Smart tags allow administrators to group emails and files together in folders. These can then be made available to users via the Mimecast Personal Portal or Mimecast for Outlook. Once users have access to smart tag messages, they can forward them to additional recipients, but they can't modify or delete them.
Users may require access to email that was sent or received by other user accounts or email addresses. For example:
- Your organization uses a generic address (e.g. firstname.lastname@example.org). Using smart tags, you can assign permissions to other users to access the messages sent to or from addresses.
- Project team members may need to be able to access all emails relating to a specific project, regardless of which team member sent or received the message.
- Multinational companies may have requirements for Regional System Administrators or Auditors to access message content for their region, but consider it a security risk to allow content access to the entire organization's archive. For more information, view the Provide Granular Content Access Permissions article.
- Users may require access to view archived messages.
Configuring Smart Tags
The following steps are required to configure smart tags:
- Create a group containing the email addresses of the users that will access the smart tag. See the Managing Profile Groups page for further details.
- Create the smart tag folder. See the "Creating a Smart Tag Folder" section below.
- Assign the smart tag permissions to the created group. See the "Allowing Access to Smart Tags Folder Content" section below.
- Create the policy that will tag emails to the smart tag folder. See the "Assigning Messages to Smart Tags" section below.
Archived smart tags are created automatically when Mimecast Synchronization Engine tasks are configured to upload files to Mimecast, or if cloud archive services are configured by users.
Creating a Smart Tag Folder
To create a smart tag folder:
- Log in to the Administration Console.
- Click on the Administration toolbar button. A menu drop down is displayed.
- Click on the Archive | Smart Tags menu item.
- Create a folder by clicking on the + icon on the folder where the folder is to be created.
Administrators can select the Include Litigation Hold Messages button to display items that are on Litigation Hold, and have exceeded their expiry date. If this option is not selected, the search doesn't include these messages. Messages on Litigation Hold that have not reached their normal expiry date, are included in both cases.
Allowing User Access to Smart Tag Folder Content
- Click on the Smart Tag folder.
- Click on the Permissions | Group Access menu item.
- In the Select Profile Group to Add field, select the group that will have access the smart tag folder content using the "Lookup" button.
- The group selected is visible within the Current Group Permissions section:
- Repeat steps 3 and 4 to add additional groups as required.
- Click on the Go Back button to return to the smart tag folder.
Assigning Messages to Smart Tags
Messages can be assigned to smart tags in a number of ways:
- Smart Tag Policy: Based on the route of traffic.
- Content Examination Policy: The contents of an email are checked, and based on a text match, assigned to the smart tag.
- eDiscovery Case: Multiple searches can be assigned to a eDiscovery case, with the searches configured to include both historical and future emails to be available.
- File Archive services: network drive archiving (e.g. user home drives, network shared drives).
Accessing Messages Assigned to Smart Tags
Administrators can view a list of all smart tags, and the messages assigned to them, by either clicking one of the following Administration Console menu items:
- Administration | Archive | Smart Tags. Unless you have content viewing rights for the archive, you'll not be able to view the content of individual emails.
- Administration | Services | File Archive and selecting the View Archives button. An archive search can also be refined to display results from a specific smart tag.
Emails associated to smart tags can be identified in the archive by viewing the message retention information.