Approval / Moderation

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This allows you to limit how long messages sent to an email list must receive approval from the recipient before sending them. If you set the approval of messages, all messages that need approval must be reviewed by the moderators. Notes: The approval messages are deactivated when a new distribution list is generated. Delivery Management has been activated.

How the message approval process works

Message approval requests are sent to the moderators or managers that attend meetings where you send messages to email distribution lists. Requests include the sender's name, email address, and recipient's name; you can also include a reason why the message requires moderation.

Messages must be approved before they're sent from the recipients' mailboxes. If any of those messages aren't approved within a set time, they're deleted from users' Inboxes and returned as NDRs (non-delivery report).

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With Geolance, you can send as many emails to our online community as you want without having to worry about bounces or complaints from users who aren't receiving them. You can even set up central distribution lists so that managers and unwanted content moderators approve each message before they're sent out - this way every message gets approved before being sent out! It's never been easier for businesses like yours to communicate with their customers and clients professionally.

What you need to know about approvals

The first time someone sends a message to an approval list, a default approval request is created with information on who sent it and why it needs approval. After this, each time someone sends a message to the list, they get a request to approve it.

Approval requests are sent to all moderators or managers that attended the meeting where the message was created. They only need to approve or reject the message and then update their status in Outlook Web Access (OWA). To update their status: Go into OWA and choose Tools>Options>Moderation Request Status. Select either Approved or Rejected, and then click OK. If you're using OWA in Cached Exchange Mode, the pre moderation requests will be updated when you next connect to your mailbox.

If no action is taken on an approval request after a set time, it expires and is deleted from users' Inboxes along with any other unapproved messages. The expiration time is set by either the system or the moderator, depending on who created the approval list.

To delete an expired message: Open OWA and go to your Inbox. Right-click on the message you want to delete, and then click Delete Message.

Approving messages To approve a message sent to an email distribution list that has moderation enabled: Go into OWA and choose Options>Moderation Request Status. Choose Approved or Rejected in the menu, and then click OK. If you're using OWA in Cached Exchange Mode, this will update your status when you next connect to your mailbox.

Set up user generated content moderation

You can set up central distribution lists to moderate the messages they send. Messages sent to these lists are routed through Exchange, where moderators or managers approve them before they're delivered. If a message requires approval, it's sent back as an NDR (non-delivery report) to the sender until it's approved.

What is moderated?

You can add the following types of inappropriate content to automated moderation lists: Note: Some of these require specific settings or approval requests.

From address If the moderated message is set up as required, you must approve all messages before they're sent. If reactive Moderation status is set up as Requested, one moderator must turn off post moderation and then approve the message before it's sent. You can also choose Optional to allow moderators or managers that don't approve a message to send it, but return it as an NDR (non-delivery report) if another moderator has turned on distributed moderation for this list. Sender address If the moderated message is set up as required, you must approve all messages before they're sent. If Moderation process status is set up as Requested, one moderator must turn off moderation and then approve the message before it's sent. You can also choose Optional to allow moderators or managers that don't approve a message to send it, but return it as an NDR (non-delivery report) if another moderator has turned on human moderation for this list. If you're using OWA in Cached Exchange Mode, you'll see the messages two minutes after entering your credentials on social media platforms. Subject line If the moderated message is set up as required, you must approve all messages before they're sent. This includes messages with all characters blocked in subject lines (not just inappropriate ones). If Moderation status is set up as Requested, one moderator must turn off moderation method and then approve the message before it's sent. You can also choose Optional to allow moderators or managers that don't approve a message to send it, but return it as an NDR (non-delivery report) if another moderator has turned on moderation for this list. Body of message If the moderated message is set up as required, you must approve all messages before they're sent. This includes messages with attachments and text and HTML messages (except those blocked by the attachment and HTML filters). If Moderation status is set up as Requested, one content moderator must turn off moderation and then approve the message before it's sent. You can also choose Optional to allow moderators or managers that don't approve a message to send it but return it as an NDR (non-delivery report) if another moderator has turned on moderation for this list.

