Strip/dump attachmentsStrip/dump attachments action in CodeTwo Exchange Rules PRO is used to automatically remove certain attachments and dumping attachments from messages onto a hard drive. This feature lets administrators make sure that unwanted attachments are removed from messages before they reach the destination. Also, mailboxes can be significantly slimmed down as attachments are saved to a hard drive and can be accessed via UNC path.
How it works
If you do not control the flow of attachments in your organization, user may send large files in internal mail instead of making them available in a shared location, send classified information in attachments or make some other kind of misjudgement on what could or should not be sent in email (Fig.1.). CodeTwo Exchange Rules PRO will watch email in your organization in case attachments are transferred in an incorrect way. If you activate the Strip/dump attachment rule, the program will automatically strip and/or dump attachments that meet specifed criteria and that are found in messages matching the defined conditions (Fig.2.).
|Fig.1. Message with no rule applied and classified info smuggled in the attachment.|
|Fig.2. Message after applying the rule that removes attachments.|
How to configure this action
To activate this action to the rule, click Add in the Actions tab and select Strip/dump attachments (Fig.3.)
|Fig.3. Choose Strip/dump attachments in the Actions tab.|
The Strip/dump attachments action will appear in the list of actions while the right pane will show the action properties. In the properties pane you provide the scope of attachments to process, the action that will be triggered, and finally you decide how the recipient of the message will be notified that attachments have been processed (Fig.4.).
|Fig.4. Properties pane for Strip/dump attachments.|
In the Attachment scope you specify the range of attachments that will be processed. You can choose the action to process All attachments, filter for Size as well as Name. When 'size' has been selected as the criteria, click the Options button to complete the filter information. First of all, the filter can work either by checking the total size of all attachments or by checking the size of individual attachments. Next, you specify the size range for the attachment filter with minimum size and maximum size in kB or MB (Fig.5.).
|Fig.5. Specify the size criteria for the attachment filter.|
If you choose to filter attachments by name, click the Options button to complete the filter information. The result pane will provide you with a slew of options related to the common attachment types and extensions. Click the Add button to add an attachment type (Fig.6.). If you want to add a custom file extension, choose the Custom option from the bottom of the list. The result pane will let you specify any file type (Fig.7.).
|Fig.6. Choose the common types of attachment files to be filtered out.|
|Fig.7. Choose custom filename types for filtering.|
The next item to configure is the action that will be taken on the attachments that meet the criteria specified in the filter. You can choose to Save attachments to disk, Save and remove attachments from the message, or finally Remove attachments. If you choose to save the attachments, you are asked to specify the additional options i.e. the target location to dump attachments, filename pattern, and folder structure so attachments are sorted into separate folders. Click the Options button to configure. In the result pane, first provide the target folder path to dump attachments in the Target folder tab (Fig.8.).
|Fig.8. Provide the target folder for attachment dump.|
In the Filename pattern tab, provide the action in case the attachment of the name and type already exists in the target location from the available options:
- Append unique number to name
- Do nothing
|Fig.9. Provide the filename patterns for dumped attachments.|
The same tab will be used to specify the name of the attachments that can compose of dynamic fields related to the properties of the message the attachment is in. If you want to create a more complicated name pattern, scroll down and choose Custom to be able to pick up several dynamic fields to be use in the name of the saved attachment file. Each dynamic field can be further customized by clicking the Properties button.
|Fig.10. Build the custom filename pattern from dynamic fields.|
Finally, the Folder tree structure tab will let you design a folder structure into which attachments will be saved and sorted. By creating a layered structure you make sure attachments are never saved to the same folder to avoid overwriting.
|Fig.11. Design a folder tree structure to sort dumped attachments into neat folders.|
The last option to configure in the Strip/dump attachments action is the way in which the recipient of the message is notified about the modifications to the message. You can choose from among the following actions:
- Do not notify the recipients;
- Insert notification to message header;
- Insert notification to message footer;
- Insert notification as HTML attachment.
If you decide to notify the recipient of the modified message, click the Options button to open the template editor and compose the message that will inform the recipient of what have happened to the attachments.
|Fig.12. Compose the notification for the recipient in the built-in template editor.|
After configuring the action in the above manner, the messages that match the Conditions Tab and that contain attachments specified in the action filter will be saved to disk and/or removed by CodeTwo Exchange Rules PRO on the fly.