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.
By default, the Sent Items Update service is disabled after a fresh installation and needs to be configured to start updating sent emails.
The Sent Items Update feature works as a separate Windows service that is installed together with the program. It accesses user mailboxes and updates them according to your rules (for example, adds signatures). The update process usually takes a few seconds.
The Sent Items Update service is accessing the mailbox of an original sender to update messages. Therefore, if a message is sent by a distribution group or any other object that does not have a mailbox, it cannot be updated.
The SIU service runs under the Local System account and works independently of 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 the credentials of a user account to authenticate with EWS. To fulfill these requirements, the organization's admins can:
- provide any existing, active user account credentials (e.g. if they have a dedicated service account to be used with third-party software, or they want to use administrator's credentials)
- or create a new account for the service
- or allow the software to create a new, dedicated user account automatically. The autoconfiguration option is not available in hybrid environments - in such environments, admins need to provide the account credentials manually.
The account to 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),
- should be in a working condition (it cannot be disabled, needs to have a valid password, etc.),
- in the case of hybrid environments, the account must also be either a member of the Organization Management group or 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 the SIU configuration but must not use a 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 on on-premises servers (when a local, non-federated domain is used) or for mailboxes on Exchange Online servers (when an Office 365 domain is used, that is *.onmicrosoft.com).
- Accounts that have multi-factor authentication enabled in Office 365 are currently not supported.
If you choose the automatic configuration of the SIU account (available for on-premises setups only), an account fulfilling all the above requirements will be created automatically by the Sent Items Update configuration wizard. If you want to assign the account manually, the software will only verify and, if necessary, add impersonation rights to the account you selected.
Be aware that, in any case, to configure the Sent Items Update service correctly you must be logged on to the system with an account that is a member of the Domain Admins group. This is required because the software that runs under your account will attempt to assign impersonation rights or to create a new user, depending on how you configured it. For either of these two actions, the Domain Admin permissions are required.
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.).
|Fig. 1. Opening the Sent Items Update configuration wizard.|
|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.
|Fig. 3. The Sent Items Update configuration wizard, hybrid environment 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.
|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.
|Fig. 6. The Sent Items Update configuration wizard, hybrid environment account setup.|
|Fig. 7. The Sent Items Update configuration wizard, on-premises account auto-setup.|
|Fig. 8. The Sent Items Update configuration wizard, on-premises account manual setup.|
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.).
|Fig. 9. Choosing a domain to search for the Administrator's UPN.|
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.).
|Fig. 10. The Sent Items Update configuration wizard, granting and testing impersonation rights in hybrid 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.
|Fig. 12. The Sent Items Update configuration wizard, hybrid 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.).
|Fig. 14. Configuration of Sent Items Update succeeded.|
After successful configuration of the Sent Items Update, the service's settings will be enabled in the Program settings window (Fig. 15.).
|Fig. 15. Sent Items Update options enabled.|
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.
In the SIU settings window, the first two fields provide a general information about the service:
- 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
- Create a copy of the original message when updating Sent Items
- If a message splitting is activated, apply changes to all split messages and save them in Sent Items
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. 16.).
|Fig. 16. 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. 17.). To remove a user or group from the list, click Remove.
|Fig. 17. Changing the scope of mailboxes.|
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 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. 18.) if the Message splitting in Settings has not been enabled.
|Fig. 18. Split messages addressed to multiple users checkbox disabled.|
Errors during configuration
|Fig. 19. 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.
An error may also refer to the program’s inability to grant impersonation rights automatically, resulting in a failure to test these rights. In such a situation, you will be instructed (Fig. 20.) to assign impersonation rights manually.
|Fig. 20. Granting impersonation rights failed.|
If 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 the Failure link on the right. In the failure notification window, press click here and in the window that opens type or select one of your user accounts and click Test (Fig. 21.).
|Fig. 21. Testing of impersonation rights.|
If you use Microsoft Outlook, emails in your Sent Items folder might occasionally not be refreshed and displayed correctly. This is usually caused by Outlook's default behavior in the Cached Exchange mode, and is not related to the SIU service. See this article to learn how to solve this problem.
Message splitting - this 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.