Using SmartAttach From Outlook or Other Email Clients
Posted by Alex Wolf, Last modified by Alex Wolf on 16 May 2014 06:27 AM

In version 10 there was an addition called SmartAttach.  This feature allows users to send attachments up to 2GB in size.  This is done by stripping the attachment and caching this in the GroupWare database and placing a hyperlink into the message for recipients to retrieve it.  SmartAttach is integrated into the WebClient making it easy for users to smartattach any attachments.  It will put all smartattachments into that users [Files or Documents] folder.  Using SmartAttach provides three advantages:

1.  Increased Performance - No more bottlenecks because users try to send out large attachments

2.  Lower Storage Overhead - The storage volume is reduced because only links are sent instead of the attachment

3.  Unparalleled Security - If releasing the wrong attachment was sent or the wrong recipient was addressed then the sender can go into their [Files or Documents] Folder and delete the attachment and the links will immediately become dead and the attachment no longer be accessible.


This is very easy to do in the WebClient but most do not know how to truly apply this to Outlook or other email clients.  You do this with a content filter.  To build the filter perform the following steps:

1.  Open the administration console or WebAdmin

2.  Navigate to the [Mail, Rules, Content Filters] tab

3.  Click Add to begin creating the new filter

4.  The first step is to define the condition.  If you are building this to cover all local users then the condition would be:

Where Sender/Recipient is Local/Remote

5.  Now click the Local/Remote area to enter the second set of options for this condition.  Ensure it is set to Sender, Ignore, and Local for the three options seen with the radio buttons.

6.  Now it is time to specify the action.  Remove the check from the Accept/Reject/Delete/Spam/Quarantine box as we do not want any of these actions taking place.  

7.  You can deselect the action "Stop processing more rules"

8.  Now add the action "Perform SmartAttach"

9.  Click on the highlighted "SmartAttach" area now seen in the filter.

10.  This is the settings for the SmartAttach action, you will need to decide one key thing, do you wish to have the files stored in the users files folder who is sending the email or do you want all attachments to be sent to a centralized files folder.  If you want each sender to have the attachment sent to their own Files folder then specify the following:

Account: %%Sender%%

If you wish to have them sent to a specific folder then specify the account you wish to have this associated with.

11.  Now set the name of the Files folder, this could be any files folder name you might have associated with the account.  In this case we will say the files folder is called "Documents". 

Files Folder: Documents

You can set an expiration time or leave it at 0 so there is no expiration.

12.  You now have the option of requiring recipients to login to retrieve the attachment or allowing anonymous access so any recipient receiving smartattachments can open them.  It is recommended to use anonymous unless you have specific security requirements.

13.  Lastly you can specify an header or footer to send with the messages.

Attached to this is an example filter with these settings.  You can download this and then open the administration console and go to [Mail, Rules, Content Filters] and click "Import" and point to this contentfilter.xml file.

If you have any problems or further questions please contact

 contentfilter.xml (0.96 KB)
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