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Recipient policy cannot recognize the age limit RRS feed

  • Question

  • We are using exchange 2003 SP2 with two servers(win2003sp1). Existing Recipient policy delete messages 60 days old from sent” folder. But it stopped working recently. Delete all the existing recipient policy. Create a new one which will delete everything in a test mail box, it works fine. Create another new policy which will delete messages 30 days old in “sent” folder, it doesn’t work. The report shows mail boxes have been processed, but no messages were deleted.

    It looks like the recipient policy cannot recognize the age limit correctly? Any idea how to fix this problem? thanks

    Monday, May 2, 2011 12:48 PM

All replies

  • I did change the msExchMailboxManagerAgelimit attribute using valuse of 1, it will ignore the modified date. I have "calendar""Sent""delete" folder included for this new policy. It does delete a lot of items from "Calendar", but not for sent and delete folder. From the reports, on first exchange server, only part of the mail boxes' "sent" folders were processed(showing how many items in sent folder). on second xchang server, none of the "sent" folder were processed. it looks like it didn't scan the "sent" folder at all.
    Monday, May 2, 2011 2:20 PM
  • How is your schedule setup, is there enough time to complete this?>

    Look at the below attributes.  You mention that it worked on one Exchange server (part of the sent items were deleted)

    In Exchange Server 2003, in order for a message to be processed by a policy, the age of the message must pass 3 criteria:

    l Delivery: (PR_MESSAGE_DELIVERY_TIME)

    l Sent: (PR_CLIENT_SUBMIT_TIME)

    l Last Modified: (PR_LAST_MODIFICATION_TIME)


    Also, see below.

    http://blogs.technet.com/b/exchange/archive/2004/08/17/215807.aspx


    • Edited by Sukh828 Monday, May 2, 2011 2:52 PM http://support.microsoft.com/kb/319188
    Monday, May 2, 2011 2:41 PM
  • I just applied this new policy and ran the "mailbox management" manually on both of two exchange server. For the schedule, it only has the option to set up the "start" time. Can we set up a time range for a scheduled job to complete?
    Monday, May 2, 2011 3:03 PM
  • Did manually running the policy work?

    In the KB see section "Configure mailbox management at the server level"

    Sukh

    Monday, May 2, 2011 3:17 PM
  • No. No items in sent folder were deleted on both of two servers. see the report:

     The first sample records for one mail box, you will see 4 folders processed with out "sent" folder.

    ------------------------------------------------------------------------------------------

    Recipient Policy: Mailbox Cleanup

    Folder Deleted Items Contents: 0 Items (5.00 KB)

    Folder Deleted Items Contents: 0 Items (5.00 KB)

    Folder Deleted Items Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    Folder / Contents: 0 Items (0.00 KB)

    Folder / Contents: 0 Items (0.00 KB)

    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    Folder /Calendar Contents: 634 Items (7.60 MB)

    Folder /Calendar Contents: 632 Items (7.59 MB)

    Folder /Calendar Done: 0 Items Processed, 0 Items Moved (0 (null)), 2 Items Deleted (4 (null))

    Folder /Outbox Contents: 0 Items (0.00 KB)

    Folder /Outbox Contents: 0 Items (0.00 KB)

    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    Mailbox Contents (before processing): 634 Items (7.60 MB)

    Mailbox Done: 4 Folders Processed, 0 Items Moved (0 (null)), 2 Items Deleted (4 (null))

    ----------------------------------------------------------------------------------------------------------------------------------------

    The second sample records, shows 5 folders were processed including "sent" folder:

    --------------------------------------------------------------------------------------------------------------

    Folder Deleted Items Contents: 0 Items (0.00 KB)
    Folder Deleted Items Contents: 0 Items (0.00 KB)
    Folder Deleted Items Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder / Contents: 0 Items (0.00 KB)
    Folder / Contents: 0 Items (0.00 KB)
    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Calendar Contents: 2 Items (23.00 KB)
    Folder /Calendar Contents: 2 Items (23.00 KB)
    Folder /Calendar Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Outbox Contents: 0 Items (0.00 KB)
    Folder /Outbox Contents: 0 Items (0.00 KB)
    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Sent Items Contents: 5 Items (40.00 KB)
    Folder /Sent Items Contents: 5 Items (40.00 KB)
    Folder /Sent Items Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Mailbox  Contents (before processing): 7 Items (63.00 KB)
    Mailbox  Done: 5 Folders Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    --------------------------------------------------------------------------------------------------------------------

    on first xchange server, only part of mail box report "5 folders processed" with "folder /sent" listed. on second xchange server, none of the mail box report "5 folders processed" with "folder/sent" listed.

    thanks

    Monday, May 2, 2011 3:38 PM
  • 1. The above reports are from exch server 1 right?

