Sent Items Update

As signatures / disclaimers are added to sent mail directly on the Exchange Server, they are not visible in the mailboxes' Sent Items folders. To make seeing the signatures in the sent mail folders possible, we have equipped CodeTwo Exchange Rules with the Sent Items Update feature that enables updating the sent mail with signatures after processing by the program.

Sent Items Update feature works as a separate Windows service which is installed during the setup of the program. This service runs under the Local System account and works independently from other CodeTwo services using Windows Communication Foundation (WCF) to communicate with them. Users' mailboxes are accessed via Exchange Web Services (EWS) and this requires the software to use a real account's credentials to authenticate with the EWS. For the on-premises setup, admins can either provide any existing, active user account credentials (e.g. if they have a dedicated service account, special accounts to be used with third party software, want to use administrator's credentials or simply wish to create a new account on their own) or to allow the software to create a new, dedicated user account automatically. When it comes to the hybrid environment, auto-configuration option is not available and admins must provide the account credentials manually.

The account that will be used by the Sent Items Update service:

  • must have a valid User Principal Name (UPN) assigned,
  • must be a member of the Domain Users group,
  • must be granted Impersonation Rights (see our Knowledge Base article on how to set impersonation rights manually),
  • in general, should be considered to be in working condition e.g. is not disabled, password has not expired, etc.
  • in the case of hybrid environments, the account must also be either a member of the Organization Management group or a member of Exchange Organization Administrators group in Exchange Online / Office 365 (see our Knowledge Base article on how to add a user to the Organization Management group).
    • Hybrid environments with ADFS are currently not supported. Single Sign On (SSO)-enabled accounts can be used for SIU configuration but must not use federated domain address when configuring the service. Depending on the UPN address used for the Sent Items Update (SIU) service account, the SIU service will work either for mailboxes from on-premises servers (when a local, non-federated domain is used) OR for mailboxes from Exchange Online servers (when Office 365 domain is used i.e. *.onmicrosoft.com).
    • You must not use an account that has multi-factor authentication enabled in Office 365, this is currently not supported.

If you choose to go for auto-configuration (available for on-premises setups only) all the above will be provided automatically by the Sent Items Update configuration wizard. If you opt to assign the account manually the software will only verify and if necessary, add Impersonation Rights on its own.

Important

Be aware that in any case, to properly configure the Sent Items Update service you must be logged on to the system with an account that is a member of the Domain Admins group. This is required as the software that is ran under your account will attempt to assign Impersonation Rights or to create a new user, if you chose the software to so. For either of these the Domain Admin permissions are required.

Info

By default Sent Items Update is disabled after a fresh installation and needs to be configured to start updating the sent mail.

To open up the configuration wizard of Sent Items Update either click Settings in the program's ribbon, choose Sent Items Update tab and hit Configure or choose the link Click to change in the right upper corner of the Administration Panel (Fig. 1.).

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Fig. 1. Opening the Sent Items Update configuration wizard.

Either way, the configuration wizard of Sent Items Update will open on environment type choice step (Fig. 2.).

The Sent Items Update configuration wizard, environment type choice step
Fig. 2. The Sent Items Update configuration wizard, environment type choice.

Depending on the environment type you have in your organization, the appropriate option must be chosen. The next steps are similar for both: on-premises Exchange Server and hybrid environments, but some small, yet important differences exist and are covered by this article.

Whatever you choose when it comes to the environment type, in the next step of the wizard a method of the connection to the server will have to be defined. If you chose a hybrid environment or on-premises, but want to connect to the server from the same domain as the machine equipped with the program, there is not much to do: the Autodiscover mechanism will locate the server automatically.

The Sent Items Update configuration wizard, hybrid environment connection
Fig. 3. The Sent Items Update configuration wizard, hybrid environment connection.
The Sent Items Update configuration wizard, on-premises autodiscover server connection
Fig. 4. The Sent Items Update configuration wizard, on-premises AutoDiscover server connection.

On the other hand, if you want to set up connection to the server from a different domain the Autodiscover will not work. Therefore, you need to enter the server's location manually (on-premises environments only). To do that, tick Configure connection manually and enter the Server's DNS name or IP address (Fig. 5.). Server's DNS name (which is the equivalent of Fully Qualified Domain Name) consists of the server's name followed by the domain name, e.g. myserversname.domain.com.

The Sent Items Update configuration wizard, on-premises manual server connection
Fig. 5. The Sent Items Update configuration wizard, on-premises manual server connection.

In the next window, enter the UPN of your server's Administrator and the corresponding password. This account's credentials will be used by the Sent Items Update service to authenticate with and update emails via Exchange Web Services. Hybrid environment admins must choose an existing account that meets the requirements described in the wizard window (Fig. 6.). On-premises admin can either choose an existing account (Fig. 8.) or go for auto-configuration option (Fig. 7.) that will create a new account on its own.

The Sent Items Update configuration wizard, hybrid environment account setup
Fig. 6. The Sent Items Update configuration wizard, hybrid environment account setup.
The Sent Items Update configuration wizard, on-premises account auto-setup
Fig. 7. The Sent Items Update configuration wizard, on-premises account auto-setup.
The Sent Items Update configuration wizard, on-premises account manual setup
Fig. 8. The Sent Items Update configuration wizard, on-premises account manual setup.

Warning

Make sure that the Administrator has his UPN configured. Otherwise, the setup will not succeed.

