Ability to Add Custom Text to Incoming Emails
Idea shared by Brent Schroeder - June 27, 2016 at 12:19 PM
Proposed
[Previous title: How do you create warning message for all incoming external emails?]
 
I would like to add a line to any email coming from a domain other than our own with a message similar to the following:
 

WARNING: This email originated outside of OurCompany.

DO NOT CLICK links or attachments unless you recognize the sender and know the content is safe.

Ideally this would be above the actual message, so its the first thing you see when opening an email from any outside network


I have tried using 'Events' to complete this, but there is no action available to add to the message.  Is there any built in way to accomplish this?

10 Replies

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0
Hey Brent!
 
Unfortunately, I don't know of a good way of adding a message to the tops of emails... One thing you could do though is add a prefix to the subject using content filtering. You wouldn't want to enter that entire line, as it'll make the subject pretty long, but something like "External Email" might work. For this, you would set your condition to 'From specific domains' and on the next page, choose 'Does not match' and enter your domain. Then set the action as 'Prefix Subject'. 
 
I wonder if other users might like to see this functionality as well. I could change this thread from a Question to a Proposed Idea to facilitate a feature request. What functionality would you like to see? We could potentially add this to the Events or Content Filtering section -- something that would add a message to incoming emails, either as a prefix to the message or as a footer. 

Andrea Rogers
Communications Specialist
SmarterTools Inc.
(877) 357-6278

www.smartertools.com

0
Make it a proposal, please.
Bruce Barnes
ChicagoNetTech Inc
brucecnt@comcast.net

Phonr: (773) 491-9019
Phone: (224) 444-0169

E-Mail and DNS Security Specialist
Network Security Specialist

Customer Service Portal: https://portal.chicagonettech.com
Website: https://www.ChicagoNetTech.com
Security Blog: http://networkbastion.blogspot.com/

Web and E-Mail Hosting, E-Mail Security and Consulting
0
Yes, please make it a proposal. I have been seeing this more often recently from companies we do business with. I think it's a great & simple way to get users to be a bit more vigilant in opening attachments etc.
0
I've changed this over from a Question to a Proposed Idea. What are your thoughts on how this functionality should be added? Would you prefer to see it in the Content Filtering or Events section? The developers would have a discussion about this, but I'd love to hear your thoughts on it.
 
Thanks,

Andrea Rogers
Communications Specialist
SmarterTools Inc.
(877) 357-6278

www.smartertools.com

2
Insert disclaimer when attachments are included from a list of domains which are not in an exception list. EG: AOL would probably be included because so many people are corrupting / infecting their accounts.
Bruce Barnes
ChicagoNetTech Inc
brucecnt@comcast.net

Phonr: (773) 491-9019
Phone: (224) 444-0169

E-Mail and DNS Security Specialist
Network Security Specialist

Customer Service Portal: https://portal.chicagonettech.com
Website: https://www.ChicagoNetTech.com
Security Blog: http://networkbastion.blogspot.com/

Web and E-Mail Hosting, E-Mail Security and Consulting
1
One note, if I may, with regards to where to insert the note: care should be taken where an how the disclaimer is inserted so as to not ruin the formatting / display of the emails. We`ve had a similar function with another email solution which was inserting a custom disclaimer to emails passing though and depending on the email client used to compose the mails, the formatting would be destroyed in certain cases (probably since the disclaimer was added when the mail passed through the server and probably HTML tags were not properly closed).
 
This feature would be very nice to have, so looking forward to hearing something new about it!
0
I believe I initially looked in the Events to try finding this functionality, so that is apparently where I thought it should be. I think either of these places, or even somewhere in the security section would be fine. If you know what your trying to do, those would be the places you would look.
0
The disclaimer would ideally be on more than just messages with attachments, as messages with links can be just as dangerous. Maybe default for all messages from outside domains, but give the option of an exception list to add other trusted domains.
One of the things I see most frequently is a message from the "IT Department" claiming that your account is about to expire, and asks you to click a link to update your credentials. The link goes to a page that may have your company logo and everything on it. If there was a bold Red message above this that says its from an outside source, hopefully it would fool less people.
1
Andrea Rogers Replied
Employee Post
Great, thanks for the input everyone! Feel free to add more. When our developers discuss this possibility, it'll be good to have different ideas to throw around :) 

Andrea Rogers
Communications Specialist
SmarterTools Inc.
(877) 357-6278

www.smartertools.com

3
It would be nice to be able to edit the text with html tags if the message received is html (ie. bold, underline, colors, etc).

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