Configuring a Managed Folders Definition

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Jul 5, 2017
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Managed Folders is an extremely powerful and flexible feature with the potential to be destructive if configured incorrectly. Please ensure you read the guidance provided in this space carefully to prevent the unwanted destruction of your users messages.

 

If you are in any doubt please contact your Mimecast Account manager or our support teams for assistance.

This article outlines the steps to create a Managed Folders Definition. The definition alone will not apply to your mailboxes until it is applied in an Exchange Task.

 

Recommended Reading

 

Configuration

 

The definition is made up of a Default Policy, Well Known Folder policies, and Mimecast Managed Folder policies. To start building your definition:

  1. Login to the Administration Console.
  2. Navigate to the Administration | Services | Exchange Services menu.
  3. Select Managed Folders from the Exchange Definitions drop down.
  4. Select the New Managed Folders Definition button.

 

Configuring the Default Policy

 

The default policy in the Managed Folders definition is applied to the all folders in the mailbox that do not have a Well Known Folder or Mimecast Managed Folder policy applied.

 

By default this policy is set to take no action, as specified in the Default Folder Properties section.

 

To edit the Default Policy:

 

Exchange Delete Settings

  1. De-select the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
  2. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
  3. Choose the Exchange Delete Action.
  4. Enter an Exchange Lifespan (Days) value. This specifies the number of days after the message was received that the Exchange Delete Action will apply.
  5. Optionally select to Delete Unmatched Items. This is not recommended and will delete messages regardless of their archive status.
  6. Select Save and Exit.
  7. The definition is now available to be applied in an Exchange task.

 

Expire View Settings

 

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

  1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
  2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end user that has the policy applied.
    Messages subject to this condition:
    - will continue to return in end user search, however the message body and any attachments will not be available to the end user,
    - are still available to any other sender / recipient that have not had the policy applied to their mailbox,
    - are still available for Administrators using the Administration Console.
  3. Select Save and Exit.
  4. The definition is now available to be applied in an Exchange task.

This is triggered at the time that the message is applicable for the Exchange Delete action.

Purge from Archive settings

 

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

  1. Select the Purge from Archive Policy checkbox. This reveals the Purge from Archive settings.
  2. Enter the Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire.

    A message is purged by adjusting the expiry date of the message as defined when the message is received by mail in transit or your journal feed.

     

    If the Purge from Archive Policy extends the existing expiry of a message the expiry will be extended when it is updated from any source mailbox.

     

    However if the Purge from Archive Policy reduces the existing expiry of the message, the purge instruction must be received from all internal senders and recipients of the message in order for message expiry to be adjusted.

     

    Once a message is purged it is not available for end users or administrators.

  3. Select Save and Exit.
  4. The definition is now available to be applied in an Exchange task.

This is triggered at the time that the message is applicable for the Exchange Delete action.

Configuring Well Known Folder Policies

 

Well Known Folder policies can be applied to the Inbox, Sent Items, Deleted Items, and Junk Mail folders. When you add a Well Known Folder policy to a Managed folders definition, messages discovered in the Well Known Folder are exempt from the settings defined in the Default policy.

 

To add a Well Known Folder policy to your Managed Folders definition:

  1. Open the Managed Folders definition from the Managed Folders definition list.
  2. Select the Manage Retention Folders button.
  3. Select the New Retention Folders button.
  4. Select the Exchange folder that want to apply policy to from the Folder Type drop down list.
  5. Select / de-select the Recurse Subdirectories check box to define if you want to include sub folders of the Well Known Folder in the policy.

 

By default the policy is set to take no action, as specified in the Normal Retention (no policy) check box). To edit this, de-select this check box to reveal the Exchange Delete Policy.

 

Exchange Delete Settings

 

  1. De-select the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
  2. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
  3. Choose the Exchange Delete Action.
  4. Enter an Exchange Lifespan (Days) value. This specifies the number of days after the message was received that the Exchange Delete Action will apply.
  5. Optionally select to Delete Unmatched Items. This is not recommended and will delete messages regardless of their archive status.
  6. Select Save and Exit.
  7. Repeat these steps for each Well Known Folder you want to include in the definition.

 

Expire View Settings

 

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

  1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
  2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end user that had the policy applied.
    Messages subject to this condition:
    - will continue to return in end user search, however the message body and any attachments will not be available.
    - are still available to any other sender / recipient that have not had the policy applied to their mailbox
    - are still available for Administrators using the Administration Console.
  3. Select Save and Exit.
  4. Repeat these steps for each Well Known Folder you want to include in the definition.

This is triggered at the time that the message is applicable for the Exchange Delete action.

