Setting Routing Policies

One of the most common applications of a Do Not Send routing policy is to bounce a message containing a HIPAA or GLBA policy violation in the subject line and to inform the sender why.

To set a routing policy

1. On the “Status” tab, select a cluster.
2. Select Manage Policies > Routing.
3. Enter a descriptive name in the Label field.
4. Click the From field to expand it and enter the address of the sender.
   For outbound messages, the From field reflects users in your domains. For inbound messages, the From field reflects users outside your domain.
   
   See Defining the Sender and Recipient Patterns for valid values.
5. Click the To field to expand it and enter the address of the recipients.
   
   For outbound messages, the To field reflects users outside your domains. For inbound messages, the To field reflects users in your domain.
   
   See Defining the Sender and Recipient Patterns for valid values.
6. Create or select any glossary entries you want to associate with the policy by clicking .
   
   
7. Select the Send Options affected by this policy.
   
   ZixSelect users or those wanting to use the Microsoft Outlook Confidential flag to encrypt email messages should select the Encrypt & Send and Send Unencrypted options.
8. Enter one or more attachment File Types, or extensions, for which you want this policy to apply.
9. In the Policy Trigger row, select the type of messages to be routed using this policy.
   
   The policy trigger defines which messages are routed.
   • Outbound messages include all messages sent through ZixGateway.
   • Plaintext Inbound messages are any inbound messages except Zix encrypted messages.
     
     Note: For ZixGateway Inbound customers, all email messages coming in to the ZixGateway Inbound appliance are treated as outbound email messages, to trigger full content scanning.
   • Encrypted Inbound messages are inbound VPM S/MIME or ZixVPM encrypted messages.
10. In the Message Action row, select Do Not Send or Send per Policy.
11. If you want anyone notified that the email matched a policy, you must define these persons as routing recipients of the notification message.
    
    Repeat these steps for each recipient of the notification
    1. In the Recipient row, select the recipients of the notification message.

    • Select Sender to send the notification message to the original sender of the email.
    • Select Address to send the notification message to another email address, such as a corporate administrator. Enter the email address of the notification recipient.

    2. In the Send Format row, select whether to include the original message in the notification messages.

    • Original - include the original message in the notification message
    • No Original - do not include the original message in the notification message
    • As Attachment - append the original message to the notification message as an attachment

    3. In the Subject row, select Original or Custom for the notification message subject.
       
       If you want to create a custom subject line, enter the revised subject line in the text box.
    4. In the Message row, select Original (default routing message) or Custom for the contents of the notification message.
       
       If you want to create a custom message, enter your custom message in the Custom Message box.
    5. If you created a custom message, select (highlight) the text and copy it to the clipboard. Then select Text from the drop-down list under the Custom Message text box and paste it in.
       
       This ensures that users receive the message in either HTML or text format, depending on the settings of their email client.
       
       Note: You can also use the Browse button to locate and attach an HTML formatted file or a text file.
       
       ZixCorp recommends that you create the HTML in a text editor or another application instead of typing the HTML directly into the text box. ZixGateway Manager does not verify that you have entered valid HTML code.
    6. Click <Apply>.
       
       The recipient appears in the Recipients list with a summary of the recipient’s definition.
       
       Before leaving this screen, add any additional recipients for this policy.
12. Click <Apply>.
    
    Your labeled routing policy appears in the policy list.
    
    Note: Be sure to verify the recipient information was applied in the Attributes column. You do not receive an error if you do not apply a recipient correctly.

Main Topic

Defining Routing Policies