT gt lt P gt Sender Manager Display name Auto Responder How do Suppress Blank Lines if Fields are not Populated
145. just fields but it can also contain text To define a composite field follow the steps below i Use the fields panel to insert a composite field The content window is very similar to the template editor but it is only used to add fields to the composite In the content window click the fields button to open the fields panel Add any fields that you wish to make up the composite field As with any other fields you can set properties see page 226 to control behavior and formatting view example Click OK to return to the template editor If required select the newly inserted composite field and view adjust properties Remember that you can switch to preview mode from the see page to see the effect of any dynamic fields you have inserted Auto Responder Smart Tables The smart tables field can be used to insert a table and specify content attributes using straightforward data entry fields This is a quick and easy way to insert a table and include Active Directory fields or other content at the same time the alternative would be to insert a standard HTML table see page 195 and add fields or other content manually Having selected the smart tables field the smart table rows window is displayed Smart Table Rows xi Column 1 Column 2 Suppress if field is blank From here click add to start adding rows to the table The smart table row editor allows you to define content for ea
146. king the Reason Why A Policy Is or Is Not Applied To view a brief summary of why a policy was or was not applied to the test message hover the cursor over the relevant section of the process diagram until additional icons are displayed as shown in the example above Click to view summary information for example Condition xi Correspondent B is one of the Following users csmith Messages will be split when some but not all recipients meet a condition Where messages are sent to distribution groups conditions will operate on the members of the list not the list itself More detailed information is available at the bottom of the rules applied tab as described in the previous section Auto Responder Previewing the Message at any Stage in the Process To view a preview of the test email message at a particular stage of processing hover the cursor over the relevant section of the process diagram until additional icons are displayed Click to view summary information for example Message iew as it will be delivered to recipient s RE Sales information as requested administrator exclaimer com Sent Wednesday May 26 2010 2 53 31 PM Delivered To cjones network26 local T cjones network26 local E An email message that you sent or were meant to receive has been blocked because communication between you and the sender recipient is not authorized Please contact your network adminsitrator for furthe
147. l if an email is received in Rich Text Format it is converted to HTML in order to keep as much of the formatting as possible For this reason you are advised to create each template in both HTML and plain text formats If you attempt to save a template without creating a version in both HTML and plain text format a warning is displayed It is not mandatory to create both formats but creating two versions is recommended Click save and close from the editor toolbar to return to the template library If required the new template If required the template to a different Click the main save button to made in this session Alternatively use the cancel button to abandon all changes User Manual Auto Responder 176 Cloning a Template If you need to create a new template which has similar settings to an existing template it is quicker to take a copy of the existing template and then update that copy as opposed to creating a new template from first principles see page 1751 The clone option is used to create a copy of an existing template for this purpose and is available from the template library toolbar the right click menu and the actions pane 3 Auto Responder Block competitors iof x File Action Window Help Select the required amp xX 4a m E I template in the console tree and use the toolbar Exclaimer B Sist rA ui sen det Policies Edit Delete 9 Clone
148. l receive notification emails from Exclaimer Auto Responder 3 Click next to move to the next stage and view summary information 4 Click finish to complete the process and start the new policy wizard see page 99 This wizard guides you through the process of creating your first Auto Responder policy so you can quickly get started with the application If you wish to manage multiple servers you should also check remote deployment options see Setting Up Multiple Servers below Setting Up Multiple Servers Exclaimer Auto Responder can be run on multiple servers and managed from a single location This means that even on very large systems you can ensure all of your email systems have the same policies templates and settings installed so email is processed consistently across the entire organization To achieve this the installation see page 13 and configuration see page 14 must be run on each physical server and the same remote deployment see page 34 folder should be specified on each of these Once Exclaimer Auto Responder has been installed and remote deployment options have been set any changes made on one server can be deployed to others each time configuration changes are saved you are prompted to deploy them to other configured servers Auto Responder Chapter 2 The Exclaimer Console Introduction The Exclaimer console can be thought of as the control centre for Auto Responder From here you
149. lace if any or all words phrases are matched and whether matching is case sensitive The Body Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message body Use the words or phrases window as described above Auto Responder One or More Message Headers Contains Specific Words or Character Sequences Match messages based on message header fields Use message headers and words or character sequences links to enter header fields and values to be matched The header field uses intellisense for common message header fields therefore it suggests an entry based on what you type For example if you type the letter T into this field the header To is suggested whereas if you type f into the field the Followup To and From headers are suggested Header fl is exactly Followy p To From The Message is a Meeting Request Update or Response Match messages if they are a meeting request an updated meeting request or a response to a meeting request The Message is a Task Request or Update Match messages if they are a task request or an update to a task request No Previous Policy of This Type Has Been Applied Use this as a catch all condition This is commonly used as the condition for a final policy in a policy chain see page 98 The Message is Signed or Encrypted Use this condition to set criteria based upon whether messages are sign
150. lank Template HR Blank Template IT Blank Template d Finish TEETER 7 T Automatic Reply Sales Auto Response CV Resume Acknowledgeme U Ethical wal Ii Breach of Policy Admin Blank Template Hep Auto Responder Here you can browse all available templates and select the one that should be used for your automatic reply If you can t find a template that meets your exact requirements select any entry to complete the wizard Later you can use the template editor see page 184 to create a more suitable template and then edit the policy see page 179 to associate it with our new template see page 132 For further information about these options see anatomy of a policy template on page 83 7 Having selected the required template click next to view conditions s3 New Auto Responder Policy Welcome Conditions A Please use the list of options below to define the Messages that you would like to include in this Auto Responder policy P Choose a scenario P Automatic Reply y Senin A C All Messages C The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied C The message is s
151. layed Check why the policy was Preview the vas not applied message at this stage in the process Condition A Applies es No indicates _ whether the policy S was applied Create Auto response Auto response Block Competitor Informatio W Abort Delivery Auto Responder At the bottom of the rules applied window summary information is available From here you can view basic settings for the policy test and an explanation of how the selected policy has been processed at the selected stage w a Policy Tester bd Save Run Test F Copy EE Policy Tester EG Rules Applied Messages Help Input Selected stage in policy processing Condition Applies Creare Auto response AUTO response W Abort Delivery Block Competitor Information Message a From Processing Policy cjones network26 local Block Competitor Information To Test Conditions to see if csmith network26 local Correspondent B is one of the following users cmt Delivered To Messages will be splitwhen some but not allre csmith network26 local condition 3 Subject Where messages are sent to distribution Summary information Important sales figures operate on the members of the list not tl about how the confidential SUY selected policy has information for of the recipients met the condition been processed for policy test settings the selected stage Auto Responder Chec
152. le on page 97 Auto Responder 11 Click next to access recipient options and specify who the automatic reply should be sent to s3 New Auto Responder Policy Welcome Recipient Who should the automatic reply go to 5 Choose a scenario EI Automatic Reply The original sender of the message Template Conditions This email address AG Pi Date Range Recipient d Finish If you wish to send the automated response to the person who sent the original message select the original sender of the message radio button Alternatively select the this email address option and add a specific email address You can type the required value directly into the associated field use the browse button to browse user accounts and domains or use the arrow to select an Active Directory field see page 198 from a drop down list Any fields that are associated with email message see page 201 message recipient see page 209 and message sender see page 202 details are available for selection For further information about these options see anatomy of a policy auto response on page 78 Auto Responder 12 Click next to access sender options and specify who the automatic reply should be from s3 New Auto Responder Policy Welcome Sender Who should the automatic reply be from Choose a scenario amp Automatic Reply The original recipient of the message P Template P Conditions T
153. le words in a single line they are treated as a phrase Words or phrases Ed Enter the required word or phrase Click the add button to confirm the entry The Subject contains all words phrase Ignore case The Subject contains any word phrase Remove trigger word phrase Auto Responder Step 3 Set Options for Words and Phrases Choose whether all or any words phrases must be present to trigger the policy Also choose whether or not to ignore case and whether or not to remove trigger words phrases Words or phrases Add f Edit JX Remove l The word is added to if required edit or the list Add any remove selected additional words or words phrases phrases required Select this option to remove the specified trigger words phrases from the email subject line when delivered to recipients so recipients never see the trigger word phrase The Subject contains all words phrase Ignore case The Subject contains any word phrase Remove trigger word phrase Auto Responder How do Create a Policy for All Internal or All External Emails In some cases you may wish to apply a policy for only internal or only external emails This can be done using conditions see page 84 as shown below Step 1 Access Policy Conditions and Select The Recipient Is Someone E General ir Original Message i Auto Response D Template Conditions a gt Select condition s 9
154. lel Rico Add these addresses to the CC line Additional Recipients lbs Finish Add these addresses to the BCC line Ele Here you can specify email addresses to be added as recipients in to CC and BCC fields When choosing to add addresses you can type the required value directly into the associated field use the browse button to browse user accounts and domains or use the arrow to select an Active Directory field see page 198 from a drop down list Any fields that are associated with email message see page 201 message recipient see page 209 and message sender see page 202 details are available for selection For further information about these options see anatomy of a policy auto response on page 78 10 Click next to confirm your selections and access the final page of the wizard 11 Click finish to complete the process and add the new policy to the policies list see page 67 You must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder Adding an Ethical Walls Policy To add an ethical walls see page 62 policy follow the steps below 1 Select the Auto Responder policies branch of the console tree 2 Select the new policy option from the actions pane to launch the new Auto Responder policy