Purge from Archive Settings

 

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

  1. Select the Purge from Archive Policy checkbox. This reveals the Purge from Archive settings.
  2. Enter a Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire.

    A message is purged by adjusting the expiry date of the message as defined when the message is received by mail in transit or your journal feed.

     

    If the Purge from Archive Policy extends the existing expiry of a message the expiry will be extended when it is updated from any source mailbox.

     

    However if the Purge from Archive Policy reduces the existing expiry of the message, the purge instruction must be received for all internal senders and recipients of the message in order for message expiry to be adjusted.

     

    Once a message is purged it is not available for end users or administrators.

  3. Select Save and Exit.
  4. Repeat these steps for each Well Known Folder you want to include in the definition.

This is triggered at the time that the message is applicable for the Exchange Delete action.

Configuring Mimecast Managed Folder Policies

 

Mimecast Managed Folder policies create a new folder in the users mailbox. When you add a Mimecast Managed Folder policy to a Managed folders definition, messages discovered in the Managed Folder are exempt from the settings defined in the Default policy.

 

To add a Mimecast Managed Folder policy to your Managed Folders definition:

  1. Open the Managed Folders definition from the Managed Folders definition list.
  2. Enter a name for the Managed Folder Root. This is a folder that is added to the Mailbox under the mailbox root (at the same level as the Inbox and other well known folders). Each Mimecast Managed Folder added to the definition is added as a sub folder of this.
  3. Select the Manage Retention Folders button.
  4. Select the New Retention Folders button.
  5. Select the Mimecast Managed Folder option from the Folder Type drop down list.
  6. Enter a name for the folder in the Managed Folder Name text box.

    Use a name that is descriptive of the action defined in the policy so your users know what the folder is for.

  7. Optionally add notes in the Managed Folder Info text box.

User created sub folders of a Mimecast Managed Folder are always included in the Managed Folder policy.

By default the policy is set to take no action, as specified in the Normal Retention (no policy) check box. To edit this, de-select this check box to reveal the Exchange Delete Policy.

 

Exchange Delete Settings

  1. De-select the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
  2. From the Retention Lifespan drop down list, select if the policy should be based on the message sent date or the date that the message was dropped into the Managed Folder.

    Drop dates are calculated from the first time the message is discovered in the folder by the Managed Folders Exchange task.

  3. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
  4. Choose the Exchange Delete Action.
  5. Enter an Exchange Lifespan (Days) value. This specifies the number of days after the date defined in the Retention Lifespan setting that the Exchange Delete Action will apply.
  6. Optionally select to Delete Unmatched Items. This is not recommended and will delete messages regardless of their archive status.
  7. Select Save and Exit.
  8. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

 

Expire View Settings

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

 

  1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
  2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end user that had the policy applied.
    Messages subject to this condition:
    - will continue to return in end user search but the message body and any attachments will not be available.
    - are still available to any other sender / recipient that have not had the policy applied to their mailbox
    - are still available for Administrators using the Administration Console.
  3. Select Save and Exit.
  4. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

This is triggered at the time that the message is applicable for the Exchange Delete action.

Purge from Archive Settings

 

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

  1. Select the Purge from Archive Policy checkbox. This reveals the Purge from Archive settings.
  2. Enter a Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire.

    A message is purged by adjusting the expiry date of the message as defined when the message is received by mail in transit or your journal feed.

     

    If the Purge from Archive Policy extends the existing expiry of a message the expiry will be extended when it is updated from any source mailbox.

     

    However if the Purge from Archive Policy reduces the existing expiry of the message, the purge instruction must be received for all internal senders and recipients of the message in order for message expiry to be adjusted.

     

    Once a message is purged it is not available for end users or administrators.

  3. Select Save and Exit.
  4. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

This action is triggered at the time that the message is applicable for the Exchange Delete.

Apply Policy to the Managed Folder Root

This feature was added in the Mimecast Synchronization Engine version 2.9.1 and is only supported in this version and later releases.

If you want to apply the settings defined in Managed Folder policy to the Managed Folder Root you must create a Managed Folder policy as described in the previous steps and ensure that the name entered in the Managed Folder Name text box is identical to the name entered in the Managed Folder Root.

 

When the Mimecast Synchronization Engine detects this condition the Managed Folder will not be created as a child of the Managed Folder Root and the settings defined in the policy will be applied at the root level.

 

This provides the added benefit of enforcing your policy at this level in a mailbox.

 

Next Steps

 

Now that you have a Managed Folder definition configured you can apply this using an Mimecast Synchronization Engine: Exchange Tasks.

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