Configuring Auto Response Policies

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Aug 17, 2017
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Auto Response policies can be used to automatically issue a response for inbound emails to Mimecast from external senders. Administrators can configure the text or HTML to be used, as well as the other variables for the notification.

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 will not trigger and no responses will be sent.

An auto response policy will apply the Notification options based on the sender and recipient addresses specified. It will not apply to other auto response notifications (e.g. Exchange Out of Office replies) to prevent mail loops. Tracking options can be configured to prevent auto response notifications from being resent after being issued once. This feature does not replace existing Out of Office functionality provided natively with email servers, as it will only apply to inbound emails to Mimecast, and cannot be configured by end users. Additionally auto response notifications will only be issued when Mimecast attempts to deliver the email to the organization's email server. Emails that are Held, Bounced, or Rejected will not generate auto response notifications.

 

Auto response notifications are sent for messages in the Delivery Queue which have been delayed by Pausing Inbound Delivery. Auto response notifications will not be issued for the following:

  • 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”
  • 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”

 

Benefits

 

Your organization may require an auto response to be generated for specific internal addresses, potentially for one of the reasons listed below:

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

 

What You'll Need

 

  • An Administrator Console logon with access to the Administration | Gateway | Policies menu item.
  • A previously configured Auto Response definition.

 

Creating a Policy

 

To create a policy, follow the instructions in the Creating / Changing a Policy article, but using the following options:

 

OptionDescription
Policy NarrativeProvide a description for the Policy to allow you to easily identify it in the future.
Admin Auto Response Configuration

Select the required Auto Response definition for the policy from the drop down list.

 

Definition Required?

 

Yes. See the Configuring an Auto Response Definition page for full details.

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