How do I stamp a footer / disclaimer on email messages leaving my network?

Question:

How do I stamp a footer / disclaimer on email messages leaving my network for a specific groups of users?

Many organizations want to place a footer on outgoing messages from their email system. This is typically done for legal reasons, such as adding a disclaimer to the message or warning the recipient that the message contains protected communications. In AsyncOS, this is called "footer stamping." 

Footer stamping is a fairly inexact art and is generally only useful for outgoing mail.  This is because many messages have a complex structure, such as HTML or Microsoft Word body parts and adding a footer into those body parts may or may not be possible. There are two steps to footer stamping.  First, the footer is created.  Then, the footer is added to the message in one of three ways. 

1. First create the footer. In the GUI navigate to Mail Policies -> Text Resources, then click Add Text Resource
2. Create an Outgoing Content Filter that has no Conditions (thus, it will be applied to all messages in the Mail Policy) and has the action 'Add Footer' with the footer you created
3. Enable your footer stamping filter in the policy.
   
   

Tip: Although footer stamping can be done on the listener, or with a Message Filter or Content Filter, the simplest way to do it for a specific group of users is as a Content Filter.

You can also add a footer on messages using a message filter:

AddOutgoingDisclaimer:
if     (recv-listener == "OutboundMail")
and (mail-from == ("@exchange\\.example\\.com$") {
  add-footer("Disclaimer");
}

You can also add footer to all messages received on a particular listener.  For example:

smtp.scu.com>listenerconfig

Currently configured listeners:
1. InboundMail (on PublicNet, 192.35.195.42) SMTP TCP Port 25 Public
2. OutboundMail (on Privatenet, 172.20.0.142) SMTP TCP Port 25 Private

Choose the operation you want to perform:
- NEW - Create a new listener.
- EDIT - Modify a listener.
- DELETE - Remove a listener.
- SETUP - Change global settings.
[]> edit

Enter the name or number of the listener you wish to edit.
[]> 2

Name: OutboundMail
Type: Private
Interface: Privatenet (172.20.0.142/24) TCP Port 25
Protocol: SMTP
Default Domain:
Max Concurrency: 600 (TCP Queue: 50)
Domain Map: Disabled
TLS: No
SMTP Authentication: Disabled
Bounce Profile: Default
Footer: None
LDAP: Off

Choose the operation you want to perform:
- NAME - Change the name of the listener.
- INTERFACE - Change the interface.
- LIMITS - Change the injection limits.
- SETUP - Configure general options.
- HOSTACCESS - Modify the Host Access Table.
- BOUNCECONFIG - Choose the bounce profile to use for messages injected on this
listener.
- MASQUERADE - Configure the Domain Masquerading Table.
- DOMAINMAP - Configure domain mappings.
- LDAPACCEPT - Configure an LDAP query to determine whether a recipient address
should be accepted or bounced/dropped.
[]> setup

Enter the default domain for email addresses without a fully qualified domain
name.
Enter the word "DELETE" to clear the setting and disable the addition of a
default domain.
[]>

Would you like the system to add a received header to each message received on
this listener? [Y]>

Would you like to enable SenderBase Reputation Filters and IP Profiling
support? [N]>

Would you like to attach a footer to all mail on this listener? [N]> y

1. Disclaimer
[1]>

Name: OutboundMail
Type: Private
Interface: Privatenet (172.20.0.142/24) TCP Port 25
Protocol: SMTP
Default Domain:
Max Concurrency: 600 (TCP Queue: 50)
Domain Map: Disabled
TLS: No
SMTP Authentication: Disabled
Bounce Profile: Default
Footer: Disclaimer
LDAP: Off


Choose the operation you want to perform:
- NAME - Change the name of the listener.
- INTERFACE - Change the interface.
- LIMITS - Change the injection limits.
- SETUP - Configure general options.
- HOSTACCESS - Modify the Host Access Table.
- BOUNCECONFIG - Choose the bounce profile to use for messages injected on this
listener.
- MASQUERADE - Configure the Domain Masquerading Table.
- DOMAINMAP - Configure domain mappings.
- LDAPACCEPT - Configure an LDAP query to determine whether a recipient address
should be accepted or bounced/dropped.
[]>


Currently configured listeners:
1. InboundMail (on PublicNet, 192.168.195.42) SMTP TCP Port 25 Public
2. OutboundMail (on Privatenet, 172.20.0.142) SMTP TCP Port 25 Private

Choose the operation you want to perform:
- NEW - Create a new listener.
- EDIT - Modify a listener.
- DELETE - Remove a listener.
- SETUP - Change global settings.
[]>

smtp.scu.com>commit

Please enter some comments describing your changes:
[]> add outgoing Disclaimer on OutboundMail listener

Changes committed: Tue Nov 23 19:48:47 2004 MST

Tip: In newer versions of AsyncOS you can also add a disclaimer above the message

.