Configuring Records Retention for SMTP

You can configure Records Retention for SMTP from the Admin Console.

Once you enable the Records Retention plugin, you can configure it for your environment from the Records Retention tab. This tab contains a list of configurable settings. After you change any settings, click the Save Settings button at the bottom of the page for the settings to take effect.

Properties That Need to Be Configured

The following properties must be changed in order to set up Records Retention for SMTP:

  • retention.smtp.message.inbox.address: The inbox email address where all retention messages are sent. This is typically an inbox that your archival systems scans. It can be a single email, or a comma-separated list of emails.
  • The "reply to" address. You can use the same value as retention.smtp.message.inbox.address for this address. Bounced messages will also go to this address.
  • retention.smtp.envelope.sent.from.address: The "sent from" address. The value of retention.smtp.message.inbox.address may also be used for this address. If retention messages are rejected by your gateway, you'll need to set this to an address that your gateway accepts.
  • Replacement email address for content created by anonymous users. Not used for systems where guest access is disabled.
  • Replacement email address for activity performed by the Jive system. In some scenarios, the "system user" performs actions in a batched or delayed manner, like when a user and all of their content is deleted from Jive.

Other Useful Properties

The following properties may be changed, as desired:

  • How the email subject is formatted. The default is {regardsTo}[JIVE JOURNAL] - {subject}, however this may be replaced with any hard-coded strings, along with the following replacement keys:
    • {regardsTo} — includes "Re:" on comments, replies and other non-root entries
    • {subject} — includes the raw subject or title of the root entry
    • {contentType} — includes the content type of the event
    • {actionType} — includes the action type of the event
    • {objectId} — includes the ID of the item affected by the event
    • {objectType} — includes the type of the item affected by the event
    • {rootId} — includes the id of the root entry of the affected conversation
    • {rootType} — includes the type of the root entry of the affected conversation
    For example, set this property to {subject} to include only the raw title of the conversation with no additional formatting.
  • retention.attachable.size.limit: The file attachment size limit. This should be set to the same maximum size that attachments, images and uploads are configured within Jive. This should also be less than the maximum size your email gateway will accept. This value is specified in bytes. Defaults to 52,400,000 bytes.
  • retention.deletes.processing.on: Whether to capture delete events. Defaults to false. Note that delete records have very little information about the content that was deleted.
  • Whether to include author details in the header. Defaults to false. Set this to true to add a X-AuthorUsername header with the author's username as the value.
  • The number of days for which records are retained after they are sent. Records can be saved for a period of time so you can replay events. Defaults to 30.
  • retention.mail.smtp.server.override: Whether to override the email settings already specified for the Jive server. Defaults to false. Once this value is set to true (and the settings are saved), a number of other settings appear (with the retention.mail prefix), allowing you to configure the SMTP server settings.
  • retention.max.number.of.cclist.addresses: CC list threshold for when to send separate emails. If this value is set to -1 (the default value), there is no threshold. For a list of email addresses larger than this threshold, the message is separated across multiple emails.
  • Whether to send activity to emails specified in the settings for a given space. Defaults to true. This feature can be turned off in order to improve performance.
  • retention.server.internalEmailDomains: A comma-separated list of domains that are considered internal to your organization. If there is a value specified in this list, the plugin ignores users whose email addresses are not found within this list. Useful for reducing the recipient list for each email message, but does not prevent the expense of collecting user addresses on private or restricted content. If no value is specified, all email recipients are included regardless of domain.