Creating a Message Annotation

 

References to Web policy content are only available when a Web Gateway is included in the peer group.

Message Annotations can be created and referenced from an Annotate the Message action in the What To Do? section of any content rule.

To create a new Message Annotation or modify an existing one:

  1. From the Policy Center Home page, click Message Annotations. The Manage Message Annotations page appears.
  2. Either click New adjacent to the Message Annotations header or select an existing Message Annotation from the list and click Edit. The Modify Annotation page appears.

  3. The Overview area enables you to provide a name and optional notes for the Message Annotation. To edit these details:

    • Move the mouse pointer over the Overview area and click Click here to change these settings.
    • Edit the Name if required. Clearswift Gateway provides a default name. Change this to something more meaningful, if required.
    • Edit the Notes if required. You can insert, change, or delete text in this field, which is empty by default.
    • Click Save.

  4. The Annotation Content area defines the text of the annotation in plain and HTML formats. To define the text of the annotation:

    • Move the mouse pointer over the Annotation Content area and click Click here to change these settings.
    • In the Plain Format drop-down box, type the annotation text you wish to appear in the plain-text body of the message.

    • In the HTML Format drop-down box, type the HTML text you wish to appear in the HTML body of the message. The toolbar in the HTML Format area provides options for inserting HTML code (click ) and for viewing either the raw HTML or the text as it will appear by repeatedly clicking .

      Token Description
      %ADMIN%

      The administrator account email address used by the Policy Engine.
      %DATE%

      The date the original message was sent.
      %DETECTED%

      Items detected by the What To Look For? clauses in invoked content rules.
      %MODIFIED%

      Content rules that triggered, and hence modified the message.
      %POLICY%

      A list of the content rules invoked on the message.
      %RCPTS%

      A list of the recipients. (This is a concatenated list of all the "Recipient" responses.)
      %RECOGNISED%

      A list of the Clearswift Gateway format managers that recognized formats in the message (such as SMTP, text, HTML).
      %RELEASEDBY%

      The name of the person who released the message.
      %REMOVEDNAMES%

      A list of the names of any removed attachments.
      %RESPONSES

      The values of all the response tokens.
      %SENDER%

      The email address of the sender of the original message.
      %SERVER%

      The Clearswift Gatewayserver email address.
      %SUBJECT%

      The subject of the original message.
      %UNIQUEID%

      The Mail ID: the unique ID Clearswift Gateway assigns to a message.

    • Click Save.

  5. The Annotation Image area allows you to provide an image to be placed above or below the selected Message Annotation.

    • Move the mouse pointer over the Annotation Image panel and click Click here to change these settings.
    • Click Choose File and navigate to the location of your desired image - the same mechanism allows you to replace an existing image.
      The image file must not exceed 40KB in size and must be one of four types: JPG, GIF, PNG, or BMP.
    • Specify a position using the drop-down box next to the Image position label - this controls the relative position that the image should occupy with respect to the annotation text.
    • To delete an existing annotation image, click the Delete icon  and confirm your intentions in the dialog box.
    • Click Save if creating or modifying an annotation image, after which you can review a complete annotation preview.
       Note that you are only able to add images to HTML-based emails, no image is generated in SMTP/text or RTF-based messages.

 

When you have finished modifying your content security policy you must apply the configuration for any changes to take effect. If the Gateways are configured as a group, any group changes should be applied to each Gateway.

 

To use a Message Annotation, reference it from an Annotate the Message What to Do? Action of a content rule.

See also...