Knowledge Base

How to use Journaling together with CodeTwo Exchange Rules

Problem:

How to use Journaling together with CodeTwo Exchange Rules?

Solution:

CodeTwo Exchange Rules 2007, 2010 and Pro feature the Sent Items Update service, which allows end-user to view changes made to messages by the programs on Exchange in the Sent Items folders. It is also possible to split messages addressed to multiple recipients who match different rules and therefore receive different messages. If message splitting is used together with Journaling on the server, the result might be that some messages are duplicated in the Sent Item folder.
The duplication issue described here does not occur in the newer versions of CodeTwo Exchange Rules (versions 2007 4.x, 2010 3.x, 2013 2.x, 2016 1.x, 2019 1.x and newer) and CodeTwo Exchange Rules Pro (version 2.x and newer).

Symptom 1

  1. CodeTwo Exchange Rules contains two rules so that messages addressed to internal recipients receive a different signature from the external recipients.
  2. Message splitting is off.
  3. A user sends an external message to a single recipient.

The external message will show two signatures: Internal Signature and External Signature. These signatures are configured in separate rules. This can also be verified in the Sent Items folder.

Symptom 2

  1. CodeTwo Exchange Rules contains two rules that are configured to add different signatures, so that messages addressed to internal recipients receive a different signature from the external recipients.
  2. Message splitting is on.
  3. A user sends an external message to a single recipient.

The Sent Items duplicates the message. The original message contains Internal Signature, the duplicate contains External Signature.

The behavior is the result of the setting of Transport Rules on Exchange, where a BCC user is defined and used in the role of Journaling. The BCC user acts as a container to whom all external messages are copied. When Message Splitting is off, CodeTwo Exchange Rules sees the given message as addressed to two recipients, taking into account the recipient from the TO field plus the BCC user added at the server. Therefore, it adds two signatures to the message, a different one for the TO user and another for BCC user.

If Message Splitting is on, the Sent Items folder shows two messages after updating, the original plus a draft duplicate. Again CodeTwo Exchange Rules sees a given message as addressed to two recipients, taking into account the recipient from the TO field plus the BCC user added at the server. The original (with To recipient) contains the external signature, the duplicate (with BCC recipient) contains the internal signature.

The solution to this is to use the Journaling as recommended by Microsoft instead of the described above, which is a non-standard way. The Journaling must be used in the following way:

  1. Journaling must be activated as a rule in Organization Configuration/ Hub Transport. You can use this tab to configure a different behavior for external messages and internal ones.
  2. Journaling must be activated for MailboxDatabase, but in this scenario you cannot define separate behavior for external and internal messages.

In both configurations CodeTwo Exchange Rules inserts the signatures correctly to external messages when the Message Splitting is deactivated.

You can also try adding the BCC user to Exceptions/ Scope of Senders from the rule inserting the Internal signature. The result is the recipient does not receive duplicated signature in Case 1 above. However, the Sent Items folder will still behave in the way described above.

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