    2. How many mailbox manager policies do you have?

    3. Did you set the value as 0x3?

    msExchMailboxManagerAgeLimit attribute on the mailbox manager policy to a hex value of "0x3

    Monday, May 2, 2011 3:57 PM
  • 1.yes. it is comming from sserver 1. in the report for server 2, none of them shows "folder/sent".

    2.I have three total right now. one is the default mail box policy, one is delete all for a test mail box, one is "delete 60 days in sent folder" for all mail boxes.

    3. The msExchMailboxManagerAgeLimit attribute entry only accept between 0-9, error message:

    "The value entered can contain only digits between 0 and 9, if a negative value is desired a minus sigh can be placed as the first character"

    Monday, May 2, 2011 5:21 PM
  • Can you change the value to 3 and test.
    Monday, May 2, 2011 5:41 PM
  • same policy, filter to a test account, change the value to 3 and test.(delete 30 days messages in folder sent). It doesn't work. Please see the report below, it looks like it didn't scan the sent folder at all.

     

    ----------
    Cleaning Mailbox test@test.com Recipient Policy: Mailbox Cleanup
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Mailbox  Contents (before processing): 4 Items (24.00 KB)
    Mailbox  Done: 2 Folders Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    The Microsoft Exchange Server Mailbox Manager has completed processing mailboxes
    Started at: 2011-05-02 14:03:56
    Completed at: 2011-05-02 14:03:57
    Mailboxes processed: 2
    Messages moved: 0
    Size of moved messages: 0.00 KB
    Deleted messages: 0
    Size of deleted messages: 0.00 KB

    Monday, May 2, 2011 6:09 PM
  • Can you verify the properties of a message in the sent items older than you age limit?

    1.Download MAPI Editor http://www.microsoft.com/Downloads/details.aspx?familyid=55FDFFD7-1878-4637-9808-1E21ABB3AE37&displaylang=en

    2. Double click the download file and extract it.

    3. Double click MFCMAPI.exe, click OK on the ABOUT MFCMAPI prompt.

    4. On the Session menu, click Logon and Display Store Table

    5. If you are prompted to select a profile, click the profile name for the affected user in the Profile Name list, and then click OK.

    6. Double-click the affected user's mailbox.

    7. Expand Root Container, expand "Top of Information Store".

    8. Double click on Deleted Items. All the messages in the Deleted Items folder will be listed.

    9. Click on a message.

    10. In the bottom pane, scroll down to locate the three properties:

    PR_MESSAGE_DELIVERY_TIME

    PR_CLIENT_SUBMIT_TIME

    PR_LAST_MODIFICATION_TIME

    11. Double click on each and the date for the properties is shown in the Date field.

    Note: Please make sure the user profile you selected in MFCMAPI is in online mode. To change the user profile to online mode, please follow these steps:

    ============

    1. Close Outlook.

    2. Click Start menu-> Control Panel. If Control Panel is not in Classic View, click Switch to Classic View, and then double-click the Mail icon.

    3. Click Show Profiles and double click on user profile.

    4. Click on E-mail Accounts and double click on Microsoft Exchange account.

    5. Click on More Setting and click Advanced tab.

    6. Make sure the Use Cached Exchange Mode is unselected.

    What are the results? What are the values?

    Monday, May 2, 2011 8:37 PM
  • Thanks. The test policy is to delete items 30 days old in sent folder. Here are the results and values:

    oldest messaage in sent folder: 

    PR_MESSAGE_DELIVERY_TIME:

    lowDateTime:0x77A68A19

    High Date Time:0x01CBD740

     Date:12:10:19.547 PM 2/28/2011

     

    PR_CLIENT_SUBMIT_TIME:

    lowDateTime:0x77A68A19

    High Date Time:0x01CBD740

     Date:12:10:19.547 PM 2/28/2011

     

    PR_LAST_MODIFICATION_TIME:

     

     

    lowDateTime:

    0x780D0F0C

     

     

    High Date Time:0x01CBD740

     Date:12:10:20.219 PM 2/28/2011

    

    another  messaage in sent folder: 

     

     

     

     

    

    PR_MESSAGE_DELIVERY_TIME:

    lowDateTime:

    0xC54C8AD5

     

    High Date Time:

    0x01CBDFFF

     

     

     

     

     Date:

    03:19:52.997 PM 3/11/2011

     

     

     

     

     

     

    PR_CLIENT_SUBMIT_TIME:

    lowDateTime:0xC54C8AD5

     

    High Date Time:0x01CBDFFF

     

     Date:03:19:52.997 PM 3/11/2011

     

