Jun 06 2020 11:49 PM
Hi,
I have setup a scanner to email the scanned document to user. However the sent documents is stored under the "sent" item in OWA. This leads to privacy concern.
Is there anyway to whether by mail rules or setting, to automatically delete the sent item; OR not saved in sent item every time a scan is make?
Thanks.
Jun 07 2020 07:49 AM
Depends on how exactly you have set up the device/relay, generally speaking if you're using the "client submission" method, that's the expected behavior. See this article for comparison between the different methods: https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-dev...
You can simply stamp a retention tag on the Sent Items folder for said mailbox and have the items deleted periodically.
Jun 08 2020 08:56 AM
@Vasil Michev
Not sure whether i understand the link correctly. I did not use a connector/relay to setup the scanner.
I just enter the O365 SMTP info with the user authentication. Is that the "client submission" method that you mentioned?
Thanks.
Jun 08 2020 09:21 AM
Yup, you're effectively logging in as the user, thus messages go by default to the Sent Items folder.
Jun 09 2020 08:39 AM
Is there a way/workaround for this submission method?
Or even from the administrator side, like creating mail flow or anyway to delete the saved items for the particular mailbox?
Thanks.
Jun 09 2020 09:35 AM
No, that's a change MS introduced a while back: https://techcommunity.microsoft.com/t5/exchange-team-blog/changes-coming-to-the-smtp-authenticated-s...
As mentioned in my original reply, a retention policy can get rid of those messages for you.
Jun 10 2020 07:15 AM
Is this the retention you were referring:
I have included 1 email address with the following setting:
Is this the right setup? This will delete all emails in the account, including sent item?
Thanks.
Jun 10 2020 08:17 AM
This can also work, but I would suggest using Exchange's retention policies instead, as they are more granular: https://docs.microsoft.com/en-us/exchange/security-and-compliance/messaging-records-management/reten...