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  • Prevent forwarding of UM voicemail OR outgoing attachment

    Hi evryone, This is my first post...

    My problem is a legal requirement to prevent the forwarding of voicemails (Unified Messaging is used) outside the organization. GPO with the outlook ADMX files is out of the question because we use BYOD smartphones and not just outloo, so it needs to be an Exchange-level solution. I was hoping that using the edge transport settings, I would be able to configure a filter, but unless I'm mistaken, these seem to only apply to incoming messages.
    I'm looking for any solution that someone knows to work, whether native microsoft or a 3rd party application, that will prevent voicemails from being able to be saved or forwarded outside of the organization, and also prevent the file from being available through external mail clients, like smartphones. Since there is the 'Play on Phone' feature in outlook when using UM, any solution that simply disables/removes the attachment all together could also work (I think). This would probably be an RMS-style solution, but I have almost zero experience with RMS, so any help/creative ideas is GREATLY appreciated.

    If a UM-specific solution is not available, I would like to know how to filter outgoing emails, so I can configure Exchange to prevent the file type used for voicemail from being sent out of the organization (although I'm not sure this would help with the smartphones)Any solution is acceptable, whether its an upgrade, 3rd party software or something else.

    The system is running Exchange 2010 on a 2008r2 box, in a domain with 2008 functional level.Outlook WebApp is also used.

    Thanks everyone

    (PS I am new to the field--2 months experience--, just made a career switch into the IT world, so don't think that any solution you are thinking of is too basic or that I probably already tried it!)
    Last edited by Conack; 12th November 2012, 16:42.

  • #2
    Re: Prevent forwarding of UM voicemail OR outgoing attachment

    A transport rule will do this easily. That is what it is designed for.

    Simon.
    --
    Simon Butler
    Exchange MVP

    Blog: http://blog.sembee.co.uk/
    More Exchange Content: http://exchange.sembee.info/
    Exchange Resources List: http://exbpa.com/
    In the UK? Hire me: http://www.sembee.co.uk/

    Sembee is a registered trademark, used here with permission.

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    • #3
      Re: Prevent forwarding of UM voicemail OR outgoing attachment

      Originally posted by Sembee View Post
      A transport rule will do this easily. That is what it is designed for.

      Simon.

      Thanks Simon. So I must be missing something in the configuration of the transport rules. If you could help me troubleshoot I would really appreciate it. Below Ive copied the description of the rules I've created on the hub transport, but they dont work. All are listed as enabled:

      Apply rule to messages
      If message is type 'Voice Mail'
      apply 'ExAttachmentRemoved'

      When any attatchment file name matches 'Voice mail'
      apply 'ExAttachmentRemoved'
      except when the message is sent to users 'inside the organization'

      and in desparation I created a rule to remove attachments from emails sent from the account that UM is mailing with, nothing works though. I must be missing something, but I don't understand what. I've restarted the transport service, but still no effect.
      Last edited by Conack; 13th November 2012, 17:54.

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      • #4
        Re: Prevent forwarding of UM voicemail OR outgoing attachment

        I don't have a UM system to test with, so going to be limited on what I can suggest.

        Try the rule in the screen shot here:

        http://blogs.technet.com/b/exchange/...1/3406157.aspx

        Simon.
        --
        Simon Butler
        Exchange MVP

        Blog: http://blog.sembee.co.uk/
        More Exchange Content: http://exchange.sembee.info/
        Exchange Resources List: http://exbpa.com/
        In the UK? Hire me: http://www.sembee.co.uk/

        Sembee is a registered trademark, used here with permission.

        Comment


        • #5
          Re: Prevent forwarding of UM voicemail OR outgoing attachment

          Originally posted by Sembee View Post
          I don't have a UM system to test with, so going to be limited on what I can suggest.

          Try the rule in the screen shot here:

          //blogs.technet.com/b/exchange/archive/2008/08/21/3406157.aspx

          Simon.
          How about configuring a transport rule that would disable the emailing of a certain file type (let's say .wma). Then we could simply block all external emails with wma, and configure UM to use wma format. How can I get a rule to block a file type?

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          • #6
            Re: Prevent forwarding of UM voicemail OR outgoing attachment

            Blocking attachments is easy enough, that is one of the Transport Rules key tasks.

            Simon.
            --
            Simon Butler
            Exchange MVP

            Blog: http://blog.sembee.co.uk/
            More Exchange Content: http://exchange.sembee.info/
            Exchange Resources List: http://exbpa.com/
            In the UK? Hire me: http://www.sembee.co.uk/

            Sembee is a registered trademark, used here with permission.

            Comment


            • #7
              Re: Prevent forwarding of UM voicemail OR outgoing attachment

              Originally posted by Sembee View Post
              Blocking attachments is easy enough, that is one of the Transport Rules key tasks.

              Simon.
              Sorry, I wasn't clear. What I mean is how can I get it to filter for attachments based on content (meaning regardless of whether the user has changed the file extension). I've tried having it configured for header of 'content type' 'audio/mp3' and audio/mpeg, (currently the voicemails are in mp3 format) but it still can't stop a file when I change it from .mp3 to any other extension. From the documentation I understood (mistakenly?) that the transport filter agent is capable of identifying files even if the extension has been altered (I imagine by reading the header) but it it doesn't seem to work...

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              • #8
                Re: Prevent forwarding of UM voicemail OR outgoing attachment

                The filters that can do this appear to be limited to Office and a few other attachments. I don't see anything that controls MP3.

                I know that Rights Management can control the voicemail distrobution, so if it is important that you block it, that might have to be the way that you do it, rather than just at Exchange.

                Simon.
                --
                Simon Butler
                Exchange MVP

                Blog: http://blog.sembee.co.uk/
                More Exchange Content: http://exchange.sembee.info/
                Exchange Resources List: http://exbpa.com/
                In the UK? Hire me: http://www.sembee.co.uk/

                Sembee is a registered trademark, used here with permission.

                Comment


                • #9
                  Re: Prevent forwarding of UM voicemail OR outgoing attachment

                  An Update:

                  I was on the phone with MSDN for nearly 2 full working days, and the conclusion was that 'this functionality is not possible by design in Exchange'. They did, however, forward a request for such a capability in future editions of Exchange--for what that's worth.
                  So I've been coming up with various configurations that will accomplish the end goal with limited harm to existing user experience in other messaging tasks. The biggest problem, as is to be expected, is BYODs. Unfortunately, I can't share the document that I've nearly completed that outlines the methods I've employed because its the property of my employer, but maybe after a while they will allow me to release it and I will post it here for others to benefit from.

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