Configuring and Managing Notification Sets Definitions

Document created by user.oxriBaJeN4 Employee on Sep 12, 2015Last modified by user.oxriBaJeN4 Employee on Sep 20, 2017
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A notification is an email message sent to a user that alerts them of the action taken for a previously sent email message. Some examples include:

  • Notifications sent to users when their emails do not complete delivery (e.g. bounced or held).
  • The email itself has been modified (e.g. stripped attachments).

 

Notification sets are available for Mimecast Administrators to control the system notifications generated by Mimecast for certain email delivery events. Auto Response Notifications can also be configured.

 

 

Configuring Notification Sets allows Administrators to customize the system notifications generated by Mimecast. This could include amending the notification to be sent from a specific email address, with a specific subject, and can even apply in different ways to different user groups. An example of use could be if you want to amend your company Digest by adding additional text to instruct end users on its usage. Alternatively, you may wish to enter your Helpdesk telephone number in the email delivery failure or attachment stripping notifications.

 

If you want to use customized notifications for a recipient, copy / add the notifications to a dedicated Notification Set. This enables you to customize them before assigning them to the recipient using a Notification Set policy. If a notification is required for the recipient that is not part of this policy, your default Notification Set will be used. Only when this doesn't hold the required notification, will the system default Notification Set be used. This ensures that it will be easier to consistently apply your general customizations and corporate branding.

We strongly advise you to keep your default Notification Set up to date.

Configuring a Notification Sets Definition

 

To configure a notification sets definition:

  1. Open the Gateway Policy Editor.
  2. Select the Definitions drop down. A list of the definition types is displayed.
  3. Select the Notification Sets definition type from the list. The list of definitions is displayed.
  4. Either:
    • Select the New Notification Set button to create a new definition.
    • Right click on the Notification Set to be changed, and click on the Edit Notification Set menu item.
  5. Complete the Address Alteration Properties as follows:

    FieldDescription
    DescriptionThis will be used to identify the definition when you come to apply it in a policy.
    BrandingIf you have the branding feature as part of your Mimecast subscription, click on the Lookup button to select a predefined branding set.
    Notification Set LinksSelect the types of notification you want to be included in the definition. This definition will be applied in a policy based on the route that the specific notification takes. Only select the notification set links that you want to customize. Notifications that are not selected as part of your custom list, will automatically use the system defaults.
  6. Select the Save and Exit button.

 

Editing an Individual Notification

 

You can also edit an individual notification. This allows you to change HTML and plain text that forms part of your branding.

  1. Open the Gateway Policy Editor.
  2. Select the Definitions drop down. A list of the definition types is displayed.
  3. Select the Notification Sets definition type from the list. The list of definitions is displayed.
  4. Click on the Definition to be changed. A list of its notifications is displayed.
  5. Click on the Notification to be changed.
  6. Complete the Description and Properties section:

    FieldDescription
    EnabledEither enables or disables the notification in the definition.
    DescriptionEnter a description for the notification message.
    Restore DefaultRestores the default notification message text.
  7. Complete the Subject and Sender section:

    FieldDescription
    SubjectEnter a subject for the notification message.
    Original Sender

    If selected, the originalsender@domain.com address and display name is used as the sender details for the notification, otherwise the default will be postmaster@domain.com.

    Sender

    Enter 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 addresses

    Select this option to rewrite both the header and envelope addresses to the email address specified in the "Sender" field.

    This feature is currently only available in Message Hold Digest Notifications.

  8. 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 does not apply to attachment link, attachment block, message hold digest, and message Digest Row notifications. These notification types include hyperlink orientated actions which cannot be included in a plain text format.
  9. 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 in stationery HTML.
  10. Select the Save and Exit button.

 

Mimecast Variables

 

When amending the body of certain Notification sets you need to 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 Message Hold Digest Notification.
  • The HTML tag [downloadurl] must remain when altering Attachment Link Notification.

ns_var.png

 

Making a Notification Set Definition the Default

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

Only one definition can be made the default. It is identified by the Default Notification Set column.

 

 

default_column.png

 

This displays a colored icon with one of the following two states:

 

Icon ColorDescription
ICO_green.pngDefault notification set definition.
ico-AMBER.pngNon-default notification set definition.

 

To make an existing notification set definition the default:

  1. Right click on the definition record. A popup menu is displayed.
  2. Click the Make Default Notification Set menu item.

 

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

  • If there is no other notification set definition set as the default, your chosen definition is set as the default.
  • If there is a notification set definition that has been previously set as the default, the default status is removed from it and added to your chosen definition.

 

Copying a Notification Sets Definition

 

You can copy an existing notification set definition to create a new definition based on the original. This can be easier than creating a new definition from scratch, as you only need to change the required settings leaving all others the same as the original.

 

To copy a notification set definition:

  1. Open the Gateway Policy Editor.
  2. Select the Definitions drop down. A list of the definition types is displayed.
  3. Select the Notification Sets definition type from the list. The list of definitions is displayed.
  4. Right click on the Notification Set to be copied. A popup menu item is displayed.
  5. Click the Copy Notification Set menu item.

 

The new notification set is created with the same name as the original but prefixed by "Copy -". For example if the original definition was called "Secure Messaging notification", the copied definition would be called "Copy - Secure Messaging notification".

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

Deleting a Notification Sets Definition

 

You can delete a notification set definition provided it is not:

  • Specified as part of a notification set policy.
  • The default notification set definition.

