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Microsoft Exchange Server 2013 : Mailbox management - Moderated recipients (part 2) - Processing moderation requests, Moderated mailboxes

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12/3/2014 3:01:24 AM

Processing moderation requests

Moderators receive messages similar to the one shown in Figure 3 to enable them to approve or reject a message. Provided that a supported client is used (Outlook 2013, Outlook 2010, or Outlook Web App; other clients do not include the necessary UI), the process is very straightforward and requires only a simple click from the moderator to allow the message to proceed. When multiple users are assigned to be the moderators for a mail-enabled object, Exchange delivers copies of messages for moderation to every moderator. The first moderator who processes the request determines its outcome. In other words, if moderation requests go to two moderators, and the first moderator approves the request, Exchange respects that decision even if the second moderator attempts to decline the request a couple of seconds later. After a response is received, Exchange removes the moderation request from the mailboxes of the other moderators.

A screen shot showing how Outlook 2013 displays a request for a message to be moderated. The recipient has the options to delete, approve, or reject the message.

Figure 3. A request to approve a message posted to a moderated group

Logically, moderators are automatically excluded from moderation because a moderator is always regarded to be a trusted sender. Group owners are also excluded from moderation because if someone owns a group, he should be able to send to the group membership without hindrance. Also, if you don’t assign a moderator to a group, the group owner automatically fulfills the moderation role and receives the requests for approval to send to the group.

Behind the scenes, the transport service is responsible for detecting when a message is sent to a moderated recipient. Some previous versions of Exchange do not support moderated recipients, so moderation does not occur if a message sent to a group is processed by an Exchange 2007 hub transport server. The solution to this problem is to configure the moderated group always to use either an Exchange 2010 hub transport server or an Exchange 2013 Mailbox server. For example:

Set-DistributionGroup –Identity 'Exchange 2013 Interest Group'
–ExpansionServer 'ExServer3'

Of course, mailboxes and mail-enabled contacts don’t use expansion servers, so this solution is not available for these objects. Instead, to process moderation properly, the servers that host these objects should run either Exchange 2010 or Exchange 2013 because this takes care of the problem.

When the categorizer running in the transport service detects a moderated recipient, it routes the message to an arbitration mailbox. This is a temporary holding location where the Store keeps moderated messages until they can be processed by a human. In this case, messages remain in the arbitration mailbox until they are approved or rejected by the group moderator who receives the requests for approval in her mailbox alongside regular messages.

Approved messages are then rerouted to the group and delivered as normal; declined messages are returned to the original sender. A process called Information Assistant is responsible for monitoring messages in the arbitration mailbox and routing them after approvals or rejections are received from a moderator. Information Assistant also cleans up the arbitration mailbox by removing old or orphaned requests that can accumulate there.

Note

The default expiry time for moderated messages is five days; this interval cannot be changed. When a message expires, Exchange returns it to the originator with a note to tell him that delivery didn’t occur because the moderator failed to make a decision.

Users can see the current status of a message awaiting moderator approval through delivery or message-tracking reports but cannot do anything to encourage moderators to take action except send them a message (which they might ignore) or phone them.

Exchange does not maintain a special queue for messages awaiting moderation that an administrator can view to prompt a moderator to take action or to redirect a message if a moderator is unavailable for any reason. In addition, an administrator cannot log on to the arbitration mailbox to act on a message awaiting approval. Everything awaits moderator approval; if it doesn’t come and a message expires, the moderator cannot take further action, and the message is returned to the originator with a reject status.

Messages can be sent to recipient lists that include moderated and nonmoderated recipients. In this case, the transport service bifurcates the message and delivers a copy immediately to the nonmoderated recipients. A separate copy is delivered to the arbitration mailbox to await attention from a moderator. A moderated group can contain subgroups, some of which also require moderation. You can allow a separate moderation process to occur for each group, or you can mark the group to allow automatic approval for all subgroups by setting its BypassNestedModerationEnabled flag. For example:

Set-DistributionGroup –Identity 'Exchange 2013 Interest Group'
-BypassNestedModerationEnabled $True

Journaling messages

If you enable journaling on either a per-mailbox or per-database basis, Exchange journals the messages as they pass through the arbitration mailbox. The following stages are captured:

  • The approval request from the arbitration mailbox to the moderator. The original message is captured as an attachment to this message.

  • The approval or rejection decision from the moderator to the arbitration mailbox.

  • If the message is approved, journaling captures the final message sent to the members of the distribution group.

An arbitration mailbox is created automatically when you install Exchange. Apart from other functions such as storing mailbox search metadata, this mailbox is used to process moderated messages for every moderated object unless you decide to create and use additional arbitration mailboxes. You are unlikely to need additional arbitration mailboxes unless you need to spread the processing load across multiple sites because you make heavy use of moderated recipients. Exchange does not load-balance moderated recipients across available arbitration mailboxes; you must do this manually by setting the ArbitrationMailbox property on the recipient to force it to use a specific arbitration mailbox. For example:

Set-DistributionGroup –Identity 'Exchange 2013 Interest Group'
–ArbitrationMailbox 'ArbMbx London'

Moderated mailboxes

Moderated mailboxes are another common scenario in many Exchange deployments when the need exists to protect mailboxes the company might deem sensitive. Moderation provides an effective solution to this problem, but you can set up moderation for mailboxes only through EMS. In this example, moderation for the CEO’s mailbox is set so that his executive assistant does the processing of incoming messages. A MailTip to indicate that the mailbox is moderated is displayed when users address email to the CEO’s mailbox. Ideally, you should customize the MailTip to add text to tell users who will moderate their messages as shown in the example code that follows.

In the meantime, this command sets up moderation for the CEO mailbox, establishes a list of users whose messages bypass moderation, and creates the customized MailTip.

Set-Mailbox –Identity 'CEO Mailbox' –ModeratedBy 'CEO Executive Assistant'
–ModerationEnabled $True –ByPassModerationFromSendersOrMembers 'Executive Committee'
–MailTip 'Messages sent to the CEO are reviewed by their Executive Assistant (851-1187) before delivery'

You can assign the responsibility for moderation only to other mailboxes; you cannot assign this task to a distribution group, even a security group. Instead, if you want to assign moderation to multiple users, you have to specify each mailbox individually. For example:

Set-Mailbox –Identity 'CEO Mailbox' –ModerationEnabled $True –ModeratedBy 'CEO Executive Assistant', 'CEO Support Team'

Finally, you can protect mail-enabled contacts. This command shows how you might apply moderation to a mail contact that points to an external recipient for the public relations (PR) agency. You don’t want everyone in the company to communicate with the agency, so you apply moderation and set up a bypass for the members of the marketing department.

Set-MailContact –Identity 'PR Agency' –ModeratedBy 'PR Administrator'
–ModerationEnabled $True –ByPassModerationFromSendersOrMembers 'Marketing Dept'
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