Collaboration - Email - Rules

Email Rules

AkkenCloud Staffing provides a powerful and flexible mail management system for users with tools like mail rules. Mail rules are used to redirect your incoming messages in to your personalized folders. This is particularly useful when you have large number of incoming emails. You can define the filters and specify the parameters. The mails, which satisfy the parameters, are filtered into  the specified folder.

To set up the mail rules, click on the "[Rules]" link adjacent to Email link on the left pane of Inbox screen under Collaboration. Result: The Email Filters screen is displayed.

Add a New Filter

You can define the parameters for filtering your messages in to your personalized folder. To add a new email filter, on Email Filters screen, click on the "Add" link. Result: The Email Filters pop up window is displayed.

Adding a New Mail Filter Screen

1. Enter the name of the filter in the Filter Name text box.
2. AkkenCloud Staffing provides four default parameters: From Header, To/CC, Subject and Body. You can select any of these or all parameters. Against each of these parameters, you will find drop down field and text box.
3. Select the condition through which you want the match to be made in the drop down field. For instance For Subject parameter you can choose "Contains" as the condition.
4. Enter the text string to compare with the condition and parameter. For instance, for subject parameter and for "Contains" condition, the text string can be entered as "Invitations".
5. Select the target folder to which you want the incoming messages to be diverted. For instance, in the example given above, you choose the folder as "Invitation" so that messages matched with parameter are delivered in to that folder.
6. Clicking on the ‘Create new folder’ displays the Create folder pop up window to create, edit and delete the folders. See the Adding mail folder topic to know how to create a new folder.
7. Click on the ‘Save’ link to save the mail filters you have specified. Result: The mail filter is added to list box in the Email Filters screen.
8. To close the window, click on the "Close" link.

Mail Filter ordering plays an important role in determining the message target folder. You can set the priority for the mail filters. The mail filter of high priority is checked first, when compared to others. For instance, if you have mail rule 1 and mail rule 2. You have selected mail rule 2 is of high priority, so mail rule 2 is checked first, if no matching is found, then it checks the mail rule 1. To specify the priority,

Setting priority for mail filters

1. On the ‘EmailFilters screen’, you will find a list box which contains the existing e-mail filters. You can see the arrow icons indicating top and below.
2. Select the mail filter and click on the Top icon  to move up to one level. The mail filter, which is at the top, is checked first, if no match found then the immediate next one is checked and so on till the correct match found.
3. Select the mail filter and click on the Down icon  to move it down to one level.
4. Select the mail filter and click on the Edit link. Result: The Filters pop up menu opens where you can modify the selected filter rules.
5. Click on the "Update" link to update your mail filter settings. Result: The Email Filters screen refreshes by saving.
6. Click on the "Close" link to cancel and return to the previous page.