Moderated distribution lists can't be used as a target for a transport rule, and you can't use the New-DistributionGroup, Set-DynamicDistributionGroup, or Set-Mailbox cmdlets to change any of their properties that control moderation. Use the Add-DistributionGroupMember, Remove-DistributionGroupMember, Update-DistributionGroupMember, and Set-DistributionGroup cmdlets to make changes to these groups. For more information about how to create and configure moderated distribution lists, see Create a Moderated Distribution Group.

Instructions

1. In your Outlook Web App mailbox, select the Options tab of the Ribbon and then click Mail Settings -> Mail Disclaimers.

2. Do one of the following:

- If you want a disclaimer added to all messages sent from the group by any member, under Group disclaimers, click Add. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing disclaimer) and then click OK twice.

- If you want a disclaimer added when anyone sends an approval request (to receive or approve messages), under Approval requests, click Add. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing disclaimer) and then click OK twice.

- If you want a disclaimer added only when you approve messages, under Approval requests from me, click Add. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing disclaimer) and then click OK twice.

3. Click Save to apply your changes.

4. Use the Outlook Web App options page to configure how long disclaimers are visible on screen and whether they automatically disappear after a specified period.

5. Repeat steps 1 through 3 as necessary for other groups that should display disclaimers as described above.

Create a moderated content group

The option [Description: Applies a disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing disclaimer) and then click OK twice.] will not appear on the screen until you save changes, which requires exiting and reentering OWA or restarting IIS. This can be done by right-clicking on the OWA icon at the bottom of the browser window and selecting Exit, or simply closing your browser tab/window if Outlook Web Access is only open in one. For this change to take effect, you must close all browsers that may have had Outlook Web Access open during that session. If you do not, you will get a message stating that your changes were not applied.

If you need to get back into the configuration screen after closing OWA or restarting IIS, you can do so by using IIS Manager (Start->Administrative Tools->IIS Manager). Under Connections, find your server name. Expand it, and then click Sites. Find the Outlook Web Access virtual directory under the Default Web Site group (the default is /owa). Right-click on it, select Properties, click Directory Security in the left pane (it should be selected by default), and select Edit under Authentication and access control in the right pane. Change Anonymous access to read-only if necessary for your environment. The option [Description: Applies to messages sent from the group. Type a in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] should be available in the Outlook Web Access configuration screen when you return.

Add moderators to a moderated group

To add more moderators to the group, use the Add-DistributionGroupMember cmdlet.

For example:

Add-DistributionGroupMember -Identity "Moderators" -Member "Redmond IT Group"

The following command adds two community members of the Redmond department to the Moderators distribution list named "Moderators".

Add-DistributionGroupMember -Identity "\All Employees\Moderators" -Member "Bellevue IT Department", "Brandie Mossburg"

You can prevent Outlook Web App users from changing their moderation settings by adding them to a group and applying for permissions accordingly. For details about permission configuration, see Managing Exchange Recipients -> Recipient Permission.

Prevent changes to moderation settings from Outlook Web Access by adding users to a group and configuring permissions accordingly

Using the OWA Configuration page, you can specify that a disclaimer or approval request is added to certain groups or all groups.

1. Click your Exchange server name in the left pane of Internet Explorer, go to Exchange Control Panel (ECP), select Organization Configuration, then select Mailbox under the Mail Flow section, and click on Disclaimers. In this example, advisory.com is used as an example organization.

Click the Save button after each entry

2. Under Apply disclaimers to these groups, use the Add button to add mail-enabled security groups from which want disclaimers applied whether senders are authenticated or anonymous. The [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] the option will not appear on the screen until you save changes, which requires exiting and reentering OWA or restarting IIS. This can be done by right-clicking on the OWA icon at the bottom of the browser window and selecting Exit, or simply closing your browser tab/window if Outlook Web Access is only open in one. For this change to take effect, you must close all browsers that may have had Outlook Web Access open during that session. If you do not, you will get a message stating that your changes were not applied.

If you need to get back into the configuration screen after closing OWA or restarting IIS, you can do so by using IIS Manager (Start->Administrative Tools->IIS Manager). Under Connections, find your server name. Expand it, and then click Sites. Find the Outlook Web Access virtual directory under the Default Web Site group (the default is /owa). Right-click on it, select Properties, click Directory Security in the left pane (it should be selected by default), and select Edit under Authentication and access control in the right pane. Change Anonymous access to read-only if necessary for your environment. The option [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] should be available in the Outlook Web Access configuration screen when you return.