155. library m Out of Office Messages branch Edit View templates as medium or large icons u Departments Replies Admin Automatic Reply HR Automatic Reply IT Automatic Reply Sales Automatic Reply Admin Automatic Beply HR Automatic Rep IT Automatic Reply Sales Automatic Rep When a category branch is expanded templates for that category are listed Options and actions see page 167 are summarized in the following sections Auto Responder The Console Tree When the top level template library branch is selected in the console tree any template categories are shown as child branches followed by templates within those categories Exclaimer Auto Responder H 59 Auto Responder Policies i Policy Tester 2 UU General i Standard Template ma Tempie 5 m Weekend utomatic Replies i E General Weekend Reply E T Blocked Message Notificati Co Block competitors a erpa m Out of Office Messages I i Standard Out of Office Reply me Tempie Departmental Replies po Admin Automatic Reply pe HR Automatic Reply oe pe IT Automatic Reply ho Sales Automatic Reply The Template Library Toolbar The template library toolbar provides quick access to key tasks Options on this toolbar vary depending on which branch of the library is currently selected Those listed below are available when the top level template library
156. licy Conditions and Select The Recipient Is Someone 147 Step 2 Click the Someone Link in the Lower Pane seeeeeee sees 148 Step 3 Select Recipient is Inside or Outside of the Organization 148 How can Send File Attachments with an Automatic Reply 006 149 How do Implement an Out of Office Reply ccecceeee eee cnet nett eae eaes 150 The Policy TeSter cccccceececeeeseeeeeeeeeeeeeueeeeeeeeauaseauaeeauaeeauageauseeouaseausgeauageas 151 IMEFOAUCEION ys seveut oageaedsnasei pane edew ENa A AEE pean Shean NEEE an tke 152 Understanding the Policy Tester WiINdOW cccceeee eee eeee eee teeta teeta tees 153 The Policy Tester Toolbar c ce cceeeee cece eee eee teen ee ene teeta eee ne nee na eae 154 The Email Editor Toolbar ccc ccecceee eee eee ee eee eee ene tenes eee EN 154 Additional OPtlONS ssatina aa bean news aa e a a aa aa a deta eet 154 Security SettinGS vc acess eee ead el peated a TEAREN Kaa iekea Ka EEA SAREEN EIRENE 154 Message SettindS cccecccc cece cece eee eee eee eee e ee eee tae eee ee nena eaes 154 Delivery OPIN iia ccceie equ dance deetien oudn ge eadaie E annus ER evden erie eden d 155 OAD FSi pases cece isle Gee ee ae ee gic dagen ba ae ato ed dee hee 155 Creating a New Policy Test 0 cccee eee e eee eee eee eee eee eet ee teeta 156 Saving and Re Using a Policy TeSt c cece eee eee eect ee
157. m a given employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder Chapter 4 Working with Auto Responder Policies Introduction Using Auto Responder policies are defined to determine e Any automatic action s see page 58 to be taken when emails are received e The circumstances see page 58 under which those actions are performed e Any content see page 58 that may be required to complete an action These elements are summarized below Action s to be Taken The first step in creating a new policy is to choose the policy type see page 60 A range of policy types are available and different actions are associated with each one For example you might choose an automatic reply policy see page 100 which automatically sends a predefined res
158. mber of errors warnings to be maximum included in each notification email If the number of errors of warnings exceeds this value only the earliest occurrences are included A number between 1 and 99 may be entered Each time that configuration changes are saved a backup of the previous configuration is created the location of these backup files can be found by checking the status see page 30 tab Keep a copy Specify the maximum number of backups that will be retained of the last or set this value to zero if you do not wish such backups to take place Actions The following actions are available from the settings tab Action Select this option to Export Export all settings and policies see the export configuration configuration section on page 39 Import Import a previously exported configuration file see the configuration import configuration section on page 39 Licensing Access the licensing tab to view licensing information see page 27 New policy Launch the new auto responder wizard see page 99 and choose from a number of scenarios to create a new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Manage Auto Access the auto responder policies see page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page
159. meone The Recipient is someone The Subject contains specific words or g The Body contains specific words or pl 1 Select the One or more message headers contains sender is equences The Message is a Meeting Request Up EEA E C The Message is a Task Request or Update No previous policy of this type has been applied all Edita condition by clicking an underlined value Policy applies to messages where The sender is someone 2 Click the someone link Apply policy when all conditions are met Apply policy when any condition is met Auto Responder Steps 3 and 4 The Sender has One or More Specific AD Attributes f Select condition s GF The Sender is a specific User The Sender is a member of an Active Directory group The Sender is a member of an Active Directory domain or organizational unit mj The Sender has one or more specifi ive Directory attributes C The Sender address contains specific character sequencitg The Sender is inside or outside of the organization The Sender is an Active Directory contact 3 Select the sender is has one or more AD attributes Edita condition by clicking an underlined value Policy applies to messages where The sender has a combination of Active Directory Attribute Values 4 Select the Active Directory Attribute Values link Apply policy when all conditions
160. minsitrator for further information JEdit Delete Clone Rename Properties M Move email message that you sent or t of Office Messages Standard Out of Office Reply Select required template in the Automatic Reply ibrary tomatic Reply IT Automatic Reply Sales Automatic Reply Use the template breadcrumb trail to access parent categories Blocked Message Notifications Block competitors From here you can e Double click anywhere in the preview tab to edit the template see page 179 in the template editor see page 184 e Select a template category see page 169 from the template breadcrumb trail to view other templates in that category e Use toolbar options to edit see page 179 delete see page 183 clone see page 177 rename see page 180 or move see page 181 the template This preview option always shows the HTML version of the template If you wish to preview the plain text version you should choose to see page and select the preview mode for the required format Auto Responder Adding a New Template The new template option is available from the console tree and from the toolbar 3 Auto Responder Blocked Message Notifications OF x File Action Window Help aa te REA e ea LJ option on the toolbar Exclaimer m Blocks wWiessage Notifications Auto Responder B 5 Auto Responder Policies 7 Rename Clone Properties p G3 Policy Tester p Tem
161. mmon scenarios Advanced e You are receiving a number of job applications and want the sender to know you have received their message e You have an enquiries email address and want to senda standard response perhaps including some attachments e You want amore professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends e You have an unattended mailbox and want to senda notification to a specific user when a message arrives at this mailbox Help lt Back Ne Here available scenarios are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary information for each one If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 User Manual Auto Responder 108 4 Select the message redirection scenario and click next to enter general information for the new policy B3 New Auto Responder Policy E Message Redirection Message Redirection scenario Condiions Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy Recipient Gaal Finish Name New Auto Responder Policy G Description A v Enabled i Help Back Cancel 5 Enter a meaningful name and descr
162. mmunication between these departments and optionally notify a compliance officer if a communication is attempted Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Auto Responder Status The status tab contains information and actions see page 55 regarding activity with Auto Responder policies double click an entry in the list to view further details Entries are categorised as completed warnings or errors as shown below Status toolbar Auto l i bhsave if O cancel period E Settings i Policies p Hide Completed DP warnings E9 Errors J Infomation CRER Categorizer internal doma cache complete Building the Exclaim polic Categorizer internal Pca ete Building the Exclaim DA lii Filter All Started 6 10 2010 4 19 26 PM 6 10 2010 4 19 26 PM 6 10 2010 4 11 00 PM 6 10 2010 4 10 59 PM olic plete 6 9 2010 3 42 05 AM 6 9 2010 3 42 05 AM 6 7 2010 3 56 23 PM 6 7 2010 3 56 23 PM 6 7 2010 3 54 00 PM 6 7 2010 3 54 00 PM GB Retain status information for Categorizer internal d Building the Exclaimer Auto Responder polic Categorizer internal domain cache complete Building the Exclaimer Suto Responder polic Categorizer internal domain cache complete Building the Exclaimer Auto Responder polic Retention period 7E dayi 7 Successfully connected to the Exclaimer Auto Re
163. n Retention ccc cece eee eee eee eee eee neers 55 ACON S sienien ae a E tenia deade ered na eae a E oa Aa 55 Working with Auto Responder POlicieS ccseseeeeseeeuseeeeseeeueeeeueeeeueeeeueeeas 57 MEO CU GUIOR aane o Ea E E E E RARE A 58 ACtION S to be Taken wceicciiediunaran ta nadetecminednatie ca E EEEE N ei 58 Circumstances under which a Policy is Triggered ccceeeeeeee cnet cette ened 58 Content Required for an Action ccccce eee eee eee eee eee eee nate teeta ed 58 Policy Ty P S is5 iicvesspisiiaiewnae nie ie pied eee pin bl E Aa nh ie sagt aa AAEN A e Ale 60 Automatic Reply swessiac ccine eeedenscds easier eu ea coe ent anaes al ty eee eden eda dee 60 Message Redirection cc cece eee eee eee nnn eee eee eee eet daa aE 61 Sender Modification ticieeec ether ee Adee ee ee ew ed ae a 61 Add Recipients rnn ee ne ee ee ee eee 62 ELI IGA Wall S s eaan an ees ce ten cesta cou tcees waren eterna nent a deaces 62 Adva drei renien eee ede Fe i eta lanl awed eee eine Behe nie 63 Accessing Existing Polici S cccceceee eee e eee eee eee teen e eens eee eet aa itas 64 Navigating Policies Using the Console Tree ccceee cece eeee eee test ee eeene ees 64 Navigating Policies Using Policy Tabs c cee ceeee cece eee eee eee ee teeta eae ene eee 66 Auto Responder The Policies LSC isis cccid ca iwcadwunaased quetiacuveaaginiaau bids oe ceuwene daa a aaa aaa 67
164. n choosing to add addresses you can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 message recipient See page 209 and message sender see page 202 details are available for selection Auto Responder Option Summary Content Use these options to control how the content of an automated response message should be handled Auto response Specify required subject line for the automated response subject message By default this is set to a message subject field which means that the original message subject will be used You can change this if required for example you might choose to type RE in front of the field so the subject line of the automated response message will show RE followed by the original message subject line You can enter any static text and or use the arrow to select other fields see page 198 from a drop down list any fields that are associated with email message see page 201 recipient see page 209 sender see page 202 dynamic content see page 215 server see page 224 and general see page 224 details are available for selection For example you might define a subject line which reads Re your message sent to Joe Bloggs where J oe Bloggs is dynamically repla
