Mimecast Synchronization Engine - Managed Folders

This article outlines how to use the Managed Folders feature for Mimecast Synchronization Engine. Managed Folders allow you to configure a combination of policies to take action on messages in specific mailbox folders. Message Action options include Exchange Delete, Expire View, and Archive Purge.  

Prerequisites

Ensure your Mimecast implementation is ready for the Exchange Managed Folders feature by having the following services up and running on your account before you start:

• Journaling: This ensures internal messages and inbound messages sent to a distribution list are available in the Mimecast archive and load when selected from the Archive Folders view created by Mailbox Folder Replication.
• Legacy Data Ingestion: This ensures all messages in your user's mailbox from before the time that Journaling was enabled with Mimecast are available in the Mimecast archive and load when selected from the Archive Folders view created by Mailbox Folder Replication.

If a message cannot be discovered in the archive or the mailbox being processed does not have permission to load it, when the Exchange Managed Folders feature runs its checks, the message will not be deleted from the mailbox.

Considerations

The following considerations apply to managed folder tasks:

• The first time a mailbox is processed, many messages may be older than the "Exchange delete messages older than" time span specified in the Managed Folders definition.
• This can take a long time, depending on how high this number is and how many items are in the mailbox.
• The next time a mailbox is processed, the number of candidates to be deleted will likely be significantly lower, reducing the time to process the mailbox.
• As message candidates to be "managed" are identified, the Exchange task sends a request to the Mimecast archive to check that the message is archived and that the user of the requesting source mailbox has permission to access the message.
  • If the message is confirmed, it is managed.
  • If the message is not confirmed, the message is not managed.
  • Requests for messages not found can cause extended delays in processing time. It is important only to run managed folders tasks when all Exchange messages are known to be in the Mimecast.

Policy Types

In a Managed Folder definition, it's possible to configure any combination of the following three policy types:

• Mimecast Managed Folders: New folders created in a mailbox by the Managed Folders Exchange task. Users will move messages to these folders, and the Administrator-defined policy is applied.
• Exchange Well-Known Folders: Inbox, Sent Items, Deleted Items, and Junk Mail folders. The administrator-defined policy is applied to messages found in these folders.
• Default Policy: An administrator-defined policy that is applied to all folders in the mailbox. Where there is a Mimecast Managed Folders or Well-Known Folders policy also configured in the definition, these folders are exempt from the Default policy.

Messages Actions

For each of the above policy types, three actions can be defined:

Action	Description
Exchange Delete	Messages can be deleted from the Exchange mailbox after an administrator-defined number of days. The delete actions available are: Hard delete: the message is deleted, bypassing the Exchange dumpster. Consequently, these messages are unavailable using the Exchange Recover Deleted Items feature. Soft delete: the message is deleted, but the Exchange dumpster feature is honored. Consequently, these messages can be restored by an end user using the Exchange Recover Deleted Items feature. Move to Deleted Items: messages are moved to the Exchange Deleted Items Well-Known folder. Take no action: the message is not deleted from the Exchange mailbox. This setting triggers the Expire View or Archive Purge action without removing the message from the Exchange mailbox.
Expire View	Message content (not metadata) is expired from view for end-users (not administrators using the Administration Console). Messages subject to this condition: Will continue to return in end-user searches; however, the message body and any attachments will not be available to the user. Are still available to any other sender/recipient have not had the policy applied to their mailbox. Are still available for administrators using the Administration Console.
Archive Purge	The expiry date of message content and metadata is adjusted in the Mimecast archive; the following logic applies: The expiry date can either be reduced or extended. A message is purged by adjusting the expiry date of the message, as defined when the message is received by mail in transit or your journal feed. If the Purge from Archive Policy extends the existing expiry of a message, the expiry will be extended when it is updated from any source mailbox. However, if suppose the archive purge policy reduces the existing expiry of the message, the purge instruction must be received from all internal senders and recipients of the message for the expiry to be adjusted. Once a message is purged, it's unavailable to end users and administrators.

Process Order

When a Managed Folders definition processes a mailbox, folders are processed in this order:

1. Mimecast Managed Folders: If defined, any Mimecast Managed Folders are the first folders to be processed.
2. Well-Known Folders: If defined, the next folders processed are the Exchange Well-Known Folders. These can be the Inbox, Sent Items, Deleted Items, or Junk Mail folders.
3. Default Policy: The default policy is processed if defined.

