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Held emails and what to do with them

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All XGS employees with email will receive a held messages email in their inbox on a frequent, if not daily, basis.  

If the XGS email system marks an email as suspicious, it will hold it until it has been properly reviewed and released by you. We ask that you help us teach our system to better recognize potentially important emails by reviewing your email digest message (aka “You have new held messages” email).   

Held messages email

 

Under each held email you will see three options available to you when reviewing your email digest. These options can be exercised directly in the received digest email and are described in detail below. 

Release

  • Delivers it to your Inbox provided it passes virus scanning, content, and attachment policies. 
  • Future messages from the sender are still subject to policy checks (e.g. spam content, specific attachments) so may be sent to the Hold Queue. 

Permit

  • Delivers it to your Inbox provided it passes virus scanning, content, and attachment policies. 
  • Future messages from this sender will bypass the hold area, all spam checks and are delivered to your Inbox, provided they pass virus scanning, content, and attachment policies. 

Block

  • Removes the message from the Hold Queue, but doesn’t deliver the message to your Inbox. 
  • The sender’s email address is added to your personal block list. Messages from them are rejected, and won’t be delivered to your Inbox. 

  For more details, you can read more about held messages here:  https://community.mimecast.com/s/article/The-Digest-Email-373703617

Block

Blocking an email will prevent the blocked sender to send email to you again.

Frequently Asked Questions

Q: What happens to the messages if I take no action on messages in the digest?
A: You do not have to take action on messages in the digest, but we encourage you to do so. If no action is taken on the messages in the digest, you will not be reminded about them and they will expire from the Hold Queue after 14 days. After this period, messages can be retrieved from your personal email archive.
Q: I received a notification that Message Action Failed! - Old or Invalid link when I clicked on an action link. What does this mean?
A: The action links in the digest are only valid for 14 days. The above notification is displayed if you attempt to release, block, or permit a message after this time period, or if the message has previously been released or blocked.
Q: I cannot see all the options in the digest email (e.g. Release All). Why is this?
A: Each digest notification only displays details of newly held messages. This is deliberate so as not to spam users with messages. If you receive many digest notifications, try creating a rule in your email client to move them to a separate folder.

 

Updated on February 3, 2023

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