Microsoft Exchange OnlineProductivity and Collaboration
Mailbox Records Released Without the Personal Data
Microsoft Exchange Online is the mailbox behind Microsoft 365 Outlook, and it is often where the record a request asks for actually sits. With the Outlook connection, an AI Intelligence Hub workflow pulls messages and their attachments over Microsoft Graph and hands them to Redactor, which removes the personal information in each message body and each attachment before anything is released. Exchange keeps delivering mail as it does today.
What you can do together
Redact a mailbox request end to end
An AI Intelligence Hub workflow pulls the messages and attachments a request covers, and Redactor removes names, addresses, phone numbers, card numbers and other personal information from both.
Keep a person in the loop
The AI Intelligence Hub workflow pauses for a records officer to approve before it moves on, so nothing is released on automation alone.
Show the basis for every withholding
Redactor draws the exemption code on each redacted region, so the released PDF shows why each passage was withheld.
Act when redaction finishes
An AI Intelligence Hub workflow starts on the Redaction Completed event and carries the redacted item to its next step.
Handle exported mail too
Upload .eml and .msg files from mailboxes you do not connect, and Redactor redacts each message's headers and body as a document.
How it connects
The connection runs through the declarative integration framework in AI Intelligence Hub. The Outlook connector is defined as configuration against one execution engine rather than as custom code, and it reaches the mailbox over Microsoft Graph through the connection an administrator authorises. Every request passes the framework's egress guard, pagination ceiling and fan-out limit.
A workflow built on the visual canvas does the work. It reads messages from the mailbox folder it is pointed at, extracts their attachments, and submits both for redaction. Redactor renders each message as a PDF of its headers and body and removes the content under every redacted region rather than covering it. Each attachment is redacted as its own file, on the path for its format. The workflow can pause for a person to approve before it continues, and a second workflow can start when an item's redaction completes.
Exported .eml and .msg files take the document path with no connection at all: each message's headers and body are redacted as a PDF, which covers mailboxes that are not connected. The redacted copies are written to the library, not back to the mailbox.
Microsoft Exchange OnlineProductivity and Collaboration
A scenario
- SetupThe administrator authorises the Outlook connection once. A records officer builds a workflow in AI Intelligence Hub that reads the director's project folder, extracts the attachments and submits everything to Redactor.
- 09:00The workflow runs. Each message becomes a PDF of its headers and body, and each attachment, a spreadsheet and two scanned letters among them, becomes an item of its own.
- 09:40Redactor has found names, home addresses and phone numbers in the message bodies and the attachments and removed them, with the exemption code drawn on each region.
- 10:15The workflow pauses for approval. The records officer opens the redacted PDFs in the library, checks them and approves.
- 10:20The workflow collects the redacted PDFs into one archive with its zip step and uploads it to the request's folder. The originals stay in the library unchanged, ready for any appeal.
What stays where
Exchange Online remains the mail system
Delivery, mailbox rules, Exchange retention and holds are unchanged. The workflow reads the folder it was pointed at, through the connection the administrator authorised.
The workflow decides what is read
Which folder and which messages are pulled is set in the workflow. The redacted copies are written to the library, not back into Exchange Online.
Nothing is replaced
People keep working in Outlook. The pulled originals stay in the library beside their redacted copies, under the portal's own access model and retention.
Processing runs where the platform runs
Conversion, detection and redaction run on the platform's infrastructure, as SaaS, in your own Azure subscription or on your own servers. The connection needs network reach to Microsoft Graph.
Products and solutions
Next step
See it on your own Microsoft Exchange Online instance.
We will show the connection made, the data moving and the output, then size it for your deployment.
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