• • If defined, the Default Policy does not process Mimecast Managed Folders.
  • If defined, Well-Known Folders are not processed by the Default Policy.
    • If no Well-Known Folder policies are defined, these folders will be subject to the Default Policy.

Considered Mailbox Items

For details on what IPM Class Types are replicated and any available overrides, please see the relevant section of the following article: Mimecast Synchronization Engine - FAQ.

Configuring Managed Folder Definitions

Managed Folders is an extremely powerful and flexible feature with the potential to be destructive if misconfigured. Ensure you read the guidance provided carefully to prevent the unwanted destruction of your users' messages. If in any doubt, contact your Mimecast Account Manager or our Support teams for assistance.

The Managed Folder Definition comprises a Default Policy, a Well-Known Folder Policy, and a Mimecast Managed Folder Policy. To start building your definition:

1. Log in to the Mimecast Administration Console.
2. Navigate to the Archive | Exchange Services menu item.
3. Select Managed Folders from the Exchange Definitions drop-down.
4. Click on the New Managed Folders Definition button.

Configuring the Default Policy Types

The default policy in the Managed Folders definition applies to all mailbox folders that do not have a Well-Known Folder or one of the Managed Folder policy types configured. This policy is set to take no action by default, as specified in the Default Folder Properties section. Follow the steps from the relevant section(s) below to configure the settings for each policy type.

Exchange Delete Settings

1. Deselect the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
2. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
3. Choose the Exchange Delete Action.
4. Enter an Exchange Lifespan (Days) value. This specifies the days after receiving the message that the Exchange Delete Action will apply.
5. Optionally select Delete Unmatched Items.

This is not recommended and will delete messages regardless of their archive status.

6. Select Save and Exit.

Expire View Settings

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end user that has the policy applied. Messages subject to this condition:

• • It will continue to return in end-user search, but the message body and any attachments will not be available to the end user.
  • Are still available to any other sender/recipient without a policy applied to their mailbox.
  • Are still available for Administrators using the Administration Console.

3. Select Save and Exit.

This triggers when the message is applicable for the Exchange Delete action.

Purge from Archive Settings

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

1. Select the Purge from Archive Policy checkbox. This reveals the Purge from Archive settings.
2. Enter the Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire.

The Purge from Archive Policy adjusts the expiry date of a message when it is received by mail in transit or journal feed. If the expiry extends, it will be extended when updated from any source mailbox. If the expiry reduces, the purge instruction must be received for all internal senders and recipients of the message to adjust the expiry. Once a message is purged, it is unavailable for end users or administrators.

3. Select Save and Exit.

This triggers when the message is applicable for the Exchange Delete action.

Configuring Well-Known Folder Policies

Well-Known Folder policies can be applied to the Inbox, Sent Items, Deleted Items, and Junk Mail folders. When you add a Well-Known Folder policy to a Managed folder's definition, messages discovered in the Well-Known Folder are exempt from the settings defined in the Default policy.

To add a Well-Known Folder policy to your Managed Folders definition:

1. Open the Managed Folders definition from the Managed Folders definition list.
2. Select the Manage Retention Folders button.
3. Select the New Retention Folders button.
4. Select the Exchange folder to which you want to apply the policy from the Folder Type drop-down list.
5. Select / De-select the Recurse Subdirectories check box to define if you want to include subfolders of the Well-Known Folder in the policy.
6. Select Save and Exit.

The policy is set to take no action by default, as specified in the Normal Retention (no policy) check box. To edit this, deselect this check box to reveal the Exchange Delete Policy.

Exchange Delete Settings

1. Deselect the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
2. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
3. Choose the Exchange Delete Action.
4. Enter an Exchange Lifespan (Days) value. This specifies the days after receiving the message that the Exchange Delete Action will apply.
5. Optionally select Delete Unmatched Items.

This is not recommended and will delete messages regardless of their archive status.

6. Select Save and Exit.
7. Repeat these steps for each Well-Known Folder you want to include in the definition.

Expire View Settings

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end-user that had the policy applied. Messages subject to this condition:

• • Will continue to return in end-user search; however, the message body and any attachments will not be available.
  • Are still available to any other sender/recipient without the policy applied to their mailbox.
  • Are still available for Administrators using the Administration Console.

3. Select Save and Exit.
4. Repeat these steps for each Well-Known Folder you want to include in the definition.

This triggers when the message is applicable for the Exchange Delete action.

Purge from Archive Settings

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

1. Select the Purge from Archive Policy checkbox. This reveals the Purge from Archive settings.
2. Enter a Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire. 