165. n end date is set far Specify a into the future as the meaningful policy needs to run for display name the forseeable future The schedule Advanced Schedule scale shown here in 30 minute Name Weekend intervals From 24 Sep 2009 Te 01 Jan 2100 d All weekdays have been selected The schedule scale can be increased or decreased Monday through Friday trom 00 00 to 00 00 Pokey is ack Making the policy inactive for Scale 30 min intervals eP is inact the selected days means that it M 3 hele nacie is only active at weekends Having made required date and time selections click OK to exit back to the updated date range tab Use Advanced schedule D 9 Policy is active when any of the following schedules applies The date range tab is updated with the schedule To update an existing schedule select its name and click edit Similarly click delete to remove the selected schedule Auto Responder The Anatomy of a Policy Next Policy If you have a number of policies which are dependent upon each other you can create a policy chain using the next policy tab Ty Next Policy Pi Next policy rules If this policy is applied then Process the next Auto Responder policy Ey If this policy is not applied then Process the next Auto Responder policy Whilst you control the sequence in which policies are processed using the policy tab see page
166. n which policies are listed access the policies tab and use move up move down buttons as required Use move up and The policies tab is move down buttons selected bes Auto F bA New p Delete i Settings g Policies Help Policy Name Description Auto Responder Policies SiClone Move Up J Move Down me Block competitor communication 5 Redirect to Director s PA S Admin department HR department Select an entry and 59 IT department use move up and S Sales department move down buttons to re sequence the list W General i Original Message ep Auto Response wy Template Conditions d gt General l M Name Redirect to Director s PA Description Auto Responder How do Create a Policy Based upon Specific Active Directory Attributes The configure attributes window see page 89 allows you to define conditions see page 84 and exceptions see page 91 based upon queries that are run on Active Directory user attributes The following example shows how to set a policy condition which uses an Active Directory attribute query In this scenario a policy is required to apply an auto response for everyone within the IT department of an organization Steps 1 and 2 The Sender is Someone E Poi New sfDelete 2 Clone General p Template bg Disclaimer Options Conditions a gt Selectcondition s amp Y All Messages The Sender is so
167. new policy this option is particularly useful if you are not sure of the policy type see page 60 required before starting Auto Responder Action Select this option to Manage Auto Access the auto responder policies see page 49 tab and Responder the same branch of the console tree to work with policies policies see page 57 Status View status information see page 53 for Auto Responder Automatic Send an automatic response to emails For example if you reply are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Message Redirect messages to an alternative mailbox For example redirection you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Ethical
168. ng the menu toolbar and actions pane see on page Auto Responder Auto Responder Settings The settings tab contains general settings for Auto Responder a Auto Responder New v Settings i amp B Policies B Status Help General v Enable Auto Responder Policies ij Active Directory Cache Cache the last 10000 2 results 2 Cache results for 240 21 minutes P Handled Message Classes IPM Note Z Show unhandled messages in Status view Advanced Available options are summarized in the following sections e Available settings see page 44 e Advanced settings see page 45 e The settings toolbar see page 47 e Actions see page 47 Auto Responder Available Settings Fields on this tab are summarized below Option Summary Enable Auto Enable or disable all Auto Responder policies If this Responder policies option is not set to enabled Auto Responder policies will not be applied to your organization s email messages Cache the To optimize performance Exclaimer caches last results information from your Active Directory Use this field to specify the maximum number of items to cache we advise setting this field to the number of people within your organization plus 10 up to a maximum of 50 000 Cache results This figure specifies the frequency with which the for minutes Active Directory cache is recreated A higher number greater than 240 means
169. nk to open the configure attributes window see page 89 to define queries to be resolved for matching The Recipient Address Contains Specific Character Sequences Use the character sequences link to define character sequences to be matched in the sender s email address The Recipient Is Inside or Outside The Organization Use the inside link to match messages where the recipient is either internal or external to the organization The Recipient is an Active Directory Contact Use is is not links to specify whether external addresses which have or do not have an AD contact will trigger the policy The Recipient is in the To or Cc Field of The Message Use to or cc fields to match messages where the recipient is in the to or the cc field of the email or where the recipient is only in the to field or where the recipient is only in the cc field The message is Between Use the A and B links to specify two parties between which email communication may or may not take place This condition is commonly used when defining ethical walls see page 62 policies The Subject Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message subject line Use the words or phrases window to enter required items to be matched If a single entry contains multiple words it is considered to be a phrase Use check boxes at the bottom of the window to choose whether matching should take p
170. ns on page 84 8 Click next to access recipient options 53 New Auto Responder Policy Welcome Recipient Zs Where should the message be redirected ta Choose a scenario Pi Message Redirection Conditions Mines New recipient email address fle x d Finish Redirect to the same recipient at a different domain e g joe domain com becomes joe anydomain com New domain f l Help lt Back Next gt Cancel Here you can specify email addresses to which messages should be redirected If you choose to redirect to a different user and specify an email address any recipients specified in the original message are ignored and the message is redirected to the address specified here If you choose to redirect to the same recipient at a different domain the local part of the email address would remain the same but the domain would be changed For example joe bloggs domainl com might be changed to joe bloggs domain2 com For further information about these options see anatomy of a policy original message on page 74 When choosing to add addresses you can type the required value directly into the associated field Alternatively you can use the browse button to browse user accounts and domains or use the arrow to select an Active Directory see page from a drop down list Any fields that are associated with email see page and see page details are available for selection Auto Responder
171. number for the sender Number Sender E mail E mail address for the sender E mail as hyperlink E mail address presented as a hyperlink for the sender Sender Web Page Web page address for the sender Web Page as hyperlink Web page address for the sender presented as a hyperlink Sender Other Web Page Alternative web page for the sender This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the office field to indicate the office location in which a user is based whilst another may use this field for something completely different Auto Responder Message Sender Address Fields Fields in the message sender address section are summarized below Field Inserts Address Block A block of address information for the sender in tabular form Includes street city state province and zip postal code View example Sender Street Street information for the sender Sender P O Box P O Box information for the sender Sender City City information for the sender Sender State Province State province information for the sender Sender Zip Postal Zip postal code information for the sender Code Sender Country region information for the sender Country Region Sender Two letter country abbreviation for the sender e g Country Region 2 UK letters This information is taken from the Active Directory therefore content m
172. o block emails between two parties for example where a conflict of interest may arise The best way to do this to create an ethical walls policy see page 62 This type of policy uses a condition see page 84 called the message is between When this condition is selected you can choose two parties between which email communication should be blocked tS Block competitor communicatian b3 New QDelete GA Clone General E Original Message ie Auto Response gp Template 4 Conditions d gt A Select condition s Y All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phra The Body contains specific words or phra One or more message headers contains The Message is a Meeting Request Upd The Message is a Task Request or Upda No previous policy of this type has been 4 The message is signed or encrypted Select the message is between S Edita condition by clicking an underlined value Policy applies to messages where The Message is between correspondents A and B Placeholders are provided for you to specify parties between whch communication must be blocked select each placeholder in turn Apply policy when all conditions are met Apply policy when any condition is met Placeholders are provided for A and B These need to be selected and replaced with criteri
173. of the selection and any further options see page 85 are displayed in the lower pane At least one condition must be set to apply a policy If a condition is not selected the default condition of all messages is used See the on page for a summary of available conditions Auto Responder Available Options for Setting Conditions When working with conditions see page 84 for a policy the following options are available y All Messages C The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases C One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update No previous policy of this type has been applied The message is signed or encrypted O When a condition is selected further options are available as summarized below e All messages see page 86 e The Sender is someone see page 86 e The Sender is a specific user see page 86 e The Sender is a member of an Active Directory group see page 86 e The Sender is a member of an Active Directory domain or organizational unit see page 86 e The Sender has one or more specific Active Directory attributes see page 86 e The Sender address contains specific character sequences see page 86 e The S
174. on in the editor redo redo the last action in the editor find search for text in the editor Clipboard options are used to manipulate text Choose from paste paste previously copied text at the current cursor position cut remove currently selected text and copy it to the Windows clipboard copy copy currently selected text to the Windows clipboard View options are used to help when working with plain text Select the whitespace option to view paragraph markers within the editor and click word wrap to wrap text to accommodate the window size These options do not change the way in which the template will be viewed by recipients Insert options are used to insert dynamic content fields see page 198 Auto Responder Placement of Content When creating a new template an initial placeholder is displayed Template Editor Oy x HTML Plain Text kai rr 2u p O9 Save amp Source Rede Close Q Preview Find Paste ng a Si mere Actions Mode Editor Clipboard w ajg a O 2 a 3 S Insert your auto response here X we This placeholder should be replaced with the required content for the automatic reply Auto Responder Including the Original Email in an Automatic Reply Message If you wish to include the original email message in an automatic reply you can add an original message field from the fields panel see page 199 B x Template Editor HTML Plain Te
