Configuring Stationery Layout Definitions and Policies

Document created by user.oxriBaJeN4 Employee on Sep 12, 2015Last modified by user.oxriBaJeN4 Employee on Oct 9, 2017
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Stationery can apply a certain set of components to outbound messages. They allow you to consolidate the corporate identity of your organization, as well as ensuring that legal compliance disclaimers are applied to all mail.

 

Considerations

 

Consider the following before configuring a definition or policy:

  • We recommend that personal stationery creation is disabled in used email clients (e.g. Microsoft Outlook).
  • You can apply stationery policies to all user mail. This eliminates the need to create individual email signatures, branding elements and legal disclaimers from the email client.
  • Users are unable to modify the content of stationary that is applied to messages, but may be allowed to select from different versions of available stationery.
  • You can configure different stationery layouts for different groups or domains in your organization, and apply these using different policies.
  • Additional versions of stationery can be created for different purposes. For example, stationery for the sales team or support team, or for all users over a holiday season.

 

Getting Started

 

To configure stationary, you will need a:

 

Configuring a Stationery Layout (Definition)

 

To configure a stationery layout:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Stationery | Layouts menu item.
  4. Click on the Folder where the layout is to be created or changed. You cannot create a layout in the Root folder.
  5. Either click on the:
    • Stationery Layout to be changed.
    • New Item button to create a stationery layout.
  6. Complete the Properties section as required:
    Field / OptionDescription
    DescriptionProvide a description for the stationery layout. It should allow you to identify the layout's purpose when displayed in a layout list.
    Unique Identification TextThis ensures that stationery layouts are not applied to reply threads of email communication chains. Provide some text that is unique to this stationery layout (e.g. several words of the disclaimer).
    Short CodeProvide a unique reference for this stationery layout. This is used in a message's subject line to force the application of a stationery layout (e.g. "<ins defaultlayout> This is the subject line of the email.").
    Short codes are designed for testing signatures. When sending messages, they can be used to initiate specific stationery layouts if Mimecast for Outlook isn't available. They aren't supported for any other purposes.
    SurveyIf selected, this records click actions from components in the stationery layout (log click activities and log unique clicks only).
    Create Missing HTML BodyIf selected, the HTML stationery layout is delivered to the recipient by default. If the recipient is unable to accept the HTML content, the Plain Text layout is automatically sent instead. If this option is unselected, the Plain Text layout is delivered by default.
    Link Images (Embedded by Default)Each image component is included in the email body by default. Although this will contribute to the overall size of the message, there is a greater likelihood that the images will display correctly when the recipient views a message. If selected, the images are linked from the message, and will download if the recipient chooses to do so.
  7. Select the following options as required:
    ButtonAction
    Hide BordersClick to suppress the display of borders around images. This isn't available if the plain text view is displayed.
    Select LayoutClick to select a predefined stationery template. This isn't available if the plain text view is displayed.
    View HTMLClick to display the stationery layout's HTML view. This isn't available if the HTML view is already displayed.
    Edit HTMLClick to manually amend the the stationery layout's HTML view. This isn't available if the plain text view is displayed.
    View Plain TextClick to display the stationery layout's plain text view. This isn't available if the plain text view is already displayed.
    Edit Plain TextClick to amend the stationery layout's plain text view. This isn't available if the HTML view is displayed.
  8. Click on the Save and Exit button.

 

Configuring a Stationary Policy

 

To configure a stationary 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 Stationary. 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.
    Select StationaryUse the Lookup button to select the required Stationery definition.
  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, a 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.

 

See Also...

 

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