Editing an annotation

Because email can be sent as HTML or plain text, Forcepoint Email Security Cloud maintains two versions of each annotation. To edit an annotation:

Steps

  1. On the General tab of a policy, click one of the annotation links (taking care to choose an Inbound or Outbound annotation).
    Note: If you are adding an annotation for a decrypted message on the Encryption tab, click Edit, then click the annotation link.
  2. On the resulting screen, click the annotation name of interest, or click *.* [default] to view the default annotation.
  3. Indicate where you want annotations to be placed in each message by selecting Top or Bottom from the Position drop-down list.
  4. Choose a default character set from the drop-down list.
  5. Click Edit HTML For best results, use the most recent version of Internet Explorer available.
  6. Make whatever changes you wish to the annotation. The limit is 4 KB.
    If you want to embed a message in the annotation, use the substitution tag _MESSAGE_. When the _MESSAGE_ tag is present, Forcepoint Email Security Cloud ignores the “Top” or “Bottom” setting and wraps the annotation around the message text. You can use this tag to add annotations to the top and bottom of messages at the same time.
  7. Click Submit to save your changes.
  8. Click Edit Plain Text.
  9. Repeat your text changes. Plain text messages also have a 4 KB limit.
  10. Click Submit.
  11. Repeat for each annotation that you want to edit.
    Note: If your HTML annotation contains a block of text, it is recommended that you split up the lines with line breaks. Lines longer than 190 characters can cause unwanted exclamation marks to appear in the annotation.

    Make sure that annotations are enabled for this policy by checking the annotation box on the policy page.