175. on page 73 7 Click next to view conditions mS New Auto Responder Policy Welcome Conditions Please use the list of options below to define the Messages that you would like to include in this Auto Responder policy P Choose a scenario P Sender Modification Conditions Finish Select condition s All Messages The Sender is someone The Recipient is someone The Message is between The Subject contains specific words or phrases The Body contains specific words or phrases One or more message headers contains specific words or character sequences The Message is a Meeting Request Update or Response The Message is a Task Request or Update C No previous policy of this type has been applied The message is signed or encrypted xl Edita condition by clicking an underlined value Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met Cancel Hep lt Back Auto Responder 8 Set criteria see page 85 to determine the circumstances under which the policy is applied and sender details are modified Having created the policy you can update the conditions at any time and also add exceptions see page 91 For further information about these options see anatomy of a policy conditions on page 84 9 Click next to access sender options 53 New Auto Responder Policy Welcome Sender Who should the messa
176. onder New BQDelete EA Clone Move Up J Move Down F view E Settings g Policies Status Help Policy Name Description Auto Responder Policies 4 Redirect to Director s PA ee Admin Departmnent 6 HR Departmnent ee IT Department me Sales Departmnent Policy tabs are available from the Auto Responder branch and also from the Auto Responder policies branch The sequence in which policies are listed here is the same as the sequence shown in the console tree It is important to note that policies are processed in the order that they are listed here You can use move up move down options to change the sequence of this list and use next policy see page 98 options for greater control over processing sequence Auto Responder The Policies List The policies tab contains quick access to existing policies From here you can select any policy from the list to view or edit its setup details Policies toolbar View options T Auto Responder Po bo New bg Delete 5 Clone amp Policies Help Policy Name Description Auto Responder Policies s Move Up J Move Down B9 Redirect to Director s PA Ky Admin Departmnent 4 HR Departmnent 4 IT Departmnent S Sales Departmnent General e Original Message is Auto Response Dp Template Conditions GD Exceptions 4 gt General Name Redirect to Director Policy setup Description pane Auto Responder It i
177. ontent from file field is used to insert content from an external document by specifying a location for the required document This is useful for example if you need to use content for an automatic reply that is constantly being updated rather than adding text directly into the template editor each time there is a change simply specify a location to the original file and the latest content will always be included The file location specified must be accessible to the user NETWORK SERVICE To use content from an existing file in a template follow the steps below 1 Use the fields panel to insert a content from file field 2 Select the newly inserted field and check the properties pane a property named file location is shown view example 3 Click the browse button to open the file location window view example 4 Click browse to navigate drives and folders view example 5 Select the required file and click open to select the file Remember that you can switch to preview mode from the see page to see the effect of any dynamic fields you have inserted Auto Responder Custom Hyperlink A custom hyperlink can be used to insert a standard hyperlink i e a URL for a web page and any other kind of link for example a mailto email link Additionally it has the option to include other Active Directory fields This means that you can create a custom hyperlink and insert for example the message sender gt web p
178. pients Add these addresses Specify email addresses to be added as recipients of the to the To line original email message Add these addresses Specify email addresses to be copied in on the original to the CC line email message Add these addresses Specify email addresses to be blind copied in on the to the BCC line original email message Suppress read receipts Select this option if you wish to prevent read receipts from these recipients being generated from added recipients These options are most commonly used in add recipients policies see page 62 When choosing to add addresses you can Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 and message sender see page 202 details are available for selection Replace the subject Select this option and type required text to replace the with this text subject line of the original email message Alternatively use the drop down list of fields see page 198 to dynamically insert text from an Active Directory field Abort delivery of the Select this option to abort transmission of the original message email message This option is most commonly used in ethical walls policies see page 62 Changes are retained if you move to other tabs within the content p
179. plate Library T General i Standard Template T Weekend Automatic Replies i amp E General Weekend Reply New Template lock competitors Rename Categor Delete Category I T Department Py New Window Right click on a aay category or on the top level template HR Automatic Reply library branch IT Automatic Reply Sales Automatic Reply Auto Responder To add a new template follow the steps below Select the new template option to open a blank template in the At this stage the new template is added to the template library with a temporary name This name varies depending on where the new template option was selected If you added the template from a category the temporary name will reflect the category name If you started from the top level template library branch of the tree the template is automatically assigned to the first category Create your template with required text and formatting Remember that you can use tables images dynamic fields and properties when creating templates see the section of this guide for detailed information about editor options If you wish to include the original message within automatic responses that uses this template you will need to insert an original message field see page 201 Switch between HTML and plain text tabs to create the template in each format Exclaimer Auto Responder sends automated replies in the same format as the original emai
180. pleted S Exclaimer H ky Auto Responder Policies iD Template Library When the parent branch Auto Responder is selected general settings and information see page 41 can be viewed and updated Below this three child branches are used to access the three main elements of Exclaimer Auto Responder e Auto Responder policies see page 57 e The policy tester see page 152 e The template library see page 164 When the parent branch Auto Responder is selected within the Exclaimer console see page 16 general settings and information can be viewed and updated Auto Responder Auto Responder oj xi File Action Window Help A X a gt 3NI Exclaimer Auto Responder Eas Auto Responder Policies us M z EH Policy Tester Settings Policies A Status Help s Template Library Gao Enable Auto Responder Policies FG ij Active Directory Cache Cache the last 10000 jesults i Cache results for 240 minutes G P Handled Message Classes x Show unhandled messages in Status view Advanced Auto Responder From here you can e Update general settings see page 43 from the settings tab e View existing policies see page 49 from the policies tab e View status information see page 53 from the status tab e Add anew policy see page 99 via toolbar or actions pane options For further information about the Exclaimer console includi
181. policy Click save to save changes If you do not save changes any enable disable changes will not be applied Auto Responder Removing a Policy To remove an existing policy select the policy either from the console tree see page 20 or the policy list see page 67 Then either right click and select delete from the context menu or click the delete button on the toolbar 3 Auto Responder HR department File Action Window Help Select the policy to be removed and use the a 5j delete toolbar option E 2 Exclaimer T HR depar ii Save Auto Responder gt TER lt E BA auto Responder Policies pope S Redirect to Director s PA General e Original Message ig Auto Response ip Template Conditions lt 4 gt ze S Admin department peters a Ko New Policy in BG bg Delete Auto Responder Policy z a Po ba Clone Auto Responder Policy a fj Te New Window Select the policy to be removed and right click to display available options Having chosen to delete a policy you are asked are you sure you want to delete this policy Click yes to confirm the deletion or no to abandon the task Finally click save to save changes A policy is not permanently deleted until settings have been saved If you exit without saving or if you cancel changes the policy will be reinstated in the console tree Auto Responder How To This section contains instructions for completing a selection of
182. ponse see page 58 when emails are received or you might choose a message redirection policy see page 108 which automatically sends the email to an alternative mailbox Circumstances under which a Policy is Triggered For each policy a wide range of conditions see page 84 and exceptions see page 91 can be specified to control the circumstances under which a policy is triggered For example you might need to apply different policies for different departments within your organization or for individual staff members or perhaps based upon the content or subject line of messages received You can also use date range see page 96 options to create policies which are only triggered at certain times and use next policy see page 98 options to create a series of connected rules Content Required for an Action Certain policy types trigger an action which requires you to provide predefined content For example when creating an automatic reply policy see page 100 the content of the automated response to be sent must be specified This is done using templates see page 164 a number of standard templates are available and if required you can add your own using an intuitive template editor see page 184 Auto Responder This section contains information about working with policies including e Accessing existing policies see page 64 e Policy types see page 60 e The anatomy of a policy see page 72 e Add
183. port World Wide Email Support support exclaimer com Exclaimer Knowledge Base http www exclaimer com support home KB aspx Exclaimer Forums http www exclaimer com cs forums default aspx UK Telephone 44 0 1252 531 422 USA amp Canada Telephone 1 888 450 9631 South Africa Telephone 27 0 11 561 0900 Benelux Telephone 31 0 228 567066 Germany Telephone 49 0 421 5371 458 Rest of the World UK Telephone 44 0 1252 531 422 Exclaimer Sales UK Sales sales exclaimer com Telephone 01252 531422 US amp Canada Sales usasales exclaimer com Telephone 1 888 450 9631 Benelux Sales sales exclaimer n Telephone 31 0 228 567066 Germany Sales sales exclaimer de Telephone 31 0 228 567066 South African Sales sales exclaimer co za Telephone 27 0 11 561 0900 Hungary Sales sales exclaimer com Telephone 36 20 422 3984 France Sales sales exclaimer com Telephone 00 33 4 76 21 17 03 Spain Sales sales exclaimer es Telephone 34 947 257 714 Rest of the World UK sales exclaimer com Telephone 44 1252 531422 Auto Responder Copyright Notice The information in this document is subject to change without notice Exclaimer Ltd assumes no responsibility for any errors that may appear in this document Unless otherwise noted the example companies organizations products domain names e mail addresses logos people places and events depicted herein are ficti
184. r information You can use the copy option on the toolbar to copy the data behind the process diagram to the Windows clipboard for pasting into another application Auto Responder Working with Test Messages Having run a policy test an additional tab named messages is displayed From here you can view the original test message and also the final output m a Policy Tester Run Test OB Policy Tester 5 Rules Applied PR Messages Help Biain formation as requested Te View the original test 4 b Original Message Ei ees network26 local A cjones network26 local policies were processed wednesday May 26 2010 2 53 30 PM csmith network26 local esmith network26 local Sales information as requested To csmith network26 local Message content A Output The output message hris Q ciones network26 local after policies have been csmith network26 local applied and any original 5 th e attacted list Sales information as requested message modifications piscussed last week please find the attacted lis have been made A Generated Messages Q administrator exclaimer com Wed 2 53 PM cjones network26 local st regards The list of auto response messages generated Auto Responder Chapter 6 The Template Library Introduction Templates are used to define the content of automated responses for example to compose automatic reply see page 60 messages or to compose automatic
