Configuring Auto Response Definitions and Policies

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.Yo2IBgvWqr on Oct 9, 2017
Version 15Show Document
  • View in full screen mode

Auto Response policies automatically issue a response when an inbound message is received from an external sender. You can configure the text (or HTML) used in the response, as well as other variables. This policy could be used for the following reasons:

  • Physical office move, closure or inaccessibility.
  • IT infrastructure outages.
  • Unmonitored addresses.
  • Natural disasters.

 

Considerations

 

Consider the following before creating a definition or policy:

  • Auto Response policies apply the notification options based on the sender and recipient addresses specified.
  • Tracking options can be configured to prevent Auto Response notifications from being resent after being issued once. 
  • To prevent mail loops, the policies aren't applied to other Auto Response notifications (e.g. Exchange Out of Office replies).
  • Messages that are held, bounced, or rejected won't generate Auto Response notifications.
  • Auto Response policies cannot be configured by end users.
  • No matter how your Auto Response policies are scoped, if by way of an Address Alteration (or any other policy processing) a message's recipient address(es) are changed and become external to the account, any matching Auto Response policies won't trigger a response.
  • Auto Response notifications are sent for messages in the delivery queue that have been delayed by pausing inbound delivery.
  • Auto Response notifications won't be issued for the following:
    1. Mailing list header fields:
      “List-Id”“List-Help”“List-Unsubscribe”
      “List-Subscribe”“List-Post”“List-Owner”
      “List-Archive”“Mailing-List”“X-Mailing-List”
      “Precedence: list”“X-Precedence: list”
    2. Automatically generated messages with the following headers:
      “Auto-Submitted: auto-generated/auto-replied”“X-MC-System”“X-Autoreply: yes”
      “X-Auto-Response-Suppress”“X-FC-MachineGenerated”“X-Mailer: MediaWiki mailer”
      "X-Autorespond""X-POST-MessageClass: 9; Autoresponder"“X-Facebook-Notify”
      “X-AutoReply-From/X-Mail-Autoreply”“Delivered-To: Autoresponder”“X-Autogenerated”
      “Precedence: auto_reply”“X-Precedence: auto_reply”

 

Configuring Auto Response Definitions

 

To configure an Auto Response definition:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Gateway | Policies menu item.
  4. Click on the Definitions drop down. A list of the definition types is displayed.
    Definition List
  5. Click on the Auto Response Notification definition type from the list. The list of definitions is displayed.
  6. Either select the:
    • Definition to be changed.
    • New Auto Response Notification button to create a definition.
  7. Complete the Description and Properties section as follows:
    Field / OptionDescription
    DescriptionEnter a description for the definition (e.g. Office Move).
    SubjectSpecify the text to be displayed in the Subject line of the notification. If left blank, the original subject line of the email is preserved, preceded by the text "AutoResponse".
    From AddressSpecify the email address which shows as the sender of the notification.
    Reply to HeaderSpecify an email address that will accept replies to the notification, if different to the "From Address".
    Applies ToSelect an option as required:
    • Any Address: Applies to any external addresses, regardless of Auto Allow or Permitted Sender Policies.
    • Manually Added Permitted Senders: Applies to addresses that have been added to the Permitted Senders list.
    • Auto Allowed Senders: Applies to any address that is listed in the Auto Allow list.
    Response Tracking PeriodEnables or disables tracking of sent auto response notifications:
    • Disabled: Issues the auto response notification each time a message matches the policy.
    • 1 - 7 Days: Won't issue the auto response notification, if it has already been issued in the selected time period.
    Last Tracking ResetDisplays the date that tracking was last reset. Click on the Tracking Reset button to remove collected tracking data, so that new messages matching the policy will be issued with the auto response notification.
  8. Complete the Plain Text Body section as required.
  9. Complete the HTML Body section as required.
  10. Click on the Save and Exit button.

