Chris-Linfoot.net

• First, look in the server configuration document for your outbound email server. Look in the section MIME, Conversion Options, Outbound. There you will see a field labelled "Message content:". By default, this is set to "from Notes to Plain text". Change it to "from Notes to Plain text and HTML"
  
  
• Next, look in your location document. Look in the Mail tab. There you will see a field labelled "Format for messages addressed to internet addresses:". Change this to "Notes Rich Text Format"
  
  You can enforce this for all users/locations using a policy document if you decide to roll it out.

The combination of these two changes means that when you send a rich text memo to an external email address, the conversion to MIME, including the generation of text/plain and text/HTML alternatives is handled at the server, not the Notes client.

Domino 6 does a much better job than 5 making MIME server side this way and the resulting text/HTML MIME part will preserve font attributes and in-line images.

Using Trend ScanMail Disclaimers

• Next, you need to find the feature in your mail scanning software which adds disclaimers. We use Trend Micro ScanMail for Lotus Notes here, so I will talk about that in detail.
  
  
• Open the configuration file for the outbound mail server and navigate to Scan Options, Mail Scan. Expand the section "eMail Stamps". Check the box "Disclaimer" and add the disclaimer text to the text field below it. Save and close the document.

Hacking mail.box

• Alternatively, open the server's mail.box in Designer and add the disclaimer after the Body field.

Now, when a user sends email to an Internet destination, the email will arrive at the outbound server as Notes CD. Either ScanMail for Lotus Notes will add the disclaimer text to the end of the CD message or the disclaimer in the mail.box Memo form will be merged with it depending on which technique you implemented, and finally CD to MIME conversion will create both text/plain and text/HTML alternatives of the entire message including disclaimer.

The one drawback of this approach is that the disclaimer will be applied to all messages passing through the server in question, regardless of whether they are intended for Internet or local recipients. However if the outbound server is dedicated to Internet mail, then there may well be no local users on that machine and so this may not prove to be a problem.

But I still don't really see a need for disclaimers anyway...

Category: Domino: Administration
Technorati: Domino: Administration

1. Mike Hayman22/09/2004 17:28:16
Homepage: http://www.bpms.co.uk

Thanks for this Chris.
I've implemented it and it worked a dream. Took me less than 15 minutes. I modified the forms in mail.box (memo, reply and ReplyWithHistory).
Mike

2. Oswald Oogink18/10/2004 20:19:03
Homepage: http://www.oswaldoogink.nl

Hey folks,

This is *not* the best way to add any type of text/html to e-mail messages. Go to the Sandbox at notes.net and Search for disclaimer. Go to the footer thingy. Then click on the lowest link on that page. A forum user pointed us un the up-right direction. *that* seems to be the best way of all ways.

Regards,
Oswald

3. Chris Linfoot19/10/2004 08:51:40

I never said it was the best way to add a disclaimer. It just works.

Advantages of the Sandbox way - it does distniguish between Internet mails and internal mails - it appears to add a disclaimer only once.

Advantages of the way documented above - involves a change to the mail.box template only, not the users' mail template; this is potentially easier to clean up as and when ND7 native disclaimer support is rolled out.

Advantages of my preferred disclaimer (none) - too numerous to mention in detail here but see my earlier piece.

http://chris-linfoot.net/plinks/CWLT-5W5C39

4. Roel11/05/2005 00:20:30

When you say 'add the disclaimer after the Body field'. Do you mean add a new field? or something else?

Thanks

Roel

5. Chris Linfoot11/05/2005 08:24:56

You could make it a field if you want but it would have to be computed and contain as a string the full disclaimer text.

No, I meant what I wrote - add the disclaimer text itself to the memo form.

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