Configuring Digest Sets Definitions and Policies

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.Yo2IBgvWqr on Oct 9, 2017
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Digests Sets are email notifications that give end users direct control over their personal hold queue. They do this by presenting a summary of messages that have been quarantined by a policy, be it content, an attachment, or spam. Digest sets can:

  • Provide control over which users or groups receive digest notifications, and how often these are sent out (e.g. twice daily, Monday to Friday).
  • Reduce the load of support queries directed to the administrator, and help streamline email delivery.
  • Allow a user to identify legitimate messages they wish to receive, or block future unwanted messages. By applying these actions correctly, the hold queue reduces over time.

 

Considerations

 

Consider the following before configuring a definition or policy:

  • The first digest sent to a user details all the messages currently on hold for them. We recommend clearing the hold queue before enabling the policy, and informing end users how to work with digests.
  • Users are only notified once if there is a message in the hold queue. A notification is not sent if there are no new messages to report.
  • If the digest is deleted, a user must either:
    • Contact their administrator to release the message.
    • View their personal hold queue via a Mimecast end user application.
  • Messages remain in the hold queue until they are either:
    • Expired: Held messages automatically expire after 14 days by default, but this time period can be adjusted if required. Following a message's expiration, it will still be available in the archive.
    • Released: Either through the Mimecast Personal Portal, Mimecast for Outlook, or Administration Console.
    • Deleted: Either through the Mimecast Personal Portal, or Mimecast for Outlook, or Administration Console (rejected). These messages are bounced, and removed from the queue.
    • Rejected: Through the Administration Console. These messages are bounced, and removed from the queue.

 

Configuring a Digest Sets Definition

 

To configure a Digest Sets definition:

  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. The Gateway Policy Editor is displayed.
  4. Click on the Definitions drop down. A list of the definition types is displayed.
    Definition list
  5. Click on the Digest Sets definition type from the list. The list of definitions is displayed.
  6. Either select the:
    • Definition to be changed.
    • New button to create a definition.
  7. Complete the page as follows:
    Field / OptionDescription
    DescriptionEnter some descriptive text to make it easy to identify what the definition is being used for.
    Hold Digest Spam PolicyIf selected the digest set is applied to inbound messages if they trigger a Spam Scanning Definition.
    Hold Digest Attachment PolicyIf selected the digest set is applied to inbound messages if they trigger an Configuring an Attachment Protection Definition.
    Hold Digest Content PolicyIf selected the digest set is applied to inbound messages if they trigger a Content Examination Definition.
    Send Hold Digest at <hour>Specify the digest set's time intervals, based on the local time of your Mimecast account. If there is a requirement for different user groups to have different frequencies, multiple digest sets must be created. The following table shows the time zone for each of the Mimecast data centers.
    Data CenterTime Zone
    EUGreenwich Mean Time (GMT) / British Summer Time (BST)
    USEastern Standard Time (EST) / Eastern Daylight Time (EDT)
    ZASouth Africa Standard Time (SAST)
    ZAAustralia Eastern Standard Time (AEST)
    OffShoreGreenwich Mean Time (GMT) / British Summer Time (BST)
    Send Hold Digest on <day>Specify the days of the week for the digest set.
  8. Click on the Save and Exit button.

 

Configuring a Digest Sets Policy

 

To configure a Digest Sets 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 Digest Sets. A list of policies is displayed.
  5. Either select the:
    • Policy to be changed.
    • New Policy button to create a policy.
  6. Complete the Options section as required:
    Field / OptionDescription
    Policy NarrativeProvide a description for the policy to allow you to easily identify it in the future.
    Select Digest SetSelect the required Digest Set definition for the policy.
  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:
    OptionDescription
    The Return Address 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).
    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.

Preventing Email Digests to Distribution Lists

 

You can prevent messages or digests being sent to external facing distribution lists. Policies can be implemented to use Active Directory attributes to distinguish between user accounts and distribution lists. Some example attributes include "Country", "HomeMDB", or "ObjectCategory". You'll need to determine a suitable attribute based on the Active Directory configuration. This attribute must be configured in Mimecast, and synchronized before it can be used in the relevant policies. Example configurations are below:

 

ExampleConfiguration
Prevent Digests to DL'sCreate a Digest Set policy using an attribute in the "To" field, which specifically belongs to user accounts. Digests will then only be sent to individual users.
Prevent Inbound Emails to DL'sCreate a Blocked Senders Policy and in the "To" field select an attribute which is specific to distribution lists. This causes all messages to distribution lists to be rejected.

 

See Also...

 

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