Knowledge Base

How to hide private data from an item but show its creator

Problem:

You wish to hide all personal details from an appointment that will be synchronized with a shared folder but you want to display the information about who created this item.

Solution:

This scenario can be accomplished using CodeTwo Exchange Sync in the following types of tasks: one-to-one, one-to-many and many-to-one.

Very important!
The solution below works only when appointments are marked as private in user's OWA/Outlook (see Fig. 3.).

First, complete configuring the source and target folder(s) in your task. Once this is done, scroll down to the Item modifications section. Click the Add button, select Hide private content from the Modification field and click OK to confirm (Fig. 1.). This modificator will hide all personal details from your appointment. If the entry is already present on the list, you do not have to add it again.

ExSync - Hide private content
Fig. 1. Hiding private content.

However, you also want to include information about the author of the original item. You can do that by appending original mailbox name to the subject of the item. Follow the steps below:

  1. Click the Add button in the Item modifications section.
  2. Set the Modification to Change property.
  3. Set the Property name to Subject.
  4. Use the Insert placeholder button to include {SourceMailboxName}. Let us say that the String template is {Original Text} - {SourceMailboxName}.

    For example, an item Staff meeting #1 created by the account user1, will show up as Staff meeting #1 - user1 in the target folder.

  5. Click OK and then Save.

ExchangeSync-ChangeSubject
Fig. 2. Adding the subject modification.

Be advised that the Change property modificator needs to be located below the Hide private content entry.

From now on, all private appointments synchronized within your task will have personal details hidden, except for the information about who created them. To make an item private, ensure you have selected the Mark as private checkbox in Outlook or OWA (Fig. 3.).

ExchangeSync-MarkASPrivate
Fig. 3. Setting an item to be private.