Disclaimer inserted no matter if the message already contain the disclaimer text or not.

Issue

With the default Outbound Disclaimer Policy in MailGate enabled, every time when your internal users send or reply to e-mails disclaimer will be inserted, no matter if the message already contains the disclaimer text or not.

Solution

This is by design. To change the behavior, follow the procedure below:

1. At first you need to disable the default Outbound Disclaimer Policy.
2. Then you have to create a new Outbound Disclaimer Policy.

Disable/remove the default Outbound Disclaimer Policy

Firstly, you need to disable the default Outbound Disclaimer Policy:

1. Login to the appliance's Admin UI
2. Go to Policy Manger (Content Policies) > Policies > Outbound.
3. Locate the Delivery Policies (Delivery) section. Select the checkbox in the first column for the Default Outbound Disclaimer Policy.
4. Press the Disable button in the upper part of the section to disable the Default Outbound Disclaimer Policy. If the policy line becomes grey then it is disabled.

Create new Outbound Disclaimer Policy

Now, you have to create a new Outbound Disclaimer Policy:

Create the policy

Create a new policy and add part or all of the disclaimer text to the Keyword Match exceptions, so it won't receive the outbound disclaimer twice:

1. Press the Add New (New Delivery Policy) button in the upper right part of the section to create a new Delivery Policy.
2. A new page will appear. Enter the name of the new outbound policy in the Policy Name field.
3. In the IF | THEN section below, put check mark in front of Send From...
4. In the text box on the right, enter wildcard symbol "*" (without the quotes).
5. Click on Exceptions. If there are any internal users for which you do not want disclaimer on the outgoing email, you could enter their email addresses.
6. Again below the IF | THEN section, put check mark in front of Keyword Match.
7. Click on Exceptions:
   • On the Message Subject Body Attachments contain line, make sure the Body option is selected
   • Then select the Any of the following words or phrases option
   • In the text field below it, enter part or all of the text of the disclaimer
     Note that if the entire disclaimer is not on one line i.e. with line breaks - you should enter only one of the lines from the disclaimer text.
8. Click the Next button in the bottom part of the page to continue.

Specify annotation

On the next page:

1. In the MODIFICATION group, click the Annotate... button.
2. Select the Add the following Annotation... check box.
3. Select end from the drop-down menu.
4. Click (Select ...). A new window will pop up.

In the new window:

1. Click Add New (New Annotation) button.
2. Enter the annotation name in the Annotation Name filed on the top.
3. In the Annotation Text field, enter the text of the disclaimer (IMPORTANT:  Make sure that "Skip this text during any scan for words or phrases." option is disabled to avoid false positives with other scanning policies.)
4. Click Save and Finish.
5. Click the radio button in front of the name of the newly added annotation.
6. Click the Select button. The window will close.

Finish the procedure

Click the Next button in the bottom part of the page. The last page of policy creation procedure will appear. If you want the new policy to be enabled, you will need to select the Enable policy check box.

Finally, click the Save button in the bottom part of the page.