Configuring Notification Sets Definitions and Policies

Document created by user.oxriBaJeN4 Employee on Sep 12, 2015Last modified by user.Yo2IBgvWqr on Oct 9, 2017
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Notification Sets policies allow you to customize the notifications generated by us for certain email delivery events. If no policy is configured, our default notifications apply. You can specify which notifications apply to different end users, as well as user groups. Some examples include:

  • Notifying users when a sent message:
    • Has been modified (e.g. stripped attachments).
    • Did not complete delivery (e.g. bounced or held).
  • Entering a Help Desk telephone number in delivery failure or attachment stripping notifications.
  • Adding additional text to a digest instructing recipients on its usage.
  • Configuring auto response notifications.

 

Considerations

 

Consider the following before configuring a definition or policy:

  • To customize notifications for a specific recipient, first copy / add the notifications to a dedicated notification set. This enables you to customize certain notifications before assigning them to the recipient.
  • If a notification is required for a recipient that isn't part of a dedicated customized set, your default notification set policy applies. 
  • We recommend your default notification sets are kept up to date.

 

Configuring a Notification Sets Definition

 

To configure a notification 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 button. A list of definition types is displayed.
    Definition lists
  5. Click on the Notification Sets definition type from the list. The list of definitions is displayed.
  6. Either:
    • Click the New Notification Set button to create a new definition.
    • Click on the Notification Set to be configured.
  7. Complete the Address Alteration Properties as follows:
    Field / OptionDescription
    DescriptionSpecify a name for the notification set that helps you identify it when you come to apply it in a policy.
    BrandingIf branding is part of your Mimecast subscription, click on the Lookup button to select a branding set.
    Notification Set LinksSelect the types of notifications you want included. This definition will apply based on the route that the specific notification takes. Notifications that are not selected in your custom list will automatically use the system defaults.
  8. Click on the Save and Exit button.

 

Configuring a Notification

 

You can also configure a notification, allowing you to change HTML and plain text that forms part of your branding. To configure a notification:

  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 the Definitions button. A list of definition types is displayed.
    Definition lists
  5. Select the Notification Sets definition type from the list. The list of definitions is displayed.
  6. Click on the Definition to be changed. A list of its notifications is displayed.
  7. Click on the Notification to be changed.
  8. Complete the Description and Properties section:
    Field / OptionDescription
    EnabledEither enables or disables the notification in the definition.
    DescriptionEnter a description for the notification message.
    Restore DefaultRestores the default notification message text.
  9. Complete the Subject and Sender section:
    Field / OptionDescription
    SubjectEnter a subject for the notification message.
    Original SenderIf selected, the originalsender@domain.com address and display name is used as the sender details for the notification. If unselected, the default is postmaster@domain.com.
    SenderEnter the email address and display name to be used as the sender details for the notification. This should be completed if you don't want to use the default: postmaster@domain.com. This only applies to the header address, and not the envelope address.
    Rewrite Header and Envelope addressesThis feature is currently only available in Message Hold Digest Notifications.
  10. Complete the Plain Text Body section. This allows you to amend the body of the notification used when the plain text version is transmitted. The version transmitted is dependent on the recipient MTA.
    The plain text body section doesn't apply to attachment link, attachment block, message hold digest, and message digest row notifications. These notification types include hyperlink orientated actions that cannot be included in a plain text format.
  11. Complete the HTML Text section. This allows you to amend the body of the notification used when the HTML version is transmitted. The version transmitted is dependent on the recipient MTA.
    Scripts and external CSS resources are not supported.
  12. Click on the Save and Exit button.

 

Mimecast Variables

 

When amending the body of notification sets, you must leave some components unaltered as the notification relies on them. These are referred to as Mimecast Variables in the example below:

  • You must retain the HTML tag [emaillist] when altering a Message Hold Digest notification.
  • The HTML tag [downloadurl] must remain when altering a Attachment Link notification.

ns_var.png

 

Configuring a Notification Sets Policy

 

To configure a Notification 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. The Gateway Policy Editor is displayed.
  4. Click on Notification 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 Notification SetSelect the required Notification 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. 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 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 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.

 

Making a Notification Set Definition the Default

See the Stationery Branding page for details of how setting a default notification set functions with branding applied.

Default Notification SetOnly one definition can be the default. It is identified by a green colored icon in the "Default Notification Set" column in the definition list:

 

To make a Notification Set definition the default:

  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 button. A list of definition types is displayed.
  5. Click on the Notification Sets definition type from the list. The list of definitions is displayed.
  6. Right click on the required Definition. A popup menu is displayed.
  7. Click the Make Default Notification Set menu item.

 

When the menu item is clicked, the following checks are made:

  • If there is no other default Notification Set definition, your chosen definition is set as the default.
  • If there is a Notification Set definition that was previously the default, the default status is removed and added to your chosen definition.

 

Copying a Notification Sets Definition

 

You can copy a Notification Set definition to create a new one based on the original. This can be easier than configuring a new definition from scratch as you only need to change the required settings, leaving all others the same as the original.

If the notification set definition being copied is the default definition, the new definition is created with a non-default status. The default status of the copied definition is unaffected.

To copy a Notification 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 button. A list of definition types is displayed.
  5. Click on the Notification Sets definition type from the list. The list of definitions is displayed.
  6. Right click on the Notification Set to be copied. A popup menu item is displayed.
  7. Click on the Copy Notification Set menu item. A new notification set is created with the same name but prefixed by "Copy -".

 

Deleting a Notification Sets Definition

 

A Notification Set cannot be deleted if:

  • It is specified as part of a notification set policy.
  • It's the default notification set definition.

