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Need to forward a received email automatically and attach a specific disclaimer.

Posted on 2010-01-05
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Last Modified: 2013-11-30
We are open to ideas on this one.

We are wanting to have a Received an email externaluser@supplierdomain.com (Which we will receive maybe once a month) to forward automatically to an External user externalcustomer@otherdomain.com (who is the Priority) and a few internal users.  We also want this email to have an additional attached email disclaimer.

The received email can be received to any email address.  For example, I can have them send the email to what ever address I want, ie 1234@domain.com (domain.com being our domain) but I cannot have them simply forward this to the External user for political reasons that I cannot change.

The idea that I've had is to create an email enabled group 1234@domain.com
Add internal and the externalcustomer@otherdomain.com contact to this group
I assume this would simply forward to externalcustomer@otherdomain.com and show as coming from externaluser@supplierdomain.com but I would like to see if it is possible to do more.

1 We would prefer this email to show\send from 1234@domain.com when going to externalcustomer@otherdomain.com
2 We would also like to some how automatically attach an additional txt such as an additional disclaimer.

We use exchange 2003

We use Google Postini services to filter and send mail - allows to use a email disclaimer for all out going email.  Assume this will remain - no need to remove or modify this.
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Question by:NiceShotMan
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by:GRDT
ID: 26182132
Hi There,

This sounds like you should be able to create a server side rule in outlook to automatically forward any email received from externaluser@supplierdomain.com to an internal distribution list and the external address externalcustomer@otherdomain.com .  In theory, it should not append the disclaimer to the local dist list, but should to the externalcustomer@otherdomain.com address since it will have to forward through your postini account. (you should be able to control if the disclaimer is applied to forwarded emails etc..)

It should satisfy your requirements to
A: come from your address (the one it was sent to)
B: Append the disclaimer
C: Send internally and externally

If you needed the disclaimer added to the internal recipients also, you would probably need to set up an external distribution list somewhere and send to that.

Does that sound like something that would work for you?
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by:NiceShotMan
ID: 26207456
For some reason there seems to be an issue with server-side rules sending to external contacts.  I've read that this is by design, but not sure.
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by:GRDT
ID: 26209264
Ahhh.. I guess I haven't tried that... If you add the external contact to a distribution list, and set the rule up to send to that, it would get around the rule not sending, but I am not sure if it would Append the disclaimer or not.. I think it should, but not sure.

Have you tried that yet?
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Author Comment

by:NiceShotMan
ID: 26213108
That is a good idea I will try.  I will note that I also have a user who has set to already forward (AD user delivery settings) to an external smtp address.  When the server-side rule sends to this user, it does Not however go the the external smtp address.  Interesting though.
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by:GRDT
ID: 26214806
I was just at a client with a 2003 Exchange server and tried this and it failed both when forwarding to an external address and also when forwarding to an address with that contact.

Hmmm.. Sorry about the bad info.. Will have to sleep on this one.
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by:NiceShotMan
ID: 26297435
Thanks.  I've set up a simple distro group to Forward to the receipients.  But, this is a band-aid and not exactly what I need to do.

As for attaching a different sig\disclaimer - I've found another application that will do this - so were good to go there.

Really looking forward for an Auto send to external client smtp email address.  It seems so simple so thinking that I'm missing something.
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NiceShotMan earned 0 total points
ID: 26445637
Looks like by design this cannot be done.
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