185. r to the same recipient at a different domain By default settings on the original message see page 74 tab are defined to deliver the message but modify recipient s to the alternative address specified Also by default auto response see page 78 settings are not set i e no response message is sent which means that the sender is not aware that their message was redirected All of these settings can be adjusted see page 129 if required For further information see adding a message redirection policy on page 108 Sender Modification A sender modification policy see page 112 can be used in cases where users need to send emails from different email addresses and therefore need the facility to control which email address appears in the From field of any messages they send For example your organization might consist of two companies where some employees work in both or you might have individual members of a team who log on to Outlook with their own profile but any messages they send should appear to come from the central team mailbox When a sender modification policy is created you can choose to change the sender s address to an alternative email address or domain By default settings on the original message see page 74 tab are defined to deliver the message but modify the sender s address to a given alternative Also by default auto response see page 78 settings on the auto response see page 78 tab are not set
186. s as summarized in the following sections The Recipient is a Specific User or Distribution Group Use the list of users or distribution lists link to browse and select a user or distribution list from the user list The Recipient is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The Recipient is a Member of an Active Directory Domain or Organizational Unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The Recipient Has One or More Specific Active Directory Attributes Use the Active Directory attribute values link to open the configure attributes window see page 89 to define queries to be resolved for matching The Recipient Address Contains Specific Character Sequences Use the character sequences link to define character sequences to be matched in the sender s email address The Recipient is Inside or Outside The Organization Use the inside link to match messages where the recipient is either internal or external to the organization The Recipient is an Active Directory Contact Use is is not links to specify whether external addresses which have or do not have an AD contact will trigger the policy The Recipient is in the To or Cc Field of the Message Use the to or cc field to match messages where the recipient is in the To or the Cc field of the email or
187. s are sent and received together with backup details Exciaimer Console CES Settings Go Licensing B Status E Remote Deployment Help amp Status Notification Emails SendTo Administrator From StatusU pdate eE xclaimer com Subject Exclaimer Status Update Server HELPDC Send Error notifications i Send Warning notifications Send status updates every 60 minute s i Include a maximum of 10 2 issue reports in a Status Notification Email 1 cy Backup Keep a copy of the last 10 successfully saved configurations Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Fields on this tab are summarized below Option Summary Error and or warning messages can be sent by email Settings in this section allow you to define who should receive these messages and how they will be received Send to Specify an email account to receive notification emails From Specify an email account to be displayed as the sender of notification emails Subject Specify a subject line for notification emails Auto Responder Option Summary Server Send error notifications Send warning notifications Send status updates Click the browse button to select a mail server via which email notifications will be sent This mail server must be configured to recei
188. s available from the console toolbar see page 19 or the right click menu a Auto Responder HR department File Action Window Help A ohn cloned and use the toolbar option E Exclaimer T HR department Save Auto Responder n z Acl X A Auto Responder Policies BA Redirect to Director s PA General lf Original Message is Auto Response wo Template Conditions 4 gt S Admin department General l l j New Policy Delete Suto Responder Policy Clone Auto Responder Policy New Window Select the policy to be cloned and right click to display available options To clone an existing policy select the policy to be copied from the console tree then either click the clone button from the toolbar or right click and select clone from the context menu A copy of the selected policy is added to the console tree ready to be updated from here you can change the name description and any other required settings When a policy is cloned a duplicate copy of the template associated with that policy is also made and added to the template library see page 164 You can edit and save this template or associate a different template see page 132 with the new policy as required Having updated the cloned policy click save to save changes Auto Responder Changing a Policy To update an existing policy simply select the policy either from the console tree see page 20 or the policy li
189. s important to note that policies are processed in the order that they are listed here You can use move up move down see page 50 options to change the sequence of this list and use next policy see page 98 options for greater control over processing sequence Available options are summarized in the following sections e The policy list see page 68 e The policy setup pane see page 69 e The policies toolbar see page 69 e View options see page 70 e Actions see page 70 The Policy List All existing policies are listed in the upper section of the main content area these are the same policies that you will see listed in the console tree Exclaimer E Auto Responder 69 Auto Responder Policies i pe Pe Redirect to Director s PA p SS Admin department e 59 HR department z IT department 59 Sales department p e5 Policy Tester ip Template Library It does not matter if you access policies from the console tree or from the policy list shown here use whichever method is most convenient for the task in hand Auto Responder The Policy Setup Pane When a policy is selected in the policy list the upper section of the content pane all setup options for that policy are available in the lower section of the content pane These options are organised across a series of tabs e General see page 73 e Template see page 83 e Original message see page 74 e Auto response see page 78
190. s of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Auto Responder Action Select this option to Sender Allow users to modify sender information For example modification members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Add recipients Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Ethical walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined The actions pane can be hidden or shown using the hide show actions pane button on the toolbar Auto Responder Exclaimer Console Settings The settings tab contains options and actions see page 25 for defining how system warning notification
191. s which can be used when defining templates in Exclaimer Auto Responder Message sender general fields see page 203 _ see page 203 Message sender address fields see page 204 _ see page 204 Message sender telephones fields see page 205 _ see page 205 Message sender organization fields see page 206 _ see page 206 Message sender Exchange Advanced fields see page 207 _ see page 207 AD pictures fields see page 207 Other AD fields see page 208 Auto Responder Message Sender General Fields Fields in the message sender general section are summarized below Field Inserts Contact Block A block of contact information for the sender in tabular form Use this option to select fields to be grouped in a table as a standard contact block This is a good way to add signature type details to an automatic reply since you can suppress fields if they are blank and so avoid blank lines in a signature or any other block of fields For further information and an example see page 235 Sender First Name The first name of the message sender Sender Initials Initials for the message sender Sender Last name The last name of the message sender Sender Display name Display name for the message sender Sender Description Description information for the sender Sender Office Office information for the sender Sender Telephone Number Telephone number for the sender Sender Other Telephone Other telephone
192. sed including e Understanding the Template library window e Importing a template see page 178 ake paga daa e Editing a template see page 179 e Working with categories see page 169 E E T T e The template editor see page 184 180 e Adding a new template see page 175 e Moving a template see page 181 e Cloning a template see page 177 e Viewing template properties see page 182 e Exporting a template see page 178 e Removing a template see page 183 You can also learn more about specific tasks using the how to section for templates see page 229 Auto Responder Understanding the Template Library Window When the template library branch is selected in the console tree you can browse templates and work at category level auto Responder Departmental Replies Options on the template library File Action Window Help toolbar vary according to whether a cate or a template E elect E S Browse templates invents po 7 within each category Tic C scene a Template Library using content tabs 2ave Auto Responder gt 59 Auto Responder Policies Trw Category 2 _ Neate BS inp e i view m Policy Tester U General Q Weekend Automate Replies Blocked Message Notifications QI Out of Office Messages QI Departmental Replies He p ste Libr T General Categories are displayed from the T Weekend Automatic Replies root of the T Blocked Message Notifications template
193. sion change dates here Active Use the browse button to select an Active Directory container or Directory leave blank to search the entire Active Directory container Start with Choose to start the query with no one so the query will start with nothing and add matched users or everyone so the query will start with all Active Directory users and remove matched users Start with en x Use this icon to remove a query line gt Use this icon to add a new query line then Choose to add or remove matched users then Add i Defaults to add if you have chosen to start with no one and remove if you have chosen to start with everyone users Select the Active Directory field to be queried then how it should where be queried equal to does not equal starts with ends with etc and finally enter a value to be matched against Test Use the test option to run the query and view matched users in the test pane See page for a working example of a policy based on an attribute query Auto Responder The Anatomy of a Policy Exceptions Exceptions are used to specify any exceptions to conditions see page 84 which have been set For example if you have defined a condition to match everyone within a given department you might define an exception to exclude individual people within that department Use the exceptions tab to set required criteria see page 92 Exceptions A Select exception s The Sender
194. sponder transport agent Available options are summarized in the following sections e Filtering the status list see page 54 e The status toolbar see page 54 e Actions see page 55 Auto Responder Filtering the Status List Potentially the status list could become very long therefore it is useful to filter the list to display entries that are most relevant to you Options are available to filter the status list by a given time period and or by category Filter by Time Period Use the drop down filter list to select a time period Having made your selection the status list is updated to show only items that occurred within that time period For more detailed information about using this feature see the Exclaimer console status see page 31 section of this guide Filter by Status Type Use hide buttons to exclude items for completed warnings or errors from the list For example to exclude all items except for completed entries you would click hide buttons for warnings and errors categories For more detailed information about using this feature see the Exclaimer console status see page 31 section of this guide Filter by Time Period and Status Type For maximum flexibility you can refine the status list using both filter and hide options Filter Today 51920m Be tegorizer internal domai 5 19 2010 aaa iding the Exclaimer A u Processi pi 5 19 2010 se 5 19 2010 11 37 07