3. Under Apply disclaimers to these internal users, use the Add button to add distribution groups from which want disclaimers applied whether senders are authenticated or anonymous. The [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] the option will not appear on the screen until you save changes, which requires exiting and reentering OWA or restarting IIS. This can be done by right-clicking on the OWA icon at the bottom of the browser window and selecting Exit, or simply closing your browser tab/window if Outlook Web Access is only open in one. For this change to take effect, you must close all browsers that may have had Outlook Web Access open during that session. If you do not, you will get a message stating that your changes were not applied.

If you need to get back into the configuration screen after closing OWA or restarting IIS, you can do so by using IIS Manager (Start->Administrative Tools->IIS Manager). Under Connections, find your server name. Expand it, and then click Sites. Find the Outlook Web Access virtual directory under the Default Web Site group (the default is /owa). Right-click on it, select Properties, click Directory Security in the left pane (it should be selected by default), and select Edit under Authentication and access control in the right pane. Change Anonymous access to read-only if necessary for your environment. The option [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] should be available in the Outlook Web Access configuration screen when you return.

4. Finally, we need to apply disclaimers at the Exchange Server 2010 organization level on any send connectors that may be used by third parties anonymous sources sending email into our organization for publishing user generated content. Sending connectors can be found by going to Organization Configuration->Hub Transport and the Send Connectors tab on the right side of the window. This is where you will need your text editor, like Notepad:

First, select the send connector that you want disclaimers applied to and then Edit it. Next, click on the Address Space tab at the top and find Anonymous Users in the list of address spaces that get routed through this connector. Select it and use Add->Add New to add a new entry for each group within your organization from which disclaimers should be applied (i.e., Accounting, Sales). Using our example of groups called [Sales] and [Accounting], we would add two entries:

If you're not sure which groups to add, you can use the Get-DistributionGroup cmdlet to list all of your Exchange distribution groups.

When finished adding entries for each group in your organization from which disclaimers are to be applied, click OK twice. This should enable the option [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] when editing that connector's address space again, make sure you have closed all browsers with Outlook Web Access open before trying this. If there is no configuration screen available after following these steps, restart IIS or exit/reenter OWA by closing it in your browser(s) to force it to recognize changes.

5. You can test that your disclaimers are properly set up by sending an email to any address in the organization (i.e., [email protected]). If you did everything correctly, your disclaimer should be appended to the end of the email.

When composing emails using Outlook 2007 or 2010, make sure you select plain text mode to see the disclaimer otherwise it will appear as HTML, which is not what we're trying to accomplish here! Additionally, if certain users are not seeing disclaimers on outgoing messages but all other users are, you may need to re-apply these settings.

6. If necessary, disclaimers can be updated at any time by returning to the Exchange Server 2010 organization's Send Connectors configuration screen and clicking on the Address Space tab again. You will then see a table of all address spaces routed through this send connector, one of which should be [Description: Applies a message disclaimer to messages sent from the group. Type a disclaimer in the Enter text to add your disclaimer box (or select an existing one) and then click OK twice.] under which you can edit or delete entries as applicable.

7. Please note that these settings will only work for emails sent outbound over SMTP connections directly from Exchange servers - they do not work for sending emails from users' Outlook clients, OWA, third-party mail clients, mobile devices, or forwarded email. Keep this in mind as you begin to create disclaimers that include information about where the message was relayed from or before whom it has been sent.

Before you start adding disclaimers to all of your send connectors

Remember that if the connector is used by third parties or anonymous sources sending emails into your organization, disclaimers will need to be added at the Exchange Server 2010 organization level on any exchangers that may be used by such sources. This guide should give you a good start for implementing disclaimers in your Exchange Server 2010 environment but please keep in mind that there are several ways to accomplish this and the steps outlined here represent just one approach.

Add editors you want to moderate messages to the moderated groups you have created.

If you wish for this pre moderation action to take place only when messages are sent outbound over SMTP, then use an Outbound connector instead of an internal Send connector as outlined above. Of course, the same disclaimers will need to be added under the Address Space tab in that situation.

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