Microsoft Outlook and Notes both offer users the ability to work offline. This can create potential loopholes within CA DataMinder.
Prevent Emails From Being Deleted
This problem can only occur with client integration when outgoing e-mail triggers are configured to forward e-mails to other recipients, for example, compliance officers.
CA DataMinder policy triggers can be configured to forward e-mails to another recipient automatically, for example, a compliance officer. If an e-mail causes such a trigger to fire, both the original e-mail and the forwarded message remain in the outbox of the sender’s local mailbox until the sender goes back online. The sender has opportunity to delete the e-mail intended for the compliance officer before going back online. Although the policy breach is recorded in the CMS, the original e‑mail reaches its recipients, but the forwarded message is not sent to the compliance officer because the sender deleted it from their local Outbox.
To help ensure that e-mails are correctly forwarded to compliance officers, we strongly recommend installing a hybrid client and server agent deployment (see previous section).
Ensure That Emails Are Captured
This problem can only occur with client integration when outgoing e-mail triggers are configured to perform recipient lookup operations.
CA DataMinder policy triggers can be configured to look up recipient details on an Exchange or Domino server to process outgoing e-mails. If an e-mail is sent to a distribution list, CA DataMinder extracts details for each member of the list. But if a user sends an e-mail while disconnected from their organization's e-mail server, CA DataMinder cannot connect to Exchange or Domino and so cannot extract details for members of distribution lists saved in the local address book. As a result, e-mail triggers set up to detect specific recipients do not fire and the e-mail is not captured or controlled.
This problem applies to users working offline in Microsoft Outlook and running Lotus Notes in ‘island mode’. In Outlook, you cannot expand distribution lists when working offline. In Lotus Notes, you can expand distribution lists when working in island mode, but only if the local address books have been synchronized with the ones on the Domino server.
To help ensure that any policy triggers dependent on recipient details are applied correctly to e-mails sent under these conditions, we strongly recommend installing a hybrid client and server agent deployment.
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