195. st see page 67 and update settings on selection tabs see page 21 as required When a policy has been changed but not saved the branch is displayed with an asterisk symbol You can see which tabs contain these unsaved changes by looking for an asterisk to the right of the tab name When you are satisfied that all required changes have been made correctly click save to save the new settings All asterisk symbols are cleared once changes have been saved Enabling and Disabling a Policy A policy must be enabled in order for it to be processed When a new policy see page 99 is added it is enabled by default however there may be times where you need to change this setting To quickly enable or disable a policy select the required policy either from the console tree see page 20 or the policy list see page 67 auto Responder HR department Ioj x Fie Action Window Help ath x gt SES Exclaimer Lod HR department 4 Auto Responder gt 59 Auto Responder Policies BS New iG Delete Icone pe 4 Redirect to Director s PA General er Original Message Re Auto Response op Template Conditions 4 gt 64 Admin department General ae Name z b9 IT department HR department i B9 Sales department E Policy Tester i Template Library Description Enable or disable the policy Ensure that the enabled check box is selected to enable the policy or de selected to disable the
196. t Selection point in the Suffix font template E Behavior Hide if blank False Interpret mar False E Content Fallback value Prefix Suffix Suppress new Trim Do not change est Select fe Cut S Copy XX Delete Click a breadcrumb trail element to select that item Fallback value i The value to use when the field is 2 Properties in the template and ST c display a shortcut menu Ei empty lt P gt lt FONT gt Sender Office Auto Responder Toolbar Variations When working with the template editor see page 185 each template can be created in HTML and plain text formats Exclaimer Auto Responder sends automated replies in the same format as the original email if an email is received in Rich Text Format it is converted to HTML in order to keep as much of the formatting as possible For this reason you are advised to create each template in both HTML and plain text formats With Exclaimer Auto Responder creating different versions of a template is made simple using the HTML and plain text tabs at the top of the template editor When a tab is selected toolbar options are updated to show options that are relevant for that format This section summarizes toolbar options for each format e The HTML editor toolbar see page 188 e The plain text editor toolbar see page 190 The HTML Editor Toolbar HTML templates can be sophisticated and feature rich utilising many of the
197. t this option to send an automated response when this response policy is processed If this option is not selected an automated response will not be sent Having selected this option check sender see page 80 recipient s see page 80 content see page 81 and loop detection see page 82 options to define how the response is sent Auto Responder Option Summary Sender Use these options to control sender and reply to details for the automated response message You can select one from and one reply to option Auto response is Select this option for the message recipient to be shown in from the message the from field of the automated response message recipient Auto response is If you wish the automated response to be from someone from other than the message recipient select this option and then Type the required value directly into the associated field Use the browse button to browse user accounts and domains Use the arrow to select an Active Directory field see page 198 from a drop down list any fields that are associated with email message see page 201 message recipient See page 209 and message sender see page 202 details are available for selection Reply to should be Select this option if when the message recipient selects the the same as the reply to option in Microsoft Outlook the to address should sender s address be the same as the sender s email address Reply to email Select this
198. t to note that removing a category will also remove any templates within that category If required you can move existing templates see page 181 to alternative locations within the template library or you may wish to rename see page 171 the category rather than remove it To remove a template category follow the steps below 1 Select the template library branch in the console tree 2 Select the category to be removed 3 Right click and select delete category from the context menu You are prompted to confirm that you wish to proceed Delete Category contained in it will be deleted Are you sure you want to delete i e The category Weekend Sutomatic Replies and all the templates this category No 4 Click yes to remove the category A category is not permanently deleted until settings have been saved If you exit without saving or cancel changes the category will be reinstated in the console tree Auto Responder Working with Templates All work with templates is completed within the template library see page 165 The appearance of the library will vary depending on how you have chosen to organize templates into categories see page 169 For example Exclaimer Auto Responder H Auto Responder Policies E5 Policy Tester T General i T Weekend Automatic Replies I T Blocked Message Notifications th T Out of Office Messages F m Departmental Replies Fl E Fhe
199. tarted as soon as the wizard is complete Auto Responder The Installation Wizard To install Exclaimer Auto Responder follow the steps below 1 Double click the setup file to start the process and display a welcome message Click setup to launch the setup wizard Click next to view the end user license agreement Having read the license agreement check the accept the terms in the license agreement box Click next to select a destination folder for installed files From here you can accept the default folder or click change to specify a new location Click next to confirm the destination folder and prepare the installation Click install to perform the installation Once files are copied click finish The installation is now complete and the configuration wizard see page 14 is launched so you can confirm basic settings and get started with Exclaimer Auto Responder Auto Responder The Configuration Wizard Having run an installation see page 13 for Exclaimer Auto Responder the configuration wizard is launched so you can complete basic setup options and get started straight away To complete this wizard follow the steps below 1 The first stage of the configuration wizard displays summary information about the process 2 Click next to move to the next stage and set an administration mailbox If required click the browse button to browse user accounts and make a selection The account specified wil
200. te new ones including tables images and dynamic Active Directory fields using an intuitive template editor see page 184 Templates can be created in either HTML or Plain Text formats with an instant preview see page 174 feature so you can see at a glance how your template will be displayed in email messages And There s More Perhaps one policy isn t enough perhaps you need to perform or not perform certain automated responses based upon whether or not a previous policy was applied With Exclaimer Auto Responder you can create policy chains see page 98 to define such dependencies And there s no need to worry about complicated testing processes since an intuitive policy tester see page 152 is included which will simulate the process of sending and receiving emails so you can quickly see if policies have been defined correctly Auto Responder Chapter 1 Installation Introduction The Exclaimer Auto Responder installation process is comprised of two parts installation see page 13 and configuration see page 14 Both stages are quick and easy to complete using a familiar wizard approach to guide you through each process step by step The installation process includes the Exclaimer license agreement and copies files to your preferred destination folder Once complete the configuration wizard is launched so you can configure basic settings for Exclaimer Auto Responder which will enable you to get s
201. tem Export Configuration bA Settings Policies Help Import Configuration Reply Separator A Licensing Original Message Right click on the lt BLOCKQUOTE dir ltr gt Auto Responder policies branch in the console tree 9 Auto Responder EE E TEO e ew Policy Message d origine new policy option to start ne Urspriingliche Nachricht the new policy wizard and Manage policies Mensaje original select a policy type Sakis Messaggio originale Dorspronkelijk bericht Mensagem original Opprinnelig melding amp lt div style border none border top solid B5C4DF 1 0pt padding gt S Driginal Message lt hr tablndex 1 gt New Policy Scenarios Automatic Reply In the actions pane select 5 Message Redirection the required policy type to ae start the new policy wizard Sender Modification for that type of policy Add Recipients Ethical Walls Advanced When the new option is selected the new Auto Responder policy wizard is launched with a welcome page followed by a list of available scenarios from which you can choose the type of policy to be created However if you know the type of policy required before you start it can be quicker to select the appropriate scenario from the new policy scenarios section of the actions pane Once a policy scenario is selected the new Auto Responder policy wizard is launched but initial welcome pages are sk
202. ter is designed to emulate Microsoft Outlook as closely as possible therefore additional options are provided so that you can test the full range of Outlook options When the options button is selected from the editor toolbar additional message options are displayed as summarized below Subscript Highlight colour Security Settings e Choose to encrypt message content and attachments the message is not actually encrypted but the Policy Tester emulates the process of doing so e Choose to add digital signature to this message a signature is not actually applied but the Policy Tester emulates the process of doing so Message Settings e Set the importance level to low normal or high e Set the sensitivity level to normal confidential personal or private Auto Responder Delivery Options e Specify an email address to have replies sent to e Specify a send date which will override the actual test date Headers If you are testing a policy which is defined to apply an automated response based upon a specific email header use these options to add that header to the test email Policy tester settings are retained even if you exit Exclaimer Auto Responder until you select the reset option from the see page If you need to reset the policy tester you can always see page 38 for use at a later date before doing so Auto Responder Creating a New Policy Test To create a new policy test follow
203. that you sent or were meant to receive has been blocked because communication between Sender Department and Recipient Department staff is a Sonde Monouer Coals E Appearance Field case Do not change Field font Prefix Font Suffix Font Behavior 2 if blank False Select the prefix pret mar False property Sender Manager Display nameB Sender Manager E mai A TN dt te 1 Select a field in the line ent Fallback value 3 Select press enter to begina new line Prefix z 4 string of text that appears before the field lt P gt lt FONT gt Sender Manager E mail Auto Responder How do I Create a Contact Block Example of a contact block WAM iii ZTel KTelephone number Z Fax Fax Mobile Email E mail as hyperlink EEL WEEE SSS sy RSA ASV aS produces Tel 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email karen reenorg net How it works When the contact block field is selected the auto table rows window is displayed Use this window to specify which fields to include in the table Smart Table Rows xi Ad Column 2 TE onanan nan asn nai Sender Telephone numb Sender Telephone number Fax Sender Fax Sender Fax Mobile Sender Mobile Sender Mobile Email E mail as hyperlink Sender E nai Use add edit and delete options to update fields in the Default fiel
