Using message disclaimers in Domino
Since the introduction of EU regulations on disclaiming email, the use of message disclaimers in Domino has become more prevalent in the EMEA region. Message disclaimers are notices (usually short text blocks) that are added to email messages. They are often used by organizations in an attempt to protect the organization's legal interests.This article will try to address issues you may have regarding the setup and use of message disclaimers in Domino.
As it is not a requirement to disclaim messages to internal users in an organization, Domino is designed to only disclaim messages that are destined for Internet addresses through SMTP. The messages can be disclaimed either by the Domino server itself or by the Notes client. Which one to use becomes a matter of performance capability over storage capacity:
Setting up message disclaimers
- When the server disclaims a message, the message has to be rewritten by the server to append the disclaimer text. This process can also involve "best match" or "unicode" selection for multilingual messages.
This is a performance consideration.
- When the client disclaims a message, the disclaimer is added at Send time. If the Notes user has set the option to save sent mail, each disclaimed message will have a copy of the disclaimer in the mail file.
This is a storage consideration.
To use disclaimers in a Notes/Domino environment, you must have a Mail Policy Settings document which is associated with a specific policy, organizational or explicit.
Figure 1: Message Disclaimer settings in the Mail Settings policy document
- Field 1: Only enable this setting if you wish for the client to add disclaimers.
- Field 2: This is the disclaimer text. The field can be plain text or HTML as identified in Field 3.
HTML text should be entered as inline HTML. You should not code HTML, HEAD or BODY tags.
- Field 3: Specifies the format of the text; HTML or Plain Text.
- Field 4: Will the disclaimer text go at the bottom (append) or the top (prepend) of the message.
- Field 5: When the disclaimer process encounters a multilingual Internet message, what character set should be used. Best Match or Unicode.
You can now set up or modify a policy to include the Mail Settings defined above. The policy can be organizational or explicit. Organizational policies can be defined down to the organizational unit, so it is possible to have separate disclaimers defined for different divisions.
Enabling message disclaimers on the client
To enable the Notes client to add disclaimers, modify Field 1 in Figure 1 above and select Enabled. To enable this setting immediately, issue "Tell AdminP Process Mailpolicy" on all mail servers. This will update the policy in the affected users' mail files. The Notes client should be logged out and logged back in to refresh the client settings.
Enabling message disclaimers on the server
Disclaimers will only be added by the outbound Domino SMTP server. To enable the Domino SMTP server to add disclaimers, modify the Configuration Settings document as shown:
Figure 2: Configuration Settings document
If you wish to enable disclaimers for S/MIME signed or encrypted messages, you should be aware that it may prevent recipients from validating the signature or decrypting the message.
Using HTML in message disclaimers
HTML, HEAD and BODY tags should never be used within the HTML content for message disclaimers. Using these tags can cause the disclaimer to be treated as a complete message. See TN
for further details.
Currently, it is not possible to add images to a disclaimer, however, the HTML code can be used to point to an image that is available on the Internet.
When using non-ASCII characters in a disclaimer, it may be that recipients will see the characters replaced with &#nn;. This is a result of a rendering issue on the recipient's mail client. To avoid these issues, it is best to use the HTML character entity. For example, for the character é, enter é Using the HTML character entity will also avoid multilingual messages being generated by the disclaimer process, since the encoding only uses ASCII characters. A HTML character entity reference is available on Wikipedia