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Archive Manager 5.9.6 - Administration Guide

Administration menu Authentication modes Data loaders Download tools Federated Search Instances Groups Index management Logins Security roles Storage location Message tags Proxy credentials Alert Service Policies Exclusion rules Mail servers Mailbox assignment Mailboxes Lync servers Lync user assignment Lync users Reports Message policies Message policy assignments Retention policies Tenants System maintenance Log Viewer Exchange Utility Administering in a hosted Exchange environment Appendix A: Moving database or attachment store Appendix B: Enabling generating publisher evidence

Message policy assignments

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About message policy assignments
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Associate users with a message policy
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Mailbox Search
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Disassociate users from a message policy

About message policy assignments

The Message Policy Assignment screen lets you manage message policies, and apply policies to user mailboxes and (with Exchange only) to mailbox folders.

The Message Policy Assignment screen contains four tabs:

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Default Message Policy
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Inbox Message Policy
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Sent Item Message Policy
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Deleted Item Message Policy
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NOTE: GroupWise does not support different message policies for different folders. In a GroupWise environment, therefore, any entries in the Inbox, Sent Item and Deleted Item tabs are ignored as irrelevant.

Message policies can be applied to mail folders at two different levels:

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Server level: The default policy for all users on the mail server, unless superseded by a user-level policy. Server-level policies can be set through the Archive Manager Administration Web site through the Mail Servers screen. See Edit a mail server.
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User level: Can be defined to override the mail server policy for a particular user or group of users. For example, a user-level policy might be configured to keep messages longer in the mailboxes of senior management and the legal department, or to stop message stubbing for a CEO who doesn't want his or her messages stubbed. User-level policies can be set through the Archive Manager Administration Web site Message Policy Assignment screen, or the Archive Manager Administration Web site Mailboxes screen. For information on setting user-level policies through the Mailboxes screen, see the Mailboxes chapter.

In other words, a user-level policy outranks a server-level policy for the users to whom the user-level policy is applied.

Message policies are applied to folders within a user mailbox differently depending on whether Archive Manager is running in an Exchange or GroupWise environment, as described below.

For an Exchange messaging system:

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At either the server or user level, a Default policy applies to all mail folders in a user mailbox, except where it may be superseded by one or more separate policies for the Inbox, Sent Items and/or Deleted Items. That is, policies defined for the Inbox, Sent Items and/or Deleted Items will supersede a Default mailbox or server policy.
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Other than a Default policy, a policy defined for any folder, at any level, is not automatically applied to its subfolders. But if a policy is applied at any sublevel, it supersedes any policy applied at a higher level.
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Message policies are applied to all archived Outlook item types. Archive Manager archives all Outlook item types except journal entries (activities). In addition to email messages, archived items include: calendar appointments, meeting invitations, tasks, task requests, sticky notes, contacts, and personal distribution lists. However, remember that Archive Manager can delete (in Outlook) only plain email messages, posts, meeting invitations, and task requests. Similarly, the program can stub only plain email messages and posts in Outlook.

For a GroupWise messaging system:

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The Default message policy will be applied to all folders within a given user's mailbox. The GSM does not support different message policies for subfolders below a user’s primary mailbox level.
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Any entries in the Inbox, Sent Item and Deleted Item tabs are ignored as irrelevant, although the tabs do still appear in the screen.

To view the users associated with a message policy

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From the drop-down list, select the message policy: Default, Inbox, Sent Message, or Deleted.
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The users associated with the message policy will appear on the left side of the Message Policy Assignment form.

Associate users with a message policy

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Select a tab on the Message Policy Assignment screen.
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Select a policy from the drop-down list. The screen refreshes and displays a list of the users currently associated with the policy.
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Locate the desired user in the list of users displayed on the right side of the policy tab of the Message Policy Assignment form by doing one of the following:
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Selecting the name of the desired user in the Name field, and then clicking Search.
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Using the Mailbox, Group, or Message Policy search.
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Using the page browsing controls below the list of users to browse for the desired user.
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Select the checkboxes to the right of the users to whom you want to assign the policy.
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NOTE: Although multiple users can be added at once, the users must all be displayed on the same page. If you browse to another page, any selections on the current page will be lost.
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Click Add to <Policy Name> Policy. The selected users are added to the list of users displayed on the left side of the Policy tab of the Message Policy Assignment form.
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