To define the Administrator's UPN e-mail address, enter it manually or select it automatically via the Browse button. Once you choose the Browse button, you will be able to pull the appropriate UPN from Active Directory. Moreover, by clicking Locations you can pick the domain the on-premises server Administrator's UPN will be taken from (Fig. 9.).

Backup - Choosing domains.
Fig. 9. Choosing a domain to search for the Administrator's UPN.

Info

Please note that the Browse button can only be used to list the UPN's of Administrators from the same domain or different trusted domains. This option is unavailable with the untrusted domains. Therefore, if you want to select UPN from an untrusted domain, you will have to type it manually.

On the other hand, in on-premises setup, you may also make use of the second option that will create an account automatically under CodeTwoSiuAgent@[your domain] account (Fig. 7.).

In the next step, the wizard grants the application impersonation rights for the selected Administrators' account and tests if this worked (Fig. 10, 11.). Click Configure to finalize your settings.

The Sent Items Update configuration wizard, granting and testing impersonation rights in hybrid setup
Fig. 10. The Sent Items Update configuration wizard, granting and testing impersonation rights in hybrid setup.
The Sent Items Update configuration wizard, granting and testing impersonation rights in on-premises setup
Fig. 11. The Sent Items Update configuration wizard, granting and testing impersonation rights in on-premises setup.

If there was no issues with the configuration, wizard will present you with the green-ticked actions list as in Fig. 12. or Fig. 13.

The Sent Items Update configuration wizard, hybrid environment successful SIU configuration
Fig. 12. The Sent Items Update configuration wizard, hybrid environment successful SIU configuration.
The Sent Items Update configuration wizard, on-premises environment successful SIU configuration
Fig. 13. The Sent Items Update configuration wizard, on-premises environment successful SIU configuration.

Once the configuration is done, confirm it by clicking the choice by clicking Finish. After the service is configured, the dialog box informing about successful configuration will appear (Fig. 14.).

Exchange Rules - successful installation of SIU
Fig. 14. Configuration of Sent Items Update succeeded.

It may happen at times that the configuration ends up with errors. In such a case, the program will display which steps failed (marked with Failure) (Fig. 15.).

Exchange Rules - SIU configuration failed big.
Fig. 15. Configuration of Sent Items Update failed.

The errors may be associated either with inability to locate your server or incorrect Administrators account credentials entered in the Account credentials step. In such cases go back to these steps of the wizard and make sure to enter data correctly.

As the error may also refer to the inability of granting impersonation rights automatically thus failing to test these rights, you will have to grant the account you use such rights manually.

After failing to grant impersonation rights, the program will not attempt to test rights. In such a case, you will be instructed to set the rights manually (Fig. 16.).

Exchange Rules - Impersonation rights failed.
Fig. 16. Granting impersonation rights failed.

If, however, the rights were successfully granted but the wizard failed to test the rights automatically, you will be able to test them manually by clicking on Failure. In the failure notification window, hit click here and in the window that opens enter or select one of your users' account and click Test (Fig. 17.).

Exchange Rules - Test impersonation small.
Fig. 17. Testing impersonation rights.

After successful configuration of Sent Items Update, its options will be enabled (Fig. 18.).

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Fig. 18. Sent Items Update options enabled.

Info

Once the Sent Items Update is configured on the first Administration Panel, there is no need to configure it on any other instance of the program within your organization as its configuration will be propagated automatically. Only thing you have to do is restarting other panels, and SIU will already be configured.

First two fields from the top give general info and are associated with:

  • Sent Items Update status - shows if the service is turned on / off. The button located next to this field may be used to switch the feature on or off at any point.
  • Account - shows the current account the service works under. By clicking Change, you may reconfigure the service to work under a different account using the wizard.

Besides status and account information, Sent Items Update offers three options related to the way the messages will be updated in the Sent Items folder.

Senders scope

This option allows the definition of users whose sent messages will be updated in the Sent Items folders. Once Sent Items Update is enabled, by default all mailboxes will be updated. However, you may change settings and define the exact scope of mailboxes to be updated or excluded from the update. Click Change next to the Senders scope field and the Scope of updated mailboxes window will show (Fig. 19.).

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Fig. 19. Changing the senders' scope.

If you decide to Update mailboxes from the list below only, only the chosen mailboxes will be updated. On the other hand, once selecting Update all mailboxes except the ones from the list below, all mailboxes will be updated except those added to the list. To add a user to either option, click the Add button and choose between domain user and group (Fig. 20.). To remove a user or group from the list, click Remove.

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Fig. 20. Changing the scope of mailboxes.

Create a copy of the original message when updating Sent Items

This checkbox is not marked by default and enables to keep the original message in the Sent Items folder after it has been processed by CodeTwo Exchange Rules. As a result, there will be two messages in this folder - the first is the message before processing, the second is the message after processing by the program with a defined action applied.

If a message splitting is activated, apply changes to all split messages and save them in Sent Items

If a message is addressed to multiple recipients who match different rules, the program will show all the messages in the Sent Items folder of the particular mailbox, as they have been split by CodeTwo Exchange Rules at the server in order to deliver different footers to different recipients. Note that this option will be grayed out (Fig. 21.) if the Message splitting in Settings has not been enabled.

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Fig. 21. Split messages addressed to multiple users checkbox disabled.

See also

Message splitting - this Knowledge Base article describes how to configure the program to update emails including signatures / disclaimers in the Sent items folder of the particular mailbox if the given message was sent to various recipients encompassed by different rules.

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