Understanding Managed Folders

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Mar 27, 2017
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This article describes the requirements, available message actions, and process that the Managed Folders feature takes when processing an Exchange mailbox.

 

Requirements

To use the Managed Folders feature you will need:

 

  • The Mimecast Synchronization Engine installed, configured and active in your environment.
  • A mailbox enabled user with read and write access to the mailboxes you want to process.
  • A Mimecast Administrator account with edit permissions to the Administration | Services | Exchange Services menu in the Administration Console.
  • A Managed Folders definition.
  • At least one Exchange Task to apply your definition to the mailboxes you want to process.

 

Managed Folder policy types

Within a Managed Folder definition it is possible to configure any combination of the following three different policy types:

 

  • Mimecast Managed Folders - new folders created in a mailbox by the Managed Folders Exchange task. Users will move messages to these folders and the Administrator defined policy is applied.
  • Exchange Well Known Folders - the Inbox, Sent Items, Deleted Items, and Junk Mail folders. Administrator defined policy is applied to messages found in these folders.
  • A Default policy applied to all folders in the mailbox. Administrator defined policy is applied to all folders in the mailbox. Where there is a Mimecast Managed Folders or Well Known Folders policy also configured in the definition, these folders are exempt from the Default policy.

 

Messages Actions

For each policy type 3 actions can be defined:

 

ActionDescription
Exchange Delete

Messages can be deleted from the Exchange mailbox after an Administrator defined number of days. The delete actions available are:

- Hard delete: the message is deleted bypassing the Exchange dumpster. Consequently these messages are not available using the Exchange Recover Deleted Items feature.

- Soft delete: the message is deleted but the Exchange dumpster feature is honored. Consequently these messages can be restored by an end user using the Exchange Recover Deleted Items feature.

- Move to Deleted Items: messages are moved the Exchange Deleted Items well known folder.

- Take no action: - the message is not deleted from the Exchange mailbox. This setting is used to trigger either the Expire View or Archive Purge action without removing the message from the Exchange mailbox.

Expire View

Message content (not metadata) is expired from view for end users (not Administrators using the Administration Console).

 

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.

Archive Purge

The expiry date of message content and metadata is adjusted in the Mimecast archive. The expiry date can either be reduced or extended.

 

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.

 

Process

When a mailbox is processed by a Managed Folders definition, folders are processed in this order:

 

  1. Mimecast Managed Folders - if defined any Mimecast Managed Folders are the first folders to be processed.
  2. Well Known Folders - if defined the next folders to processed are the Exchange Well Known Folders. These can be the Inbox, Sent Items, Deleted Items, or Junk Mail folders.
  3. Default Policy - if defined the Default policy is then processed.
    1. If defined, Mimecast Managed Folders are not processed by the Default Policy.
    2. If defined, Well Known Folders are not processed by the Default Policy.
    3. However if there are no Well Known Folder policies defined then these folders will be subject to the Default policy.

 

Mailbox Items Considered

IPM Classes

An IPM class is a message property maintained for all Exchange mailbox items.

 

By default the following IPM message classes are considered and processed by Managed Folders:

 

  • IPM.Note
  • IPM.Note.* (any class under the IPM.Note namespace).

 

This includes:

  • messages with embedded email attachments,
  • Mimecast stubbed messages,
  • third party messages stubs,
  • messages processed by document management systems.

 

Overriding the default settings

If you want to exclude specific message classes from a Managed Folder task, for example, if you want to maintain 3rd party stubs in your users mailbox, you can override the default settings by following these steps:

 

  1. Create a file in the DAT directory on your Mimecast Synchronization Engine server named global.ini. By default the path is C:\Program Files\Mimecast\SynchronizationEngine\dat.
  2. Add this line and save the file:

    Mse.Fbr.ExcludeClasses=IPM CLASS TO EXCLUDE
    - Where IPM CLASS TO EXCLUDE is the name of the IPM class, for example IPM.Note.EnterpriseVault.Shortcut.
    - IPM classes are case sensitive.
    - To enter multiple IPM classes use a comma separated list.
  3. The next time the Managed Folder policy task runs the IPM classes specified will be excluded.

 

Message Archive Status

Unless the Delete Unmatched Items setting is used, Managed Folder policies will only take action on messages matching the conditions in your policy that are found in the Mimecast archive.

 

If a message is not found in the archive a property is added to the message indicating that the message should not be considered the next time the mailbox is processed, consequently leaving the message in the mailbox

 

This can happen if you use Managed Folders prior to ingesting your legacy data into the archive.

 

If you find that your Managed Folder policy is not deleting messages that you have ingested into the archive you can override this property by following these steps:

 

  1. Create a file in the DAT directory on your Mimecast Synchronization Engine server named global.ini. By default the path is C:\Program Files\Mimecast\SynchronizationEngine\dat.
  2. Add this line and save the file:
    IngoreTakeNoActionStamp=true
  3. The next time the Managed Folder policy task runs the take no action properties will not be considered.

 

Next Steps

 

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