 

To delete a notification set definition:

  1. Open the Gateway Policy Editor.
  2. Select the Definitions drop down. A list of the definition types is displayed.
  3. Select the Notification Sets definition type from the list. The list of definitions is displayed.
  4. Right click on the Notification Set to be deleted. A popup menu item is displayed.
  5. Click the Delete Notification Set menu item.

 

On clicking the menu item, checks are performed to ensure it can be deleted. If it can't, an error is displayed and you'll have to take one of the following actions:

  • If the definition is used as part of a notification set policy, you must remove it from all policies where it is specified before it can be deleted.
  • If it is the default notification set definition, another definition must be made the default before it can be deleted.

 

Notification Type Reference

 

NotificationsDescriptionApplies To
Attachment Block NotificationWhen an Attachment Block on Size Policy is configured, this notification is sent to the recipient (and sender if configured) of the email to inform them that an attachment has been removed.

Block on Size Policy

- Inbound Emails (Internal Recipient)

- Outbound Emails (External Recipient)

Attachment Management Policy (Deny option)

Attachment Link NotificationWhen an Attachment Link on Size Policy is configured, this notification is sent to the recipient. It provides a URL link to the Mimecast service from which the user can download the attachment.

Strip and Link Policy

- Inbound Emails (Internal Recipient)

- Outbound Emails (External Recipient)

Attachment Policy NotificationThis notification is sent to the recipient when an Attachment Management Policy or Attachment Hold on Size Policy is applied. This could be for a number of reasons, such as the attachment was blocked due to its specific file type or size.

Attachment Management Policy and Attachment Hold on Size Policy

- Inbound Emails (Internal Recipient)

- Outbound Emails (Internal Sender)

Attachment Release NotificationThis notification is sent to the recipient when an administrator releases a Blocked or Linked attachment (using the “release attachment” option) from the Stripped Attachment area.

Stripped Attachments Viewer |Release

- Inbound Emails (Internal Recipient)

- Outbound Emails (External Recipient)

Bad Structure Message NotificationThis notification is sent to the intended recipient of an email to notify them that Mimecast cannot safely transmit the email as it does not meet email structure standards.

Hold Review Queue | Suspicious Message Structure, Rejection Viewer |Suspicious Message Structure

- Inbound Emails (Internal Recipients)

- Outbound Emails (Internal Senders)

Closed Circuit Message NotificationThis notification is sent to the recipient of an email where the email has been sent using CCM. The notification presents them with the URL link to the Mimecast logon where they can login and view the email in the secure CCM area. The end user must click the link and login to Mimecast to access their secure CCM email. The URL is automatically generated by the [mppurl] variable. It is important not to edit or omit this variable.

CCM Policy, Content Definitions with CCM Override

- Outbound Emails (External Recipients)

Delivery Failure NotificationThis notification is sent to the sender of an email. It informs them that Mimecast has failed to send his / her email after the defined retry period (the default is 30 attempts, and is equivalent to 4 days).

Bounce Viewer

- Outbound Emails (Internal Senders)

Delivery Warning NotificationThis notification is sent to the sender of an email. It informs them that Mimecast has so far been unable to send his / her email 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 CCM user that forgets their password, and then 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 email, being held within the Hold for Review queue based on its content triggering a security policy.

Hold Review Queue, Scan Settings, Attachment Sets, Scan Settings

- 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 email, which has been held within the Hold for Review queue.

Hold Review 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 Send Notifications
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 Notifications
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 Notifications
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 Notifications
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 Notifications
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 Notifications
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 have been requested to upload files which will then passed to the sender. There is no access key required for the download or upload.Large File Send Notifications
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 have been requested to upload files which will then passed to the sender. There is an access key required for the download or upload.Large File Send Notifications
Message Bounce NotificationThis notification is sent to the sender of an email, to inform them that their email was not accepted.

Bounce Viewer

- Outbound Emails (Internal Senders)

Message Digest Row NotificationThis is not a notification as such, but includes the HTML column tags used in the list of emails in digest notifications. These HTML tags can be amended, removed or the column order changed.This forms part of the Message Hold Digest Notification
Message Hold Digest NotificationThe Digest is sent to the end user listing all the emails that are held for them in the Hold for Review queue. From this list the end user is able to Release the Email, Block the Sender or Permit the Sender.

Hold Review Queue, Digests

- Inbound Emails (Internal Recipient)

Password Notification

If Closed Circuit Messaging (CCM) has been configured, this notification is sent to the recipient of the email, and informs them of a temporary password giving them access to their CCM Account.

CCM Policy, Content Definitions with CCM Override

- Outbound Emails (External Recipients)

Privileged Access NotificationThis notification is sent to the Assigned Administrator as defined in your Mimecast Account settings under Privileged Access Notifications. It informs this administrator of all the searches that have been carried out within the Mimecast Archive by other administrators of the Mimecast Service.

Privileged Access Notifications Administrator

- Archive Searches (Administrators)

Secure Messaging Forgotten Password NotificationThis is used when an external recipient of a Secure Message selects the Forgot your password link on the login page of the Secure Messaging Portal.External recipients of a Secure Message.
Secure Messaging Internal Forgotten Password NotificationThis is used when an internal users selects the Forgot your password link on the login page of the Secure Messaging Portal.Internal Users
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 an email is blocked by Mimecast's ZHARA, this notification is sent to the intended recipient to inform them that the email is being held. This email can only be released by an Administrator.

Suspected Malware Bypass

- Inbound Emails (Internal Recipient)

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