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Enterprise Vault™ Setting up Domino Server Archiving

Last Published: 2022-09-04

Product(s): Enterprise Vault (14.3)

Message author and recipients filters for custom filtering

To match message sender ("From" address) and recipient addresses ("To", "cc", "Bcc" and "Undisclosed" addresses), you can use the message attributes <AUTHOR> </AUTHOR> and <RECIPIENTS></RECIPIENTS>; in the ruleset file outline, message attributes are shown as:

<message_attribute>...</message_attribute>

Note:

Matching attribute values is case-insensitive.

You can specify the actual addresses to match as SMTP email addresses, display names or SMTP domains using the following XML elements (these are represented by the <attribute_value> lines in the ruleset file outline):

<EA>name@domain</EA>
This form can be used to specify SMTP addresses. The value specified must be the complete SMTP email address; if the value specified here is only part of an address, the message will not match. Wildcard characters cannot be used.
If the ampersand character (&) is included in an SMTP address, the character must be replaced with
```
&amp;
```
because & is a special character in XML. For example, the SMTP address admin&finance@ourcompany.com should be specified in the XML file as:
```
admin&amp;finance@ourcompany.com
```
<DISPN>display name</DISPN>
This form can be used to specify display names. As with the SMTP address, the value must be the full display name, without wildcard characters. As display names can take many different forms, it is advisable to include a filter for the associated SMTP address.
An example display name for Domino server messages is:
```
<DISPN>Kevin Smith/exampleorg</DISPN>
```
To match all required messages, ensure that you include all possible variations for a display name. If Organizational Units are included in display names, these must also be specified. For example,
```
<DISPN>Kevin Smith/Sales/exampleorg</DISPN>
```
<DOMAIN>exampledomain.com</DOMAIN>
This form can be used to specify SMTP domains. The value specified can be the full domain or a subdomain. For example, if the following domain value is specified:
```
<DOMAIN>ourcompany.com</DOMAIN>
```
The following addresses will match:
- john.doe@ourcompany.com
- jack.doe@hq.ourcompany.com
- jane.doe@uk.hq.ourcompany.com
but the following address will not match:
- john.doe@hqourcompany.com
<DL>distribution list name</DL>
Use this form when you want to match messages that have been sent to any members of the specified distribution list or group. For example, if a rule contains the following line:
```
<DL>ALL SALES</DL>
```
Then messages sent to any member of the distribution list or group called ALL SALES will match, irrespective of whether the member's name is shown as the Display Name or SMTP address on the message.

The following example shows how you can specify a simple rule to archive and set the retention category "Legal" on any messages sent from anyone in the domain, ourcompany.com, with legal@ourcompany.com or the Notes user, Greg Court, in the recipient list:

<RULE ... ACTION='ARCHIVE_ITEM' RETENTION='legal'>
  <AUTHOR>
    <DOMAIN>ourcompany.com</DOMAIN>
  </AUTHOR>
  <RECIPIENTS>
    <EA>legal@ourcompany.com</EA>
    <DISPN>Greg Court/ourorg</DISPN>
  </RECIPIENTS>
</RULE>

The attribute value operators, INCLUDES= and ALLOWOTHERS=, enable you to define complex filters.

More Information

About distribution lists in attribute values with custom filtering

About creating complex filters using the INCLUDES and ALLOWOTHERS operators