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Environment

Netmail Archive 5.2.x (and higher) with Netmail Store (all versions) and Exchange 2010 (or higher)

Synopsis

A new feature in Netmail Archive 5.2 is attachment stripping (a.k.a. Netmail Detach), Netmail's attachment management solution.  The job agent responsible for attachment stripping and re-attachment is the Attachment Management Agent.

Netmail Archive’s Attachment Management jobs can be configured to strip attachments from messages already present in live Exchange mailboxes and transfer them to Netmail Store.  Duplicate attachments (the same attachment sent to multiple recipients in an organization) are stored only once through a process called deduplication.  Each stripped attachment is replaced in the mail message with an HTTP link pointing to the original attachment in Netmail Store.  Users can maintain access to their attachments by clicking the link and downloading directly from Netmail Store.  The Attachment Management Agent also allows previously stripped attachments to be re-attached to their original messages.  This article will explain how to configure a Netmail Archive Attachment Management job to manage email attachments.

 

Note that Netmail Store is required to implement Attachment Management.


Solution

To strip attachments from messages already present in the system, an attachment stripping job must be configured:

  1. From the Netmail Administration console, create an Attachment Management Job by navigating to Archive > Clusters > Clustername> Agents > Attachment Management, and creating a job there.
  2. When the job is selected the Job Settings tab is displayed by default, where basic settings can be specified and policies applied to the job.  Click the Save button to save any changes:




  3. Next, click the Criteria tab > Mode of Operation to select the type of Attachment Management Job. The job can be configured to either Strip attachments from messages or Re-attach attachments to their original messages. Specify the criteria that should be met for attachments to be stripped or re-attached, such as message size, attachment expiration date, or location.  These options are discussed in more detail below.

Strip Attachments:

Allows attachments to be stripped from email messages and placed in Netmail Store. Criteria configuration options are described below:

 

  • Location: from the dropdown list, select the storage location where stripped attachments should be stored. If the list is empty, create a storage location first; the location must be in Netmail Store. Storage locations are configured in the Netmail WebAdmin console, on the Cluster page (refer to the screenshot below) by clicking the Storage tab (instructions for specifying locations is linked here): 

     

     

  • Process from Primary Mailbox: strips attachments from messages in the users' live mailbox.

  • Strip from Archive Mailbox (if present): strips attachments from messages in the users' (Exchange) archive mailbox.

  • Strip attachments only if message size exceeds [x] MB: strips attachments according to total message size. Enter the maximum allowed message size in MB.  Only messages that reach or exceed this limit will be stripped of attachments.

  • Automatically expire attachments after [x] days: sets the length of time (days) that attachments can be viewed after they have been stripped from a message. Once the expiration date is reached, the attachments are deleted (*see important note below). If the number of days is not specified, attachments will be kept in Netmail Store forever.

    *Important Notearchived items are retained for a certain period of time, and items in Netmail Store also have an expiry date. However, there is no direct correlation between archive deletion dates and attachment expiry dates. This means that an archived message can contain a pointer to a stripped attachment in Netmail Store that has already expired. To avoid this, ensure that the lifetime of stripped attachments is longer than that of archived messages.

  • Place links to stripped attachments in the body of the message: if this option is selected, links pointing to the stripped attachments in their storage location will appear in a table within the body of the email message they were stripped from; the table will be in either HTML or plain text format, depending on the message body format. The following information will appear in the table:

    • Name of file(s)

    • Expiry date of the item(s)

    • Size of item(s)

 

The following screenshot shows a mailbox message before attachment stripping was implemented:

 

 

The next screenshot shows the same message stripped of its attachments and where the option to place links into the message body was implemented; note that the message expiry date is listed in the attachment table:

 

 

If the job option to place links into the message body is not selected, the message will look like this:

 


Important: After specifying the Attachment Management Job criteria options, click the Save button to save your settings. If Save is not clicked, these settings will not be saved.

 

b) Re-attach Attachments:

A re-attachment job restores stripped attachments to their original messages so they are again resident there, and not simply linked to from the message body. Configuration options are described below:

 

  • Location: from the dropdown list, select the storage location that holds the stripped attachments to be re-attached to their original messages.

     

  • Strip from Primary Mailbox: re-attaches stripped attachments in their original format to their message of origin in the live Exchange system.

     

  • Strip from Archive Mailbox, if present: re-attaches stripped attachments in their original format to their messages residing in the Archive Mailbox.

     

    Important: After specifying the Attachment Management Job criteria options, click the Save button to save your settings. If Save is not clicked, these settings will not be saved.

     

Notes


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