Strip/dump attachments

Strip/dump attachments action in CodeTwo Exchange Rules PRO is used to automatically remove certain attachments and to dump them from messages onto a hard drive. This feature lets the Administrators make sure that unwanted attachments are removed from messages before they reach their destination. Moreover, mailboxes can be significantly slimmed down as attachments are saved to a hard drive. 

If you do not control the flow of attachments in your organization, users may send large files in the internal mail instead of making them available in a shared location or even send sensitive information in attachments. CodeTwo Exchange Rules PRO will watch emails in your organization in case of attachments are transferred in an incorrect way. If you activate the Strip / dump attachment action in a given rule, the program will automatically strip and / or dump attachments that meet specified criteria defined in Conditions

How to configure this action 

To activate this action, click Add in the Actions tab and select Strip/dump attachments (Fig. 1.

ExchangeRulesPRO-StripAttachments1
Fig. 1. Choosing Strip/dump attachments in the Actions tab.

The Strip/dump attachments action will appear on the list of actions while the right pane will show the action's properties. In the properties pane, provide the scope of attachments to be processed, the action that will be triggered, and finally decide how the recipient of the message will be notified that attachments have been modified (Fig. 2.).

ExchangeRulesPRO-StripAttachments2
Fig. 2. Properties pane of the Strip/dump attachments action.

In the attachment scope, specify the range of attachments to be processed. You can choose the action to process all attachments and / or filter the attachments for size and extension. When size or extension have been selected as the criteria, click the Options button to complete the filter configuration. The size filter can work either by checking the total size of all attachments or by checking the size of individual attachments. You will need to specify the size range for the this filter with minimum size and maximum size in KB or MB (Fig. 3.).

On the other hand, if you are about to use the extension filter, you can add a set of predefined extensions related to a particular category (e.g. Office files) or specify them manually, using the Other button (Fig. 4.).

ExchangeRulesPRO-StripAttachments3
Fig. 3. Specifying the size criteria for the attachment filter.
ExchangeRulesPRO-StripAttachments4
Fig. 4. Specifying the extension criteria for the attachment filter.

The next configuration step is the definition of action that will be taken on the attachments that meet the criteria specified in the filter. You can choose to:

  • Save the attachments to disk
  • Save the attachments and delete them from the email
  • Delete the attachments from the email

If you choose to save the attachments, you are asked to specify the additional options: the Target root folder to dump attachments, the Filename pattern and finally the Target folder structure, therefore the attachments are sorted into separate folders. Click the Options button to configure these settings. Once the Options window opens, provide the target folder path to dump attachments in the Target root folder tab (Fig. 5.).

ER Pro 2.x - target root folder.
Fig. 5. Providing the target root folder for dumping attachmenst.

In the Filename pattern tab, provide the action in the case the attachment of the same name or type already exists in the target location (Fig. 6.):

  • Append a unique number to name
  • Overwrite it
  • Do nothing
ER Pro 2.x - filename pattern.
Fig. 6. Providing the filename patterns for dumped attachments.

The same tab will be used to specify the name of the attachments that can consist of dynamic fields related to the properties of the message the attachment is in. If you want to create a more complex name pattern, scroll down and choose Custom. Then pick the dynamic fields to name the saved attachment. Each dynamic field can be further customized by clicking the Properties button.

Finally, the Target Folder Structure tab will let you design a folder structure into which attachments will be saved and sorted. By creating such structure, you make sure that the attachments are never saved to the same folder to avoid overwriting (Fig. 7.).

ER Pro 2.x - folder tree structure.
Fig. 7. Designing the folder tree structure to sort dumped attachments into neat folders.

The last option to configure in this action is the way the recipient of the message will be notified about the modifications made to the message. You can choose from the following actions:

  • Insert notification on top of the message body
  • Insert notification at the end of the message body
  • Insert notification as an HTML file attachment
  • Do not insert notification

If you decide to notify the recipient of the modified message, click the Options button to open the editor and compose the notification message (Fig. 9.). 

Exchange Rules Pro - HTML attachment editor
Fig. 9. Composing the notification for the recipient in the built-in template editor.

After configuring this action, the program will save the attachments included in messages to a local drive and / or remove them from these messages if the defined Conditions are met.

See next

How to compress or remove and store attachments of the specific size in the incoming mail

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