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SmartAttach

This powerful feature lets you extract email attachments to groupware and replace them with URLs within email bodies. Pre-defined text with a link to the appropriate folder is added into an email body (its header or footer respectively). Pre-defined text files can be of either HTML or plain text formats. When the filter is active, this action is performed with both incoming and outgoing emails. So sending out large mailing lists with big attachments (up to 2GB) is not an issue anymore.

Content Filters are used to define the conditions when SmartAttach is performed. These filters parse emails and perform various actions with their content, headers, footers, attachments, etc.

Why to Use SmartAttach Filter

There are these reasons for the filter use:

Example

Users use mailing lists. These lists can be very extensive. Users do use them regardless of the fact that some recipients (servers) can use attachment rejection policy. The SmartAttach filter is the solution.

File Folders

The file folders are connected to defined accounts. Folder names are to correspond with the file directories. It is possible to define any amount of file folders. For information about IceWarp WebClient's File folders, refer to the IceWarp WebClient section.

Variables in Pre-defined Text

These variables can be used in the resulting email after the SmartAttach content filter has been applied for creation of links that refer to extracted files.

Supported variables are:

Email Example

smart_mail_links

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NOTE: Email messages have this look, when they are sent as HTML text ones. When sent as plain text messages, their look is little bit different.

On-server Setup

To set this filter, do the following:

  1. In the navigation pane, click the Mail Service – Filters nodes.

    In the Filters node – Content Filters tab click the Add… button.

    The Rule dialog appears.

  2. Do one of the following:

    • To apply SmartAttach globally for all system accounts, select the All messages, or Where message contains attachment, in the Conditions frame.

    • To apply SmartAttach for a domain or selected user(s), select Where sender matches some words and specify either the domain name or user names.

    • To apply SmartAttach based on attachment size, add the condition Where message is size, click size in the lower pane and define the size limit.

    NOTE: If you enable SmartAttach for multiple recipients using multi-select condition within a single content filter, they will all share a common storage and other settings as defined further.

    smartattach_dialog

  3. Select the account under which attachments will be saved, so that you can manage them in one place in case of groups and domains.

    On the right side of the Account field, click the button.

    The Select Item dialog appears.

    From the Domain combo box, select the appropriate domain. From the Account type combo box, select the appropriate type. In the frame, select the appropriate account and click the Select Account button.

    The SmartAttach dialogue box appears again.

  4. Into the Files Folder field, write the folder name where to store the attachments within the mailbox folder tree of the above respective account. The default directory used by IceWarp WebClient for attachment storage is IceWarp\mail\[domain]\[account]\~gw\attachments\.
  5. Into the Expiration (Days) field, write number of days attachments will be stored for. The attachments will be removed automatically after the specified time. Use 0 for unlimited expiration (never deletes attachments automatically).
  6. If you want to enable anonymous access, select the Anonymous access check box, otherwise the recipient will need to authenticate with the credentials of the above selected account in order to download the attachment.
  7. If you wish to customize the format of the resulting email by defining own headers and footers, click the Header/Footer... button and locate text (any extension) and HTML (html extension) parts of your customized header and footer.
  8. In the Rule dialogue box, fill in the rule name into the Title field and click OK.

    In the filter frame, the new rule name appears.

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NOTE: If you want to use SmartAttach, WebDAV has to be active and its URL has to be set properly.

IceWarp WebClient

As a domain (or server) administrator, you can enforce domain (server respectively) users to use SmartAttach within the Administrator Options dialog – Mail – Default tab.

Select the appropriate value of an attachment size from the Use SmartAttach list. (Yes means that all attachments will be extracted. Do not forget to tick check boxes, if they are not.)

mail_default_smartattach_new

Users can set this function for themselves on the same tab of the Options dialog. The extracted attachment is saved into the user's Files folder.

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NOTE: If both the server SmartAttach content filter and WebClient SmartAttach are applied, the extracted attachments are stored within individual user's File folders. The appropriate path is similar: IceWarp\mail\[domain]\[user]\~gw\attachments\.

URL Shortener

Each SmartAttach URL is shortened to a 10 character one. The Google URL shortener and ur.ly (default) are supported. When a message is sent as HTML, it looks as in Email Example (above). When sent as a plain text message, its look is similar to this one:

smart_mail_links_plain

This feature can be disabled via AIP console. The appropriate variable is c_smartattach_urlshortenerfortickets.

"Hidden" SmartAttach

For end users, it can be a bit annoying/confusing to have to deal with the SmartAttach information shown above. IceWarp Server provides the feature that moves attachment links to the the Attachments field. The SmartAttach technology is still used but the SmartAttach information text is not present.

New email message headers are used:

X-IceWarp-SmartAttach: size=; name=""; url=""; [all="true"]

One header is used for each attachment plus one for Download All. IceWarp Server deals with these links and places attachment links properly. In the message HTML code, the <div class="smart-attach">....</div> tag is used. When the server recognizes SmartAttach headers, this tag (that includes whole SmartAttach HTML header) is hidden.

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NOTE: Third parties servers that do not support this enhanced SmartAttach feature, use the usual SmartAttach as shown above.

In This Section

SmartAttach Customization

See Also

Sharing Concepts

User Groups

Shared Items

Access Rights

Scheduling and Resource Management

Time Zones

WebFolders

SmartDiscover

Global Address List (GAL)

Miscellaneous

Sharing Examples