GroupWise Rules

The GroupWise 7 documentation for this topic can be found at the following link.
http://www.novell.com/documentation/gw7/index.html?page=/documentation/gw7/gw7_userwin/data/aai3lwq.html#ak6utvc

Discussion

Rules are created to meet a particular goal. The action is performed in association with a set of conditions. When the conditions are met, the action is triggered. All rules have the following in common:

• You give the rule a name.
• You select an event. The event is the trigger that starts the rule.
• You select the type(s) of items that will be affected by the rule.
• You add an action. The action is what you want the rule to do when it is triggered.
• You must save the rule.

Creating Rules

• Click Tools > Rules.
• Click the New button.
• Type a name in the Rule Name box.
• Enter your criteria and the action to take.
• Click Save when complete.

Enabling/Disabling Rules

All rules must be enabled before they can be triggered.

• Click Tools > Rules.
• You will see a list of the rules that you have created. When a rule is enabled it is marked with a check.
• Enable or disable any of the rules listed.

Moving Received Items to a Folder

• This rule moves messages into a specified folder.
• Click Tools > Rules.
• Click the New button.
• Name the rule.
• Under When event is, select New Item.
• And items are should be set to Received.
• Under Item types, Mail should be checked.
• Click the Define Conditions button
• Select the criteria for the messages. Common specifications could be:
• From contains john@yahoo.com
• Subject contains SOAR
• Click the Add Action button and choose Move to Folder.
• In the Move Item to Folder box, you may have to click the + sign in front of the Cabinet to expand the folder list.
• Click to place a check-mark in front of the folder of choice.
• Click Move.
• Make any other additions to the rule and click Save and Close.

Archiving Items Based on Date

The rule to archive items over 30 days old is displayed below. Before you enable an archiving rule, consider the following...

• If you write a rule to archive ALL items you could be archiving future calendar items.
• If you archive everything, you may end up with some things that you don't want, taking up unnecessary space in your archive.
• A more efficient method than writing a rule to archive items is to do a search once a week on items that are over 30 days old. This way, you can delete the things that are unwanted, highlight everything that is left over and archive it. This gives you more control over what is being archived and retains space for the items that are absolutely necessary.

• Click Tools > Rules > New.
• Type a name for the rule, something like "Archive mail items over 30 days old."
• Make sure that When Event Is:, you select Startup - or - Exit
• And items are: Received
• You can check all items if you want to archive your sent items, posted messages and drafts.
• Under Item Types, select Mail.
• Click Define Conditions.
1. In the first pop-up menu, click Delivered.
2. In the next pop-up menu, select < Before, then in the next box, enter -30 and Today
3. In the last pop-up menu, click End and click OK.
• Click Add Action, Archive then click 'Save'.

Vacation Auto-Reply

The feature that automatically replies to incoming email was added to email clients long before spam, viruses, phishing and other abusive email were responsible for the estimated 80% of all current Internet traffic. Nowadays the dark side of the Internet is privy to your out of office information as well as your trusted circle.

• SPAM Concern:
  • Auto-reply is fine for a legitimate business contact, but unfortunately if a spammer gets an auto-reply from you, it will verify that your E-mail address is valid and may only serve to encourage more spam in the future.
  • Most of the spam you receive, you delete from your inbox without even reading it. Would you even consider replying to every spam you receive? Auto-reply does.

• Security Concern:
  • In some cases, autoreplies may alert the criminally oriented of an empty house.

• Other concerns:
  • Listserv users HATE auto-replies (always a violation of policy)
  • Unnecessary network/Internet traffic
  • Looping issues created when auto-replies reply to auto-replies.

• What alternatives do you have?
  • Send an E-mail to all of your contacts advising them of being away instead of using the auto-reply.
  • Use WebAccess to check your E-mail while away.
  • Give someone proxy access to your email while you're away so they can take care of email that needs immediate attention.
  • Create an auto-reply rule that only replies to internal users. This limits your auto-reply to a closer circle of trusted users.

Steps to create vacation (auto-reply) rule to internal users only.

1. In the groupwise client go to Tools | Rules and select New
2. Name your rule for example: acation Auto-Reply Internal Only
3. Select when event is New and items are Received
4. Check Mail for Item types
5. Click Define Conditions, In the pulldown menu select From and in the next pulldown select does not contain, now enter *@* in the empty field and select End in the last pulldown.
6. Add Action Reply with text
7. Select your Reply options, click OK
8. Enter your auto-reply subject and message, click OK
9. Click Save

A Detailed Vacation Rule:
    vacation auto-responder, by date...

Automatically Accepting Appointments

• Click Tools > Rules.
• Click the New button.
• Enter a name for the rule.
• When event is should be set to New Item.
• And items are should have Received checked.
• Under Item types, select Appointment.
• Appointment conflict exists should be set to No if you don't want to double-book the resource.
• Click the Add Action button.
• Choose Accept and click OK.
• If you would like an email sent to the appointment originator, click Add Action again.
• Select Reply.
• You may choose to include or omit the original message and click OK.
• Enter a subject and message.
• Click OK.
• To generate a reply when the appointment is not accepted due to a time conflict, you will have to create another rule.
• Use the same steps to create the rule with the following exceptions:
• Appointment conflict exists should be set to Yes.
• The first action should be Delete/Decline.
• The second action should be Reply with an email explaining the appointment was declined due to a time conflict.