Common message approval scenariosCommon message approval scenarios

您的組織可能需要以符合法律或規範需求,或以實作特定商務工作流程核准特定類型的郵件。本文討論使用 Exchange 可設定的常見案例的範例。Your organization may require certain types of messages be approved in order to meet legal or compliance requirements, or to implement a specific business workflow. This article discusses examples of common scenarios that you can set up by using Exchange.

範例 1: 避免給大型通訊群組的郵件衝擊Example 1: Avoid mail storms to a large distribution group

若要控制郵件給大型通訊群組,您可能需要仲裁者核准傳送給該群組的郵件。如果不有任何準則的郵件要求核准,最簡單方式為此設定是設定群組需要郵件核准。To control messages to a large distribution group, you can require that a moderator approve messages that are sent to that group. If there are no criteria for which messages require approval, the simplest way to set this up is to configure the group to require message approval.

在這個範例中,將所有員工] 群組的所有郵件必須被都核准、 以外的寄件者是否名為 Legal 小組通訊群組的成員。In this example, all messages to the All Employees group must be approved, except if the senders are members of the distribution group named Legal Team.

通訊群組的訊息核准設定

若要要求特定通訊群組的郵件會核准、 Exchange 系統管理中心 (EAC) 中移至 [收件者 > 群組,編輯通訊群組,然後選取 [郵件核准To require that messages to a specific distribution group be approved, in the Exchange admin center (EAC), go to Recipients > Groups, edit the distribution group, and then select Message approval.

範例 2: 將郵件轉寄給寄件者經理進行核准Example 2: Forward messages to a sender's manager for approval

以下是一些常見的其可能會想要需要管理員核准的郵件類型:Here are some common types of messages for which you might want to require manager approval:

  • 從使用者傳送至特定通訊群組或收件者的郵件Messages sent from a user to certain distribution groups or recipients

  • 郵件傳送給外部使用者或協力廠商Messages sent to external users or partners

  • 兩個群組之間所寄送的郵件Message sent between two groups

  • 使用特定的內容,例如特定客戶的名稱傳送的郵件Messages sent with specific content, such as the name of a specific customer

  • 實習生所傳送的郵件Messages sent by a trainee

若需要核准的可傳送的訊息,請先建立規則使用 [傳送郵件給仲裁者的範本,並選取郵件應移至 [寄件者主管,如下列螢幕擷取畫面所示。To require that a message be sent for approval, first, create a rule using the Send messages to a moderator template, and select that the messages should go to the sender's manager, as shown in the following screenshots.

使用範本來建立新的規則

然後,定義需要核准的郵件。Then, define which messages need approval.

以下是送出的實習生阮建輝由組織外部收件者的所有郵件都需要的管理員核准的範例。Here's an example where all messages sent out by a trainee, Garth Fort, to recipients outside the organization requires a manager's approval.

將訊息轉寄給使用者管理員的規則

若要開始,請移至 EAC > 郵件流程 > 規則,並建立新的規則使用 [傳送至仲裁者的郵件] 範本。To get started, go to EAC > Mail flow > Rules, and create a new rule using the Send messages to a moderator template.

重要

在 [新增規則] 頁面上的預設的一些條件和動作,包括轉寄給寄件者的經理處於隱藏狀態。若要查看所有條件和動作,選取 [其他選項Some conditions and actions, including forwarding to the sender's manager, are hidden by default in the New rule page. To see all the conditions and actions, select More options.

範例 3: 設定郵件核准鏈結Example 3: Set up a message approval chain

您可能需要核准的多個層級的郵件。例如,您可以要求客戶關係經理與法務,由特定客戶的郵件會先核准或您可以要求費用報表由兩個層級的管理員核准。You can require multiple levels of approval for messages. For example, you can require that messages to a specific customer be approved first by a customer relationship manager and then by a compliance officer, or you can require that expense reports be approved by two levels of managers.

若要建立這種類型的多層核准,建立一個傳輸規則的每個核准層級。每個規則偵測相同模式中的郵件,如下所示:To create this type of multiple-level approval, create one transport rule for each level of approval. Each rule detects the same patterns in the messages, as follows:

  • 第一個規則將郵件轉寄至第一個核准者。當第一個核准者接受郵件時、 郵件自動會移到第二個規則中核准者。The first rule forwards the message to the first approver. When the first approver accepts the message, the message automatically goes to the approver in the second rule.

  • 如果鏈結中的所有核准者選取核准完成鏈結中的最後一個核准時收到核准要求時,原始郵件會傳送給預定的收件者。If all approvers in the chain select Approve when they receive the approval request, when the last approval in the chain is complete, the original message is sent to the intended recipients.