    PR_LAST_MODIFICATION_TIME:

     

    lowDateTime:0xC59B384E

     

    High Date Time:0x01CBDFFF

     

     Date:03:19:53.512 PM 3/11/2011

     

     

     

     

     

     

     

     

     

     

     

    As you asked, here is a message from delete folder:

    

    PR_MESSAGE_DELIVERY_TIME:

    lowDateTime:

    0x5E451D80

     

     

    High Date Time:

    0x01CC0960

     

     

     

     

     

     Date:

    07:04:39.000 AM 5/3/2011

     

     

     

     

     

     

     

    PR_CLIENT_SUBMIT_TIME:

    lowDateTime:0x5C7B5A00

     

    High Date Time:0x01CC0960

     

     Date:07:04:36.000 AM 5/3/2011

     

    PR_LAST_MODIFICATION_TIME:

     

    lowDateTime:0xAC4D6523

     

    High Date Time:0x01CC098C

     

     Date:12:21:47.772 PM 5/3/2011

     

     

     

     

     

     

    

    

     

    Tuesday, May 3, 2011 6:31 PM
  • 1. Can you run the recipient update service and test.

    2. Can you verify that two policies aren't being applied for the same user

    3. Can you check the mailbox manager settings, under, "when processing a mailbox" and "select immediately"

    4. Confirm "deleted items" folder is selected and the "age" and "size limit" is configured properly

    5. Can you also post the latest report. after all the above

    6. After verifying the above, go to the poicy, right click, and select "apply now".

    7. If all fails, do below and run again

     

    Can you set logging and run maintenance.  Check event logs and post back.

    Set Diagnostics Logging level

    =======================

    1. Start Exchange System Manager.

    2. Expand "Servers", right-click "Your_Server_Name", and then click "Properties".

    3. Click the "Diagnostics Logging" tab.

    4. In the Services list, select "MsExchangeIS"->"Mailbox".

    5. In the Categories list, click "Background Cleanup", under Logging Level, click "Maximum", and then click "OK".

    Tuesday, May 3, 2011 9:35 PM
  • Hi Sukh and Joey,

     

    According to the troubleshooting, I think you may ignore these options:

    1. Policy priority.

    Like e-mail recipient policies, the highest priority recipient policy that applies to an Exchange Server object is the effective policy. Lower priority policies are no longer evaluated after a match has been made. Could you please try to delete the test recipient policy?

    2. The target of the recipient policy

    Right click the “delete 60 days” policy, Click the General tab, select the target that you want to apply the “delete 60 days” policy. Please make sure the second Exchange server include in the target.

     

    How to use recipient policies to control mailboxes in Exchange 2000 and Exchange 2003


    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Wednesday, May 4, 2011 3:28 AM
  • Thanks Sukh828 and Jerome:

    Here is what I did:

    1.delete the first test policy, only "mailbox cleanup policy" and defaul email address policy left.

    2.the mailbox cleanup policy only applied to a test email box

    3.under mail box manager settings>>when processing a mail box>> delete immediately

    4.select the "sent" folder for "40"days "any" size

    5.under general>> show these recipients>> checked "users with exchange mail box", unchecked all the others>>under storage>>selected "mailboxes on any server">>under advanced>>filtering "display name " is exactly "test"

    5.apply this policy now.

    6.start mailbox management process on server 1 and server 2 manually.

    Got the first report: (the test account is on server1)

    Started Processing mailboxes at 2011-05-04 14:20:08

    ----------
    Cleaning Mailbox test@test.com


    Recipient Policy: Mailbox Cleanup
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Mailbox test@test.com Contents (before processing): 4 Items (24.00 KB)
    Mailbox test@test.com Done: 2 Folders Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    The Microsoft Exchange Server Mailbox Manager has completed processing mailboxes
    Started at: 2011-05-04 14:20:08
    Completed at: 2011-05-04 14:20:14
    Mailboxes processed: 1
    Messages moved: 0
    Size of moved messages: 0.00 KB
    Deleted messages: 0
    Size of deleted messages: 0.00 KB

    You can tell it failed to delete 40 days old messages in sent folder. Changed the lDiagnostics Logging settings according to Sukh's suggestion, ran again, get the report:

     Started Processing mailboxes at 2011-05-04 14:29:29

    ----------
    Cleaning Mailbox test@test.com

    Recipient Policy: Mailbox Cleanup
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Mailbox test@test.com Contents (before processing): 4 Items (24.00 KB)
    Mailbox test@test.com Done: 2 Folders Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    The Microsoft Exchange Server Mailbox Manager has completed processing mailboxes
    Started at: 2011-05-04 14:29:29
    Completed at: 2011-05-04 14:29:31
    Mailboxes processed: 1
    Messages moved: 0
    Size of moved messages: 0.00 KB
    Deleted messages: 0
    Size of deleted messages: 0.00 KB

    Wednesday, May 4, 2011 6:47 PM
  • after truned on Diagnostics Logging to maximum and ran the maintenance again, no error found in events log, here are some log info:

    the background cleanup on message 1-2427348E is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)" 2:24pm

     The background cleanup on message 1-2427348A is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)".

