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Exchange Server Rule?

Posted on 2014-12-10
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Last Modified: 2014-12-16
Here is my scenario, sales people in my company are going to use an Outlook template to send an email to their manager to get 'an approval' for orders.  The sales manager will then email their approval back to the sales person.

Based on something in the template as a trigger, how can I save/copy, etc both emails into another mailbox in the event any type of auditing needs to be done?  In other words if someone later on down the road wanted to see copies of the email asking for authorization and a copy of the email granting authorization?  I am thinking I would just like to set up a mailbox to hold some sort of copy of all these template tranactons...kind of like a repository...but not sure how to go about it?

One thing we dont want to have to do (I'm thinking" is to have to include an email in the template itself that would direct copies to the mailbox because then it would be dependent on the 'reply all' feature by all parties...  unless there is a way to hardcode it?

We are trying to keep it as simple and transparent as possible...we are dealing with upper, upper management, so the use of an Outlook 'form' or anything like that is not desirable.  Just want to capture copies of certain emails and hold them in a mailbox in the then event we ever need to look at them.

Thanks for any ideas/thoughts.
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Question by:snyperj
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Expert Comment

by:Jason Lafayette
ID: 40492320
Enable the 'forward it to 'people or public group' rule utilizing the 'Rule Wizard'.

Assuming you are using Outlook, you can create rules to forward messages based on recipient, key words or etcetera.  This will automatically happen and not require any person to do anything once setup.  I don't know how many people are involved, but that seems like your best bet.

Outside of that you will have to do Email Discovery and run it manually at whatever interval you would like.
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by:snyperj
ID: 40493729
We have over 100 sales reps and they use iphones and iPads for mail  in addition to Outlook, so I am not sure an Outlook rule is feasible for this.  What is Email Discovery?
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Jason Lafayette earned 2000 total points
ID: 40494205
Email discovery is what you use typically during a law suit or any other request for messages that require a search across multiple mailboxes.  Now once you do this, it then will save those messages to the discovery mailbox account.  Now I wouldn't recommend using it for a daily event, but if it is for a small stretch of time.

I think their is a way to create a rule for all of your sales people within MS Exchange PowerShell if they're in the same group.
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