 

Using Variables

 

Variables can be included in both the "Plain Text Body" and "HTML Body"sections to populate specific elements based on the message contents. The following variables are supported:

VariableTypeExample
Address Tags[postmasteraddress]
[postmastername]
[fromaddress]
[fromaddress-orig]
[fromname]
[fromname-orig]
[toaddress]
[toaddress-orig]
[toname]
[toname-orig]
<html>
<head></head>
<body>This is a delivery failure notification message indicating that a message [fromaddress-orig] addressed to email address:
-- [toaddress-orig]
With the subject of [subject] sent on the [messagedate] could not be delivered.
Additional information follows:
-- [postmasteraddress]
-- [postmastername]
If you sent the message to multiple recipients, you'll receive one of these messages for each one which failed delivery, otherwise they have been sent.
</body>
</html>
Message Tags[from]
[recipient]
[subject]
[messagedate]
Auto Response Tags[replyto]

 

Configuring an Auto Response Policy

 

To configure an Auto Response policy:

  1. Log on to the Administration Console.
  2. Click on the Administration menu item. A menu drop down is displayed.
  3. Click on the Gateway | Policies menu item. 
  4. Click on Auto Response. A list of policies is displayed.
  5. Either click on the:
    • Policy to be changed.
    • New Policy button to create a policy.
  6. Complete the Options section as required:
    OptionDescription
    Policy NarrativeProvide a description for the policy to allow you to easily identify it in the future.
    Admin Auto Response ConfigurationSelect the required Auto Response definition for the policy from the drop down list.
  7. Complete the Emails From and Emails To sections as required:
    Field / OptionDescription
    Addresses Based OnSpecify the email address characteristics the policy is based on. This option is only available in the "Emails From" section. The options are:
    OptionDescription
    The Return Address (Mail Envelope From)This default setting applies the policy to the SMTP address match, based on the message's envelope or true address (i.e. the address used during SMTP transmission).
    The Message From Address (Message Header From)Applies the policy based on the masked address used in the message's header.
    BothApplies the policy based on either the Mail Envelope From or the Message Header From whichever matches. When both match, the specified value the Message Header From will be used.
    Applies From / ToSpecify the Sender characteristics the policy is based on. For multiple policies, you should apply them from the most to least specific. The options are:
    OptionDescription
    EveryoneIncludes all email users (i.e. internal and external). This option is only available in the "Emails From" section.
    Internal AddressIncludes only internal organization addresses.
    External AddressIncludes only external organization addresses. This option is only available in the "Emails From" section.
    Email DomainEnables you to specify a domain name to which this policy is applied. The domain name is entered in the Specifically field.
    Address GroupsEnables you to specify a directory or local group. If this option is selected, click on the Lookup button to select a group from the Profile Group field. Once a group has been selected, you can click on the Show Location field to display the group's path.
    Address AttributesEnables you to specify a predefined Attribute. The attribute is selected from the Where Attribute drop down list. Once the Attribute is specified, an attribute value must be entered in the Is Equal To field. This can only be used if attributes have been configured for user accounts.
    Individual Email AddressEnables you to specify an SMTP address. The email address is entered in the Specifically field.
  8. Complete the Validity section as required:
    Field / OptionDescription
    Enable / DisableUse this option to enable (default) or disable a policy. Disabling the policy allows you to prevent it from being applied without having to delete or back date it. Should the policy's configured date range be reached, the it is automatically disabled.
    Set Policy as PerpetualSpecifies that the policy's start and end dates are set to "Eternal", meaning the policy never expires.
    Date RangeSpecify a start and end date for the policy. This automatically deselects the "Eternal" option.
    Policy OverrideSelect this option to override the default order that policies are applied. If there are multiple applicable policies, this policy is applied first unless more specific policies of the same type have also been configured with an override.
    Bi-DirectionalIf selected, the policy also applies when the policy's recipient is the sender and the sender is the recipient.
    Source IP Ranges (n.n.n.n/x)Enter any required Source IP Ranges for the policy. These only apply if the source IP address used to transmit the message data, falls inside or matches the range(s) configured. IP ranges should be entered in CIDR notation.
  9. Click on the Save and Exit button.

 

See Also...

 

1 person found this helpful

Attachments

    Outcomes