Replace attachments with Mail2Cloud links with expiration date and restricted access

In this tutorial we will show you how to create a Fusion rule using a folder, some standard advanced settings, Paperclips, expiration date and restricted access to attachments.

If you are using Gmail you must first configure for either outbound (emails sent from your domain), inbound(emails sent to your domain) or both. This procedure is explained with detail in this article.

  1. Go to the Mail2Cloud Dashboard
  2. Click on 'Add New' button on the Fusion panel.
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  3. Select if you want this rule to apply only to emails "From" a particular sender or domain (one-way / unidirectionally), or "Between" the senders and their recipients (two-way or bi-directionally). In this example we will use the "From" option.

    FusionBetween.png

  4. Type the user or domain for whom you want to apply this rule. This rule will apply to emails "From" the value set in this field. Here we will select "Your domain" which will automatically fill with "mxhero.com" in this example.

    FusionDomain.png
    The value you enter here will be matched to the “From” field of the email. In this case, all emails from "mxhero.com".

  5. Set the destination (To) when this rule should apply. Here we are setting the rule to apply to emails sent within the domain "mxhero.com".

    The values "Anyone" and "Anyone else" are defined as follows:
    Anyone: any recipient, within the company or outside the company
    Anyone else: any recipient outside of the company - in this example, anyone not in the "mxhero.com" domain.

    FusionTo.png

    This rule is now set to govern all emails sent only within the domain "mxhero.com". Email's sent outside the domain will not be affected by this rule.


  6. Click on 'Upload an replace' button to establish what action you want to take with email attachments found.


  7. Click on the storage button.
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  8. Select a cloud storage provider from the drop down menu.
    AA_basic_selectStorageDropDown.png

  9. Validate your credentials with the selected storage provider.
  10. Select if you want to use a normal folder or a copy policy to store you emails. (For this example we'll use a folder.)
    fusion_folderCopy.png

  11. Click on the folder button to select the cloud storage file path where your emails will be saved.
    AA_basic_atFolder.png

  12. Enter a custom file path, use dynamic patterns or leave it default.AA_basic_filePath.png
    When you start typing, a list of dynamic patterns will appear.

    AA_basic_folder_drop_.png
    You can also use a 'Variable' to name a folder. To do this just click in 'Create new custom variable' button.
    AA_basic_customVar.png
    Note: To learn more about 'Variables' please read Variables overview article.

  13. Click on 'Do not track emails' button to select whether you want to track emails, their attachments or neither.
    fusion_doNotTrack.png

  14. Click on the paper clip button to add a “paperclip” to emails sent when cloud storage file links are detected in the message. 
    fusion_paperclicp.png
    The “paperclip” will help you and your recipients find those emails with cloud storage links to files.

  15. Click on 'Security options' button.
  16. Because this rule governs internal emails only, we are able to determine that all attachments sent within the company are automatically restricted to "Company" only access. In this way reducing the possibility of security leakages when internal emails are accidentally forwarded outside the company, devices are misplaced or email accounts compromised.

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  17. Toggle 'Enable automatic expiration of Mail2Cloud links' and set the specific number of days you want links to expire.
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  18. Click on 'Advanced options' button.
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  19. Check the attachment size filter, then enter the desired size.'This Fusion rule will be only apply to attachments over the established size'.
    fusion_advSize.png

  20. Check 'Save message as an .eml source file', then 'Use a sub-folder for the copy of the original email (.eml file)' and set a name for the sub-folder.
    fusion_advEml.png

  21. Go to 'PDF and EML file name formatting' section and enter a custom name for the files, also you can use the dynamic patterns that will appear after clicking the text field.
    AA_basic_filePath_drop.png

    • You'll see a file name preview below the path input. 

           AA_basic_filePath_preview.png
    The names wrapped with { } (ex: {Sent Date}) are replacement variables. They will be replaced with values from the email. The ".pdf" in the Preview field is only an example.
  22. Click on 'Create this rule' button.
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