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Proofpoint, Inc.

Instant Replay Feature Explained

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Situation

The Instant Replay feature allows users to send (or resend) an email from Proofpoint Essentials to their messaging server. This may be useful in the following situations:

  • The original email failed to be delivered (bounced/expired)
  • The original email was deleted by the user
Summary

Read below to better understand the Instant Replay feature, and how to use it to resend an email via Instant Replay.  Also see the exceptions or what emails cannot be re-send.

 

If a user is attempting to send an email that has already been sent, they should be aware that if the email already exists in the destination server's database then many mail systems may not deliver the email again. This will depend on the mail system in use and how it handles duplication.

Microsoft Exchange, for example, has a default duplicate database setting of 7 days. This means if an email comes in with the same messageID and the client submit time is within 7 days of the original, it will delete it as a duplicate. Therefore the user who uses Instant Replay feature to resend an email less than 7 days old will not get the message.

If you are using Microsoft Exchange and wish to enable retrieving messages within 7 days of receipt of the original, please follow the instructions on how to change this setting, available here.

If you are using another email application you should investigate to see if you have the option to adjust this value.

Instant Replay Feature is available only for the customers who have subscribed to the Business, Advanced or Professional Packages.

Please Note:

There are potential issues using this feature with Office 365 that are similar to those noted above with Exchange. 

How to resend an email via Instant Replay 

First, please ensure your company has Instant Replay enabled.

  1. Expand Account Management
  2. Click Features.
  3. Enable Instant Replay: You can select between Off, 1, 2, 3 and 30 days.

    If you select 1, 2, 3 or 30 you will only be able to resend emails for those days in the logs, i.e. you will only be able resend emails for the last one day if 1 is selected or last two days if 2 is selected etc.

  4. Click Save.
Resending an Email
  1. Go to Log Search
  2. Click one of the following:  All Users, Discovered Users, Specific User, Specific Group, or Specific Functional Account
  3. Search for the email(s) you require
  4. Tick the checkbox beside the email you wish to resend
  5. From the Actions dropdown select Resend
  6. Click Apply

Please Note:

The message(s) will be resent to your exchange server and delivered into your Inbox.

Exception in Re-sending emails:

Emails that have been blocked by our Anti Spoofing Policy Filter and then released, cannot be re-sent.