The Purge from Archive Policy adjusts the expiry date of a message when it is received by mail in transit or journal feed. If the expiry extends, it will be extended when updated from any source mailbox. If the expiry is reduced, the purge instruction must be received for all internal senders and recipients of the message to adjust the expiry. Once a message is purged, it is unavailable for end users or administrators.

1. Select Save and Exit.
2. Repeat these steps for each Well-Known folder you want to include in the definition.

This triggers when the message is applicable for the Exchange Delete action.

Configuring Managed Folder Policies

Mimecast Managed Folder policies create a new folder in the user's mailbox, exempting messages discovered in the Managed Folder from the settings defined in the Default policy.

To add a Mimecast Managed Folder policy to your Managed Folders definition:

1. Open the Managed Folders definition from the Managed Folders definition list.
2. Enter a name for the Managed Folder Root. This folder is added to the Mailbox under the root (at the same level as the Inbox and other well-known folders). Each Mimecast Managed Folder added to the definition is added as a subfolder of this.
3. Select the Manage Retention Folders button.
4. Select the New Retention Folders button.
5. Select the Mimecast Managed Folder option from the Folder Type drop-down list.
6. Enter a name for the folder in the Managed Folder Name text box. Use a name that describes the action defined in the policy so your users know what the folder is for.
7. Optionally add notes in the Managed Folder Info text box.

User-created subfolders of a Mimecast Managed Folder are always included in the Managed Folder policy.

The policy is set to take no action by default, as specified in the Normal Retention (no policy) check box. To edit this, deselect this check box to reveal the Exchange Delete Policy.

Exchange Delete Settings

1. Deselect the Normal Retention (no policy) check box. This reveals the Exchange Delete Policy.
2. From the Retention Lifespan drop-down list, select whether the policy should be based on the message sent date or the date the message was dropped into the Managed Folder. 

Drop dates are calculated from the first time the Managed Folders Exchange task discovers the message in the folder.

3. Select the Exchange Delete Policy check box. This reveals the Exchange delete options.
4. Choose the Exchange Delete Action.
5. Enter an Exchange Lifespan (Days) value. This specifies the number of days after the date defined in the Retention Lifespan setting that the Exchange Delete Action will apply.
6. Optionally select Delete Unmatched Items. 

This is not recommended and will delete messages regardless of their archive status.

7. Select Save and Exit.
8. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

Expire View Settings

If you want to expire message content (not metadata) from view for end users (not Administrators using the Administration Console) after a period of time, additionally follow these steps:

1. Select the Expire View Policy checkbox. This reveals the Expire View settings.
2. Enter an Expire from Archive View (Days) value. This specifies the number of days after the message was received that the message content will no longer be available to the specific end-user that had the policy applied. Messages subject to this condition:

• • It will continue to return in end-user search, but the message body and any attachments will not be available.
  • Are still available to any other sender/recipient without the policy applied to their mailbox.
  • Are still available for Administrators using the Administration Console.

1. Select Save and Exit.
2. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

This triggers when the message is applicable for the Exchange Delete action.

Purge from Archive Settings

If you want to adjust the expiry of messages in the Mimecast archive, additionally follow these steps:

1. Select the Purge from the Archive Policy checkbox. This reveals the Purge from Archive settings.
2. Enter a Purge from Archive (Days) value. This specifies the number of days after the message was received that the message will expire. 

The Purge from Archive Policy adjusts the expiry date of a message when it is received by mail in transit or journal feed. If the expiry extends, it will be extended when updated from any source mailbox. If the expiry reduces, the purge instruction must be received for all internal senders and recipients of the message to adjust the expiry. Once a message is purged, it is unavailable for end users or administrators.

3. Select Save and Exit.
4. Repeat these steps for each Mimecast Managed Folder you want to include in the definition.

This triggers when the message is applicable for the Exchange Delete action.

Apply Policy to the Managed Folder Root

This feature was added in the Mimecast Synchronization Engine version 2.9.1 and is only supported in this version and later releases.

Create a Managed Folder policy and ensure the name in the Managed Folder Name text box is identical to the name in the Managed Folder Root. When the Mimecast Synchronization Engine detects this, the policy will be applied at the root level, providing the added benefit of enforcing the policy at this level in a mailbox.

Next Step(s)

If you have not already done so, you must configure a Schedule for the Exchange Task outlined in the two articles below. 

1. Create an Exchange Task in the Administration Console. This is where you select your definition and schedule and apply it to group(s) and/or users.

2. Create a Task Schedule in the Administration Console. This is where you define when the Task Schedule runs.