204. the steps below 1 2 Ensure that policies are in the correct sequence in the policy list see page 67 Select the policy tester Enter to and from information Enter CC and BCC information if required Add attachments if required Choose whether to test the email in HTML RTF or plain text format Compose and format required email text in the policy tester editor see page 153 Set security delivery and header options if required via the options button on the toolbar see page 154 Select the run test option Policy tester settings are retained even if you exit Exclaimer Auto Responder until you select the reset option from the see page If you need to reset the policy tester you can always see page 38 for use at a later date before doing so Auto Responder Saving and Re Using a Policy Test Policy tester settings are retained until you select the reset option from the policy tester toolbar see page 154 or until you close the Exclaimer console However if you need to reset the policy tester you can choose to save the current settings first for use at a later date see page 157 Saving a Policy Test To save a policy test ensure that options are set as required and click save message from the policy tester toolbar see page 154 Next choose a location and filename for the saved policy test Please select a file to save the message to pl I fil h
205. their message e You have an enquiries email address and want to senda standard response perhaps including some attachments e You want amore professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends e You have an unattended mailbox and want to senda notification to a specific user when a message arrives at this mailbox Help lt Back Ne Here available scenarios are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary information for each one If you started by choosing to create a specific scenario via the actions pane the choose a scenario page is not displayed go straight to step 5 User Manual Auto Responder 112 5 Select the sender modification scenario and click next to enter general information for the new policy b9 New Auto Responder Policy E Sender Modification Sender Modification scenario Conditions Please enter a descriptive name for your Auto Responder Policy You can also add some comments describing your policy 7 A Sender General dJ Finish Name New Auto Responder Policy w Description Al v Enabled i Hp lt Back Neny Cancel 6 Enter a meaningful name and description for the policy For further information about this tab see anatomy of a policy general
206. tion The purpose of this feature is to ensure that Auto Responder does not respond to auto responders of any software type so many times that it compromises your mail server Enter the number of times that an automated response can be made in the specified time period Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes Auto Responder The Anatomy of a Policy Template The template tab shows which template is associated with the selected policy P Template General Standard Template The associated template for an automated response is previewed in the content pane Here a sample email is used to show how any content layout and formatting in the template will be applied to messages From here you can e Double click anywhere in the content pane to edit the template in the template editor see page 184 e Use the breadcrumb trail at the bottom of the window to open the template library see page 164 Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes The Template Breadcrumb Trail At the bottom
207. tion by clicking an underlined value z Policy applies to messages where The recipient is tr your organization Select the inside hyperlink Apply policy when all conditions are met Apply policy when any condition is met v Expand Distribution Lists before checking condition s v Split message when some recipients meet a condition OK Cancel Step 3 Select Recipient is Inside or Outside of the Organization Select location xi Location Outside the organization Auto Responder How can I Send File Attachments with an Automatic Reply There may be times where it is useful to send file attachments with an automatic reply For example you might create a policy to send an automatic reply to emails concerning an advertised job vacancy and wish to send company literature with the automated reply To send attachments in this way simply select the attach these files option on the auto response tab see page 78 for the policy ie Auto Response is Auto Response Send an auto response ao Sender Auto response is from the message recipient Auto response is from Reply To should be the same as the sender s address Reply To email address ga Recipient s v Send auto response to original sender Send auto response to original recipient s Add these addresses to the To line Add these addresses to the CC line
208. tious and not associated with any real company organization product domain name e mail address logo person place or event Exclaimer Auto Responder and other Exclaimer devices are either registered trademarks or trademarks of Exclaimer Ltd in the United Kingdom and or other countries Exclaimer may have trademarks copyrights or other intellectual property rights covering subject matter in this document All other company and product names are acknowledged as being the trademarks or registered trademarks of their respective companies Unless expressly provided in a written license agreement from Exclaimer Ltd the furnishing of this document does not give you any license to these trademarks copyrights or other intellectual property This document was last updated 11 January 2011 exclaimer Don t press send without it Copyright 2011 Exclaimer Ltd All rights reserved This document may not be copied photocopied reproduced translated or converted to any electronic or machine readable form in whole or in part without the express written permission of Exclaimer Ltd Complying with all applicable copyright laws is the responsibility of the user Auto Responder
209. ts Original Message Message Sender General amp Contact Block A Sender First name A Sender Initials a z Scroll down the list to view fields which are organized into related groups namely e Message see page 201 e Message sender see page 203 e Message recipient see page 209 e Dynamic content see page 215 e Server see page 224 e General see page 224 To insert a field simply double click the required entry in the panel The field is inserted and the fields panel closes automatically so you can start working with the field see page 200 in the editor If you do not wish to insert a field click the fields button to close the panel Auto Responder Techniques for Working with Fields Using Spaces Between Fields The placement of content will be made exactly as displayed in the editor For example if you enter three blank lines between your automatic reply content and an original message field there will be three blank links at the end of your automatic reply followed by the original message Copying and Pasting Original Message Fields You can copy and paste fields to new positions within the template care should be taken to ensure you copy paste the entire field rather than just the text element When you click on a field it behaves like a table cell For a correct selection you should see the borders of the cell clearly marked For example Origin
210. tually be sent to the given recipient Choose the required email format lt small A Browse for attachment files Use the formatting toolbar to format the Additional test email message message settings The upper section provides access to the policy tester toolbar see page 154 and is used to define standard email details such as sender and recipient and the lower section contains an editor so you can type the body of the test email From here you can create a new message see page 156 using the editor save a message for re use see page 157 or load a previously saved message see page 157 for testing Auto Responder The Policy Tester Toolbar Run Test Having set required test criteria use this option to run the current policy test or use the large run test button in the main section of the policy tester GajLoad Message Rather than create a new policy test choose this option to re use a previously saved test see page 157 Save Message Having set required criteria use this option to save the existing test for re use see page 157 co Reset Use this option to clear all settings in the policy tester and start from a clean point The Email Editor Toolbar The policy tester editor incorporates familiar word processing functionality using aalala Times New Roman LP A iil ae Options a eh ja li Additional Options The policy tes
211. type has been applied The message is signed or encrypted xl ODOOOOOOOOO ge Edit a condition by clicking an underlined value Policy applies to messages where Apply policy when all conditions are met Apply policy when any condition is met Help Cancel Auto Responder 8 Set criteria see page 85 to determine the circumstances under which the policy is applied Having created the policy you can update the conditions see page 84 at any time and also add exceptions see page 91 or date range see page 96 criteria For further information see anatomy of a policy conditions on page 84 9 Click next to confirm your selections and access the final page of the wizard 10 Click finish to complete the process and add the new policy to the policies list see page 67 You must click the save button at the top of the Exclaimer console to save changes in Auto Responder If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Auto Responder Auto Responder Cloning a Policy If you need to create a new policy which has similar settings to an existing policy it is quicker to take a copy of the existing policy and then update required settings for that copy as opposed to creating a new policy from first principles see page 99 The clone option is used to create a copy of an existing policy for this purpose and i
212. useful if you are not sure of the policy type see page 60 required before starting Access the auto responder policies see page 49 tab and the same branch of the console tree to work with policies see page 57 View status information see page 53 for Auto Responder Send an automatic response to emails For example if you are receiving a number of job applications and wish to send confirmation that emails have been received and are being processed Redirect messages to an alternative mailbox For example you may wish to redirect all messages sent to members of a team to the team manager or if a staff member is on holiday you may wish to redirect their messages to someone who is covering them Allow users to modify sender information For example members of a given department may need to choose whether to send an email from their own mailbox or from the general team mailbox Automatically add recipients to email messages For example you might require a copy of every message sent or received by a group of users to be discreetly sent to a monitoring mailbox for review by a manager Alternatively you might wish to automatically add a manager as a BCC recipient on all messages sent from a given employee Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email co
213. utside the organization see page 94 e The Recipient is an Active Directory contact see page 94 e The Recipient is in the To or Cc field of the message see page 94 e The message is between see page 94 e The Subject contains specific words or phrases see page 94 e The Body contains specific words or phrases see page 94 e One or more message headers contains specific words or character sequences see page 95 e The Message is a Meeting Request Update or Response see page 95 Auto Responder e The Message is a Task Request or Update see page 95 e No previous policy of this type has been applied see page 95 e The message is signed or encrypted see page 95 The Sender is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The Sender is a Specific User Use the list of users link to browse and select a user from the user list The Sender is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The Sender is a Member of an Active Directory Domain or Organizational Unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The Sender Has One or More Specific Active Directory Attributes Use the Active Directory attribute
214. ve Directory fields as it provides very simple control for suppressing rows that contain no data ae Contact Block Use a smart table eo amp Smart Table containing contact numbers and email address with labels and several to insert a standard layout options content block or a custom smart table Custom Smart Table Ha Design your own Smart Table adding text and Active Directory fields across as many columns and rows as you require Standard HTML Table Insert a standard HTML Table into the editor Select this option if you are familiar with HTML table layout and design and have no need to suppress rows that contain no data If you are familiar with HTML insert a Number of columns 2 standard HTML 3 table Number of rows 2 Border thickness Cancel Specify the number of rows columns and table properties for a custom smart table or a standard HTML table From here you can choose the type of table to be inserted choose from e A smart table contact block see page 196 e A smart table custom see page 196 e A standard HTML table see page 196 These options are summarized in the following sections Auto Responder Smart Table Contact Block When working with templates a common requirement is to insert standard contact information for the message sender You can do this by adding individual fields see page 198 to the template but it can be neater
