Idea ID: 2863155

Add ability to set a tag or warning on external mail

Status : New Idea
7 months ago

Ability to add a subject tag or an in-body text warning to in effort to make it obvious to the recipient the message originated from outside the organization.

Examples I've seen are [EXTERNAL] in the subject or a warning inserted in the top of the body/message. 

Our insurance carrier had this as a rating question for Cyber Security coverage. 

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Administration
  • We were using Message Tag to add [External Email] to incoming emails, and had the same problem with the text being added multiple times with replies to the message.  However, this is simple to overcome:

    Use a Message Text filter to filter emails that don't have [External Email] in their subject, and link a Message Tag service to add [External Email] to the subject.  The [External Email] will now only ever be added once.

  • If you use Message Tag, you will change the subject line. If you Add Header Line, you will add hidden contents.

    I filter mails with a special subject and add some header lines. Here are my results:

    Mail body (what users see):

    And now the source file (mime.822):

    Subject has not changed!

    However if you want to see your remarks, then use service "Message Signature" for your incoming mails   

  • adding a header item to leverage GW rule

    3. Not sure what this has to do with your original posted idea. 

    This has been a part of the discussion here by others, it is very much on-topic as an offered solution. I covered the shortcoming of not being able to administratively manage rules without an additional product, but that was left out of the quote/reply. 

    As I mentioned above, you can use SMG's Message Tag service to rewrite the subject line on incoming emails.  That seems to me to solve this idea request.  No GroupWise rule is required, SMG does the work.

    I have tested the message tag service. While it can alter the subject line, there is no intelligence behind it, and doesn't seem suited to the issue at hand. IMO, the intended use is outlined in the documentation, where marking (high probability) SPAM or type of message that likely will be discarded. SMG keeps re-writing/re-tagging subsequent replies to the message, turning the subject line into a mess. If this is the intended use,  it is ham fisted, half implemented, and unacceptable as a solution. 

     

  • For your information:
    I did some tests with outbound mails using Message Tag and Add Header Line.

    Add Header Line will break DKIM,

    Message Tag will not break DKIM!

  •  I think we are getting a bit beyond your original posted "idea", but I will try to respond.

    1. I'm not sure about your comment with tag service and tracking replies.  Probably best to start a new post in the SMG forum to ask about that.

    2. Yes, SMG documentation is poor.  We all wish MicroFocus would give it some attention.

    adding a header item to leverage GW rule

    3. Not sure what this has to do with your original posted idea.  As I mentioned above, you can use SMG's Message Tag service to rewrite the subject line on incoming emails.  That seems to me to solve this idea request.  No GroupWise rule is required, SMG does the work.

    I can't admiratively define a rule across the org

    4. Now I assume you are talking about creating a rule in GroupWise.  To modify rules for everyone, you need a separate product (although that product is included in the Enterprise Messaging suite).  But none of that is necessary if you just want to use SMG to modify the subject line.  So I am not sure where you are going with this and I'm not sure how it applies to your original idea request.