 

To delete a Notification 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 button. A list of definition types is displayed.
  5. Click on the Notification Sets definition type from the list. The list of definitions is displayed.
  6. Right click on the Notification Set to be deleted. A popup menu item is displayed.
  7. Click the Delete Notification Set menu item.

 

Notification Reference List

 

The following is a list of notifications, and the policies they apply to:

NotificationsDescriptionApplies To
Attachment Block NotificationThis notification is sent to the recipient (and sender if configured) of a message to inform them that an attachment has been removed.
Attachment Link NotificationThis notification is sent to the recipient. It provides a URL link to the Mimecast service from which the user can download the attachment.
Attachment Policy NotificationThis notification is could be sent to the recipient for a number of reasons (e.g. the attachment was blocked due to its specific file type or size).
Attachment Release NotificationThis notification is sent to the recipient when a blocked or linked attachment is released from the Monitoring | Attachments menu item.
  • Monitoring | Attachments (Release)
    Inbound Emails (Internal Recipient)
    Outbound Emails (External Recipient)
Bad Structure Message NotificationThis notification is sent to the intended recipient of a message, to notify them that we cannot safely transmit it as it does not meet email structure standards.
  • Monitoring Held (Suspicious Message Structure)
  • Monitoring Rejections (Suspicious Message Structure)
    Inbound Emails (Internal Recipients)
    Outbound Emails (Internal Senders)
Delivery Failure NotificationThis notification is sent to the sender of a message, informing them we have failed to send his / her message after the defined retry period (the default is 30 attempts, and is equivalent to 4 days).
  • Monitoring | Bounces
    Outbound Emails (Internal Senders)
Delivery Warning NotificationThis notification is sent to the sender of a message, informing them we have so far been unable to send his / her message after the defined retry period (the default is 6 attempts, and is equivalent to 1 hour).
  • Delivery Queue
    Outbound Emails (Internal Senders)
Forgotten Password NotificationThis notification is sent to a Secure Messaging user that forgets their password, and requests a password reset.
  • Forgot Password Button
    Outbound Emails (External Recipients)
Hold for Review NotificationThis notification is sent to the recipient informing them of an inbound message, being held based on its content triggering a security policy.
  • Monitoring | Held Queue
  • Attachment Sets
    Inbound Emails (Internal Recipient)
    Outbound Emails (Internal Sender)
Hold for Review RejectionThis notification is sent to the sender when an administrator or end user rejects their message, which has been held in the held queue.
  • Monitoring | Held Queue (Reject with Notification)
    Inbound Emails (External Sender)
    Outbound Emails (Internal Sender)
Large File Receive Invitation Sent NotificationThis notification is used when the sender wants the recipient to send them files. The sender receives this notification to inform them that the Large File Receive (Key/Keyless Notification) was sent.
  • Large File Send Notifications
Large File Receive Keyless NotificationThis notification is sent to the recipient, to inform them that they have been requested to upload files which will then passed to the sender. There is no access key required for the upload.
Large File Receive With Key NotificationThis notification is sent to the recipient, to inform them that they have been requested to upload files which will then passed to the sender. There is an access key required for the upload.
Large File Send Files Accessed NotificationThis notification is sent to the sender, to inform them that the recipient has downloaded one or more of the files.
Large File Send Key Reset NotificationThis notification is sent to the recipient when they request the access key needed to download the files.
Large File Send Keyless NotificationThis notification is sent to the recipient, to inform them that they have files ready to download. There is no access key required for the download.
Large File Send With Key NotificationThis notification is sent to the recipient, to inform them that they have files ready to download. There is an access key required for the download.
Large File Send and Receive Keyless NotificationThis notification is sent to the recipient, to inform them that they have files ready to download, and that they've been requested to upload files which will be passed to the sender. There is no access key required for the download or upload.
Large File Send and Receive With Key NotificationThis notification is sent to the recipient, to inform them that they have files ready to download, and that they've been requested to upload files which will be passed to the sender. There is an access key required for the download or upload.
Message Bounce NotificationThis notification is sent to the sender of a message, to inform them that it was not accepted.
  • Monitoring | Bounces
    Outbound Emails (Internal Senders)
Message Digest Row NotificationThis is not a notification, but includes the HTML column tags used in the list of messages in digest notifications. These HTML tags can be amended, removed or the column order changed.
  • Message Hold Digest Notification (see below)
Message Hold Digest NotificationThe digest is sent to the end user listing all the messages that are held for them in the held queue.
  • Monitoring | Held Queue Digests
    Inbound Emails (Internal Recipient)

Password Notification

If CCM Lite is configured, this notification is sent to the recipient of the message, and informs them of a temporary password giving them access to their account.
  • Content Definitions with CCM Lite Override
    Outbound Emails (External Recipients)
Privileged Access NotificationThis notification is sent to an administrator, informing them of all the searches that have been carried out in the archive by other administrators.
  • Account | Settings (Privileged Access Notifications Administrator)
Secure Messaging Forgotten Password NotificationThis is used when an external recipient of a secure message selects the "Forgot Your Password" link on the Secure Messaging Portal log on page.
  • External recipients of a secure message.
Secure Messaging Internal Forgotten Password NotificationThis is used when an internal recipient of a secure message selects the "Forgot Your Password" link on the Secure Messaging Portal log on page.
  • Internal recipient of a secure message
Secure Messaging Message NotificationThis is used to inform an external recipient of a secure message that a new message has been sent to them.
  • External recipients of a secure message.
Secure Messaging Password NotificationThis is used for first time external recipients of a secure message, as the first password to use when attempting to access the Secure Messaging Portal.
  • External recipients of a secure message.
Suspected Malware NotificationIf a message is blocked by Mimecast's ZHARA, this notification is sent to the intended recipient to inform them that the message is being held. This message can only be released by an Administrator.

 

See Also...

 

Attachments

    Outcomes