Good Evening Tara!

I was having the same issue with List Moderators just opening any listserv messages that needed approval and they would be approved and distributed to the mailing lists automatically.  We ended up calling them "Phantom Approvals".  I have about 150+ mailing lists so it was a big issue.

I found that this would only happen if anyone was using MS Office 365 (Webmail, we call it) through any browser and had a Listserv message with an approval link in the message.  This does not happen if you used the Outlook Desktop Client.

I tested Chrome, Firefox, Brave and Safari and they all phantom approved the messages.

I found that it was not Listserv that had the problem but was a configuration setting in Office 365 called "Link Preview" that was causing the phantom approvals to happen.   The "Link Preview" by default is turned on in Office 365.  When I turned this off, the phantom approval of messages stopped.  This needs to be done on the Office 365 setup for any List Moderator.

Here how I fixed the "Link Preview" issue for my college:

It seems there is a setting in the configuration called "Link Preview" that causes the phantom approvals.


To correct this issue, the "Link Preview" option needs to be turned off which you can do by doing the following:

  1.  Log into Webmail
  2.  Click on Settings (the Gear symbol in the upper right of the screen) and click on "View all Outlook Settings".
  3.  In the Settings pane, select Mail > Compose and reply.
  4.  Scroll down to Link preview.
  5.  Under Link preview, clear the Preview links in email check box to turn off Link Preview.
  6.  Exit Setting (there is no "Save" button for Settings)
This worked for us.  I was able to stop the phantom approvals for messages from my test mailing list while a user was able send a test message to a production mailing list and have the message hold awaiting moderation.

This is only for using web-based email clients from Microsoft.

I hope this helps solves the problem you are having!

Brett Watts



From: LISTSERV Site Administrators' Forum <[log in to unmask]> On Behalf Of SPHTM Communications
Sent: Friday, November 6, 2020 4:05 PM
To: [log in to unmask]
Subject: Serious Issues with REPLY ALL and CONFIRMS

Hi All,

My name is Tara Brown, and my work email is [log in to unmask]<mailto:[log in to unmask]>, but this is the address we use as our moderation account for our listservs. Stating upfront to avoid any confusion.

We have had a major rash of users hitting "reply all" in their email client (mainly Outlook Enterprise, the university's default client) and gmail (personal), and the messages being redistributed to everyone on a given listserv despite having the following settings in place:

1) I have each of our three listservs (17.0) configured as Reply-To=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DREPLY-TO%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C1%7C637403043338106221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=5DHUiQlGw%2BbSvwQdyJefOsjgf6TqDdIo9rVOgg5ytEA%3D&reserved=0> None,Ignore with the thought that the parameter one should function as described (

None

No "Reply-To" header is generated unless "Respect" is specified and a "Reply-To" header is present in the original posting, in which case replies are directed to wherever the "Reply-To" tag points.
) and that parameter two (

Ignore

The original "Reply-To" tag on the posting, if any, is ignored and discarded, and the value defined in the first parameter of this keyword is used instead. If you code "Reply-To= None,Ignore", then a "Reply-To" tag will never be sent by LISTSERV.
) would reinforce this and not send any replies to anyone.

But it's not working that way at all as mentioned above.  I tried to fix this with some reply-to parameter changes. I'll discuss  those further below.

2) In an attempt to get a little more control over what is being sent, and also to let faculty and staff know that their messages are being distributed to the listservs, I have set up CONFIRMS using these parameters: Send=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DSEND%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C1%7C637403043338116215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=sUSvvev1fzdgWwM8b6DH6tM8AiBjjPpQhpNXRBwx4kg%3D&reserved=0> Editor,Hold,All,Confirm, So right now everyone who is not a list owner or editor is getting a message to confirm that they've sent to the respective listserv. The message goes to the moderator. We approve it. Another informative message is sent back to the original sender indicating their message was distributed to X number of recipients.

The only exception to this is for list editors/owners. We receive the confirmation message saying this will be sent for moderation; however, when we click approve it automatically distributes to the respective list.

Now, for the bizarreness that I cannot seem to fix.

Despite having set up the confirmation messaging, the "reply all" activity is completely bypassing the confirmation system. When the reply all sender clicks "approve" in the message they receive indicating that their message is going to the moderator of the list, the sender still receives a "message forwarded to moderator" receipt. Despite going to the moderation address, it is bypassing and distributing to the listserv anyway without being moderated.

A second issue, possibly related, issue is that I if I click on a message sent to the moderation box to actually read it to determine if it should not be sent to the listserv, the mere act of clicking on the email to open it is also distributing the message to the listserv.

Needless to say, this is huge omnishamble, and I really, really need some help. I'm a web designer, not a listserv guru. Here is a view of my current settings for one of our lists. Can anyone please help me? I am happy to work one on one - you can call me, we can zoom, or you can refer me to resources for more help. I am struggling over here.

This sphstaff-l list is for School Of Public Health staff.

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Notify=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DNOTIFY%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C0%7C637403043338206164%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=ZtqXBGS9sHRPRi%2FvUO1r2NhCtfUCD7EMjNoyJyxlqOE%3D&reserved=0> Yes
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Owner=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DOWNER%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C0%7C637403043338276122%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=2lxGT5Jn%2BmxRmOCafB9xSPEuUs0uIycjSKyb85Hxjus%3D&reserved=0> [log in to unmask],[log in to unmask]<mailto:[log in to unmask],[log in to unmask]>
Confidential=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DCONFIDENTIAL%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C0%7C637403043338286122%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=%2By3B%2FRXAvaN%2BJMk9K9LRmSVnT1bJsX%2BvPuQAhZyiufo%3D&reserved=0> Yes
Sizelim=<https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Flistserv.tulane.edu%2Fcgi-bin%2Fwa%3FWIZARD%3DSPHSTAFF-L%26p%3D%26o%3D%26n%3D%26m%3D%26t%3D1%26U%3DSIZELIM%26X%3DOCBC1F76E0BE12B11F2%26Y%3Dsphcomm%2540tulane.edu&data=04%7C01%7CBrett_Watts%40POMONA.EDU%7C5f57bc323aaf444a201308d882b0d65a%7C817f590439044ee8b3a5a65d4746ff70%7C0%7C0%7C637403043338296110%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=iMGcEGWykhAv3yO5B3In6PzrXEfLPGqEsPQaFXctpOU%3D&reserved=0> 70000
Any help is appreciated, and many thanks are given in advance.

Tara

Tulane University
School of Public Health and Tropical Medicine
Communications
[log in to unmask]<mailto:[log in to unmask]>
504.988.1605

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