    The background cleanup on message 1-2426EE88 is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)".

    Cleanup of the DeliveredTo table for database 'First Storage Group\Mailbox Store (XCHG)' was successful. 25 entries were purged. 2:25pm

    The background cleanup on message 1-23F93333 is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)". 2:28pm

    Cleanup of the DeliveredTo table for database 'First Storage Group\Mailbox Store (XCHG)' was successful. 27 entries were purged. 2:30pm

    The background cleanup on message 1-24275349 is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)".2:33pm

    Cleanup of the DeliveredTo table for database 'First Storage Group\Mailbox Store (XCHG)' was successful. 52 entries were purged. 2:35pm

    The background cleanup on message 1-2427552E is delayed (in use) on database "First Storage Group\Mailbox Store (XCHG)".  2:35pm

    ;;;;

    Cleanup of the DeliveredTo table for database 'First Storage Group\Mailbox Store (XCHG)' was successful. 48 entries were purged. 2:48pm

    Wednesday, May 4, 2011 7:02 PM
  • It seems there is nothing missed. And I did the test, it works fine.

    I think it may be caused by:

    “under general>> show these recipients>> checked "users with exchange mail box", unchecked all the others>>under storage>>selected "mailboxes on any server">>under advanced>>filtering "display name "is exactly "test"

    1. Could you please try to apply this filter “alias”  “is exactly” “test”?

    2. I doubt if there is email old than 40 days in the test mailbox. So could you please try to set the threshold as 1day?

    Please remember to click “Mark as Answer” on the post that helps you, and to click “Unmark as Answer” if a marked post does not actually answer your question. This can be beneficial to other community members reading the thread.
    Thursday, May 5, 2011 3:55 AM
  • Changed to "alias" is exactly" test and set the threshold as 1 day. apply policy now, ran mailbox managment process manully. It doesn't delete any mesasge in the sent folder. check the report below, it looks like it didn't scan the sent fold.

    Started Processing mailboxes at 2011-05-05 08:32:16

    ----------
    Cleaning Mailbox test@test.com
    Recipient Policy: Mailbox Cleanup
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Contents: 0 Items (1.00 KB)
    Folder / Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Contents: 4 Items (23.00 KB)
    Folder /Outbox Done: 0 Items Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))
    Mailbox test@test.com Contents (before processing): 4 Items (24.00 KB)
    Mailbox test@test.com Done: 2 Folders Processed, 0 Items Moved (0 (null)), 0 Items Deleted (0 (null))

    The Microsoft Exchange Server Mailbox Manager has completed processing mailboxes
    Started at: 2011-05-05 08:32:16
    Completed at: 2011-05-05 08:32:17
    Mailboxes processed: 1
    Messages moved: 0
    Size of moved messages: 0.00 KB
    Deleted messages: 0
    Size of deleted messages: 0.00 KB

    Thursday, May 5, 2011 12:36 PM
  • Hello JoeY728,

    Are you running Symantec? (Or any product that would add the PR_CONTAINER_CLASS to the Sent Items folder?)
    http://www.symantec.com/business/support/index?page=content&id=TECH65027

    - Even if you are not, i would double check the Sent Items folder to ensure the PR_CONTAINER_CLASS does not exist using MFCMapi in that article. (which does not exist by default on an Exchange 2003 mailbox)

    Have you verified the policy is stamped on the user?
    1. Launch ADSIEdit navigate to the mailbox manager policy in question
    2. Pull up the properties of the policy and copy the value listed for "objectGUID"

    3. Now pull up the properties of the test account
    4. Locate the attribute msExchPoliciesIncluded
    5. Does this attribute have the objectGUID of the policy listed?

    When is the last time you restarted the System Attendant service? The processes (RUS and Mailbox Manager) run under the System Attendant and if this has not been restarted in a while, you may give this a try.


    Kevin Ca - MSFT
    Monday, May 9, 2011 6:30 PM
  • Kevin,

    We are using Symantec Enterprise Vault. I think you are pointing to the right direction. We are going to upgrade the EV to version 8.0 SP. Will update whetehr it works or not.

     

    thanks a lot

    Monday, May 16, 2011 3:18 PM