External User prompt for authentication when receiving archive email

[Yobo]

Hi,

A customer just call me yetersday and mention that if you foward a few archive message from EV to another external party, that external user will be prompted for a password.

How can this be prevented?

I'm using EV 8.02 and the shortcut have beenn configure up to 1000 words.

Thanks

Please advise

[BravoZulu]

Hi Yobo,

Check your Desktop policy.  Under the Advanced tab, Outlook, look for the option "Forward original item".  It should be set to Original.  If it's set to Shortcut, then the recipient will recieve a shortcut which points to a server on your customers site.   If set to Original, the item is restored before sending. 

Thanks,
BZ

[Wayne_Humphrey · Accepted solution]

Yobo,

Simple, they don't.... Shortcut's are useless outside the Org.  The users will have to forward the original item. Like BravoZulu suggests you can make Enterprise Vault force this.

[Yobo]

Hi,

The Foward Original Item show it is original.   This is the default setting?

Pls advise. I'm using ev 8.02

Thanks

[BravoZulu]

Hi Yobo,

Yes, this is the default setting.  Do a re-synchronization of the users mailbox.

Please note that It is by design, that Enterprise Vault will not allow someone internal to your envieonment to view your own archived items unless they have permission to your archive.   Therefore, if you forward someone a shortcut to an item in your own archive, they MUST have permission to your archive to retrieve and view that item.   This is why the Forward Original Item option is essential in this case, as the item is retrieved from your archive before being forwarded to the recipient.

If your users are constantly being asked to authenticate to their archives, then you probably have a proxy in-place and need to add your EV servers to the exception list.  Add the Enterprise Vault server names to the Exchange Desktop Policy.  On the Advanced tab, select Outlook and modify the Add server to Intranet Zone setting. For Example, vault01;vault01.domain.com;servername;servername.domain.com

BZ