  • 如果核准鏈結中的任何人選取拒絕收到核准要求時,寄件者會收到拒絕郵件。If anyone in the approval chain selects Reject when they receive the approval request, the sender receives a rejection message.

  • 如果核准要求的任何未核准內 (2 天的 Exchange Online、 Exchange server 5 天) 的到期時間、 寄件者會收到到期訊息。If any of the approval requests aren't approved within the expiration time (2 days for Exchange Online, 5 days for Exchange Server), the sender receives an expiration message.

下列範例假設您已經呼叫 Blue Yonder Airlines、 客戶,而且您希望客戶關係管理員及法務核准前往此客戶的所有郵件。您建立兩個規則,另一個適用於每個核准者。第一個規則會移到第一層核准者。第二個規則會移到第二層核准者。The following example assumes that you have a customer called Blue Yonder Airlines, and you want both the customer relationship manager and the compliance officer to approve all messages that go to this customer. You create two rules, one for each approver. The first rule goes to the first-level approver. The second rule goes to the second-level approver.

兩個用於核准層級的規則

第一個規則會識別與公司名稱 Blue Yonder Airlines 主旨或郵件中的所有郵件並將這些訊息傳送到 Blue Yonder Airlines,Garret 斯的內部客戶關係管理員。The first rule identifies all messages with the company name Blue Yonder Airlines in the subject or message, and it sends these messages to the internal customer relationship manager for Blue Yonder Airlines, Garret Vargas.

第一層級核准者的規則

第二個規則會將這些訊息傳送給法務 Tony Krijnen。The second rule sends these messages to the compliance officer, Tony Krijnen.

第二層級核准規則,具有相同的準則

範例 4: 將符合其中一個幾項準則的郵件轉寄Example 4: Forward messages that match one of several criteria

傳輸規則中規則內設定的所有條件都必須要比對規則,則為 true。如果您要套用的任一條件的同一個動作,您應建立為每一個個別規則。Within a transport rule, all conditions configured within the rule must be true for the rule to match. If you want the same actions applied for either condition, you should create a separate rule for each one.

若要這樣做,在 EAC 中的 [規則] 頁面上建立第一個條件的規則。然後選取 [規則、 選取的複本,並將變更中要比對的第二個條件的新規則的條件。To do this, on the Rules page in EAC, create a rule for the first condition. Then select the rule, select Copy, and change the conditions in the new rule to match the second condition.

請小心當您建立多個規則"OR"條件與因此您不結束訊息傳送給核准多次。若要避免此問題,新增例外狀況的第二個規則讓它會忽略比對的第一個規則的郵件。Be careful when you create multiple rules with "OR" conditions so you don't end up with a message being sent multiple times to the approver. To avoid this, add an exception to the second rule so it ignores messages that matched the first rule.

例如,單一規則無法檢查郵件是否要有 「 銷售報價"任一主旨中或附件標題中。若要避免郵件傳送給核准者、 多次如果第一個規則檢查主旨或郵件內文中的 「 銷售報價",附件內容中的 「 銷售引號 」 會檢查第二個規則需要包含之第一個規則的例外狀況準則。For example, a single rule can't check whether a message has "sales quote" in either the subject or in the attachment title. To avoid the message being sent multiple times to the approver, if the first rule checks for "sales quote" in the subject or body of the message, the second rule that checks for "sales quote" in attachment content needs an exception that contains the first rule's criteria.

使用第二個規則的例外狀況

注意

在 [新增規則] 頁面上的預設會隱藏例外狀況。若要查看所有條件和動作,選取 [其他選項Exceptions are hidden by default in the New rule page. To see all the conditions and actions, select More options.

範例 5: 轉寄郵件包含敏感資訊Example 5: Forward a message that contains sensitive information

如果您有 「資料外洩防護(DLP) 」 功能,是預先定義的敏感資訊的許多類型。使用 DLP,您會看到郵件包含敏感資訊條件。有 DLP,您可以建立識別是唯一的貴組織的特定的敏感資訊模式的條件。If you have the Data loss prevention(DLP) feature, many types of sensitive information are predefined. With DLP, you see that the message contains a sensitive information condition. Whether or not you have DLP, you can create conditions that identify specific sensitive information patterns that are unique to your organization.

以下是敏感資訊的郵件要求核准的其中一個範例。在此範例中包含信用卡號郵件需要核准。Here's an example where messages with sensitive information require approval. In this example, messages that contain a credit card number require approval.

轉寄具有機密資訊之郵件的規則

See alsoSee also

Manage message approvalManage message approval