215. ve Directory please if you would like further information Auto Responder Message Sender Other AD Fields Fields in the other AD fields section are summarized below Field Inserts Sender Home Address Sender Personal Title Postal Address Sender AD field Insert the sender s home address Insert the sender s personal title Insert the sender s postal address Insert details from the Sender AD field this can be used to access data in the Active Directory for which no specific field exists in Auto Responder This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the postal address field to indicate a genuine completely different box number whilst another may use this field for something Auto Responder Message Recipient Fields This section summarizes message recipient fields which can be used when defining templates in Exclaimer Auto Responder Message recipient general fields see page 210 Message recipient address fields see page 211 Message recipient telephones fields see page 212 Message recipient organization fields see page 213 Message recipient exchange advanced fields see page 213 Message recipient AD pictures fields see page 214 Message recipient other AD fields see page 214 Auto Responder Message Recipient General Fiel
216. ve Directory field as the link target for example you might wish to use the message sender s web page Alt Text Enter text to be displayed if images cannot be displayed Filter If required you can use wildcards so that only certain images are used for example you might wish to use a series of images which start with sales and would therefore specify sales or you might only wish to use J PEG images and therefore specify JPG Folder Click the browse button to open the folder location window view Location example Click browse to navigate drives and folders to specify a folder location Alternatively click insert to navigate available fields and select an Active Directory field to insert as the location Hover Enter text to be displayed when a user hovers the cursor over a Text rotating banner ad image Auto Responder RSS Feed Use the RSS feed option to insert an RSS feed into email messages view example To insert a feed follow the steps below i Use the fields panel to insert an RSS feed field A content window is displayed which is similar to the template editor but it is only used to add RSS fields In the content window click the fields button to open the fields panel The RSS feed field is a composite field see page 220 which means it is comprised of multiple fields by default these fields are RSS Title and RSS Description however you can add additional elements using fields shown here
217. ve SMTP email from this computer Click the settings button to define settings for the selected mail server Port 29 WD Use Secure Sockets Layer GW WD Use default credentials Use these credentials User a ey Password G OK Cancel Port Select the port number on which your mail server listens for email send requests Typically this is set to 25 Use Secure Choose whether your mail server requires Sockets Layer an SSL connection for email send requests Typically this is set to off Use default Choose whether your mail server requires credentials secure credentials in order to send emails Use these If you set this to on a user and password credentials must be specified in subsequent fields User Your mail server will use credentials of the specified user when sending emails Password Specify the appropriate password for the user specified for sending emails This option must be enabled in order that notification messages can be sent This option must be enabled in order that warning messages can be sent Specify the frequency with which notification emails are sent to the specified account The frequency is entered in minutes and must be set to a value between 1 and 1440 one day Notification emails are sent after the specified time has elapsed but notification emails are not sent if no errors or warnings have been generated Auto Responder Option Summary Include a Specify the maximum nu
218. vice Transport Service so that all incoming and outgoing messages are stopped To apply this setting account credentials must be provided for a user with appropriate permissions to stop this service Quarantine will fail Use this option to specify a number of messages to be if there are more quarantined before quarantine fails and any if quarantine than xx messages fails actions come into force in the quarantine folder Folder Use the browse button to select a folder in which quarantined messages are stored Auto Responder Option Notify sender of the action taken Notify Exclaimer administrator Diagnostics Summary Select this option to notify the sender of action taken with their message in the event of a fault Select this option to notify the Exclaimer administrator of action taken with their message in the event of a fault The email address used will be that defined during the Exclaimer installation configuration see page 12 A diagnostics email is only used by Exclaimer support in the event of a query It contains information about particular emails including system information the email message before and after processing status information and a copy of the user s control file This option should not be enabled unless you are asked to do so by Exclaimer support These options are summarized below Option Summary Enable diagnostics Diagnostic Recipients Attachment Extension Mat
219. walls Prevent prohibited email communication For example your organization might include two departments where a conflict of interests could arise if communication between them occurs In this situation you can block email communication between these departments and optionally notify a compliance officer if a communication is attempted Advanced Create a policy that is not based on a scenario i e where no options are predefined Auto Responder Remote Deployment If you have multiple Exclaimer installations on your network for example you might have servers in different offices around the country you can manage configuration in a single location and deploy this to all other servers To do this use the remote deployment tab to specify a shared location 6 Exclaimer Console Settings S Licensing Status W Remote Deployment Help Remote Deployment Folder Whenever you save any changes to the configuration you are asked to confirm if you would like to deploy them to other servers If you opt to deploy changes a file is written to the remote deployment folder and imported by the other installations Initially Exclaimer software must be installed on each server installation cannot be completed via remote deployment Once installed specify a remote deployment folder to manage subsequent configuration changes with remote deployment each installation must have the same remote deployment folder Alternatively us
220. wizard at the welcome page The new policy option is also available using the right click menu or from the toolbar Alternatively you can use the new policy scenarios section of the actions pane to select a specific policy type If you start with a specific scenario the welcome page is not displayed go straight to step 5 3 Click next to choose a scenario Si Welcome Choose a scenario d Finish New Auto Responder Policy Choose a scenario Please select a scenario for which you wish to create a policy Feature Automatic Reply Message Redirection Sender Modification Add Recipients Ethical Walls Advanced Common Scenarios Common scenarios Automatically reply to received email You are receiving a number of job applications and want the sender to know you have receivedtheir message You have an enquiries email address and want to senda standard response perhaps including some attachments You want a more professional Out of Office message to be sent and perhaps only active on certain days of the week such as weekends You have an unattended mailbox and want to send a notification to a specific user when a message arrives at this mailbox Here available scenarios policy types see page 60 are listed if you are not sure what type of policy best suits your needs you can select a scenario from the feature list and view summary information for each one
221. xi C XK IE Administrator Documents X Search 2 Organize 5 Views v New Folder Ee links Name Date modified gt Type v Size Tac This folder is empty ME Desktop Navigate local and network drives to jE Computer E Documents select the required A folder E Pictures Ay Music 4y Recently Changed BR Searches P Public Enter required name for the saved test Folders File name Save as type x Hide Folders Cancel 4 Re using a Saved Policy Test When a Saved policy is loaded into the policy tester fields within the policy are automatically populated with settings from the saved file To load a saved policy into the policy tester click the load message button from the policy tester toolbar see page 154 and then navigate drives and folders to select the required policy test file Saved policy test files have an MDM file extension Auto Responder Working with Rules Applied Information Having run a policy test an additional tab named rules applied is displayed Policy Tester 2JRun Test 5 Copy cE Policy Tester egy Rules Applied 8 Messages nB Help Input gt ion From here you can view the outcome of the policy test as a process diagram Here each policy processed is displayed with a yes or no indicator so you can see if the policy was applied When you position the cursor over a segment of the diagram additional options are disp
222. xt of zeae lee eal Save amp Source Red 5 Font P Insert Close Q Preview Fina Paste a iaie aa ies Actions Mode Editor Clipboard E AE BE eeso P S Insert your auto response here 3 5 Orignal Message Place the original message field after the auto response text to display the original message beneath the auto response lt P gt Original Message The original message field should be placed according to where you want the original message to be displayed relative to the automatic reply Auto Responder For example Template Editor iof x HTML Plain Text TE p tH as 9 Undo Je Select font Font size 7 j iE E E iT Source Redo Save amp S B Z UW abe x we A 322 fa Close Q Preview Find Paste TF Xa 7 Table amp w Actions Mode Editor Clipboard Font Paragraph Insert tay a sarees l E z Thank you for submitting your CV for consideration One of our consultants will be contacting you shortly in order to y amp progress your application 3 Regards a The automatic reply text George Wrong From Message Sender Sent Message Date lt BR gt lt STRONG gt To lt STRONG gt Message To Recipients lt BR gt lt STRONG gt CC lt STRONG gt Message CC Recipients Subject Message Subject Original Message Formatting and original message fields to be included The original m
223. y Blocked Message Notifications Out of Office Messages Departmental Replies Select the required category and click OK to complete the operation Click the main save button to save changes made in this session Alternatively use the cancel button to abandon all changes Auto Responder Viewing Template Properties The template properties window shows general information about the template From here you can see the template name size and file location together with a list of policies that are using the template Template Properties xi E General Information Name Block competitors Size 91 40 KB File C ProgramD ata E xclaimer Ltd 4uto Responder T emplate Library 0975e1 c6 80dd 471 f 9b69 F9d823dbf5el zip E Policies using this template 59 Block competitor communication The properties option is available from the template library toolbar and from the right click menu a Auto Responder Block competitors ofi x File Action Window Help Select the required 4a T a template in the console tree and use the toolbar io Enclamar Block competitors Auto Responder iH S Auto Responder Policies E5 Policy Tester Preview B Help D Template Library p3 T General Edit Delete Clone 4 Rename Standard Template T Weekend Automatic Replies An email message that you sent or were meant to receive has been i blocked because communication T Blocked Message Notifications b

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