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[Email Archive] Regarding an Issue in Which Emails Received from Business Systems Are Excluded from the Archive

Question

Emails received from a business system may be excluded from the archiving Target.
Please tell me the cause and solution.

Answer

If emails are sent to Gmail from the following environments, they may be excluded from the archiving Target.

  • The Domain used in the From address is the same as the Domain used by Gmail (Includes subdomains)
  • The Domain used in the envelope From is the same as the Domain used by Gmail (Includes subdomains)
  • The source IP address of the business system is included in the Domain's SPF record, or is registered in Gmail's inbound gateway Settings.

This is because Gmail mistakenly recognizes these emails as emails received from within the organization.
If this issue occurs, Add individual archiving Settings for the business system.

※ If emails are not being received at all, please Confirm that they are not being identified as spam, for example by Adding them to [Inbound Gateway] or [Whitelist].

Notes

  1. Please Confirm the global IP address of the sending server for the business system.
    ※ If the sending system uses IPv6, please also Confirm the IPv6 format IP address.

Procedure

  1. Access the Google Workspace admin console.
    https://admin.google.com/AdminHome (External link)
  2. Access [Apps] - [Google Workspace] - [Gmail] - [Compliance].
  3. Click [Settings] or [Add another rule] under [Content compliance].
  4. Enter a description of the rule in [Required].
    Example) "Email Archive (rsmtpd_inbound) for business system"
  5. Check "Internal - Receiving" under [Email messages to affect].
  6. Click [Add] from [Expressions] under [If ANY of the following match the message].
  7. Select [Metadata match], set [Attribute] and [Match type] as follows, then click [Save].
    ※ If the sending system uses IPv6, please also register the IPv6 format IP address.
    • Attribute : [Source IP]
    • Match type : [Source IP falls within this range]
      • Enter the IP address of the business system's sending server in the field below
  8. Check [Add more recipients] under [Also deliver to] in [3. If the above expressions match, do the following], then click [Add].
  9. Select [Description] from the dropdown, check [Change route] in the displayed Field, and change [Normal routing] to [Email Archive (rsmtpd_inbound)].
  10. Check [Add Custom header] and click [Add].
  11. Configure as follows, then click [Save].
  12. Click [Save].
  13. Scroll down the screen and click [Show options].
  14. Set [Types of accounts to affect] as follows, then click [Save].
    • Users : Check this box
    • Groups : Check this box
    • Unrecognized / Catch-all : Leave unchecked
  15. Content compliance setup is now Available, so click [Add another rule].

  16. Repeat Procedure 3 through 14 to register content compliance with the following settings.

    Procedure Field Name Setting Value
    4 Name "Email Archive (bsmtpd_inbound) for business system"
    5 Email messages to affect － Inbound
    － Outbound
    － Internal - Sending
    ✔️ Internal - Receiving
    6 Add expressions that describe the content you want to search for in each message Select [If the following matches part of the message]
    7 Simple content match / Advanced content match / Metadata match Select [Metadata match]
    7 Attribute Select [Source IP]
    7 Match type Select [Source IP falls within this range] and enter the sending source IP address of the business system in the field below
    8 Also deliver to ✔️ Add more recipients
    9 Basic / Advanced settings Select [Description]
    9 Route ✔️ Change route
    "Email Archive (bsmtpd_inbound)"
    10 Headers － Add X-Gm-Original-To header
    － Add X-Gm-Spam and X-Gm-Phishy headers
    ✔️ Add Custom header
    11 Add Custom header → Header key Hdems-Archive-Domain
    11 Add Custom header → Header value [Connection Settings] under [HENNGE Email Archive] in [Service List] on the Customer Portal
    [Customer Portal] How to Confirm the HENNGE One Service List
    14 Options → B. Types of accounts to affect ✔️ Users
    ✔️ Groups
    － Unrecognized / Catch-all
  17. Once two settings have been added to [Content compliance], the setup is Available.

Translation Disclaimer

This article has been automatically translated from the original Japanese version for your convenience.
While we strive to ensure accuracy, we cannot guarantee its reliability or completeness.

In the event of any discrepancies or questions regarding the content, the official Japanese version shall prevail.