Filter Email
The Filter Mail object is used to
filter incoming mail messages received by the Read Email object
against criteria you specify.
How it is used
The Filter Email object combined
with the Read Email object can be used to monitor email coming into
a designated service mailbox to automatically route help and
service requests to administrators.
Configuration
To configure the Filter Email object
you will need to configure a Read Email object that will execute
before the Filter Email object. You will need to know what parts of
the email you want to filter and the values that they need to
have.
Details Tab
Filters are created by adding a list
of rules to the filter. The rules are processed in the same order
that they are listed. You can change the order by selecting the
rule you want to move and clicking the Up button or the Down
button. You can edit or remove a rule by selecting the rule in the
Filter list and clicking
the Edit or Remove button respectively.
To add a rule to the
filter:
1.
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Click the Add or Insert button.
The Filter Properties dialog
appears.
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2.
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In the first drop-down list,
select the part of the mail message you want to test against.
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3.
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In the second drop-down list,
select the condition type to test with.
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4.
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In the text box, type the text
that you want to match against.
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5.
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Selecting “And” or “Or” in the
middle drop down list to add a second condition to the rule. Fill
in the details of the condition the same way you specified the
first condition. When “Or” is selected, a message will match this
rule if it matches either condition or both. When “And” is
selected, a message will match this rule only if it matches both
conditions.
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6.
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Click OK. The rule appears in the Filter list.
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Note: The
Add button adds a rule to the end of
the list and the Insert button adds a
rule to the position above the currently selected item in the
list.
For example, to test if a mail
message has the word “advertisement” in the body, select “Body”
from the first drop down list, then select “Contains” in the second
drop down list and then type “advertisement” in the field.
Note:
Attached file contents can only be tested when the attachment is a
text file. For example, .txt, .xml, and .html. Testing the contents
of binary files such as Word files (.doc) or PDF files (.pdf) is
not supported by the Filter Email object.
To modify the criteria for
success or failure of the entire filter:
The entire filter can be configured
to pass or fail for each rule that is created. Each rule has two
columns beside it, Succeeds and
Fails. These columns can contain one of
three options:
- The entire filter will pass.
- The entire filter will fail.
- The filter will continue with the next
rule.
For example, suppose the first rule
checks that the From address contains the word “joe”. The second
rule checks that the Subject starts with “[Request]”. For the first
rule, an arrow (
) is placed in the success column and an x
(
) is placed in the fail column. For the second
rule, a check mark (
) is placed in the success column and an x in the
fail column. If a message passes the first rule it will then be
checked against the second rule. If it passes the second rule, then
it passes the entire filter. If it fails the first rule or the
second rule then it will not pass the filter and will not be
checked against any other rules.
Advanced Tab
Save mail (messages and
attachments)
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Select this option to save mail
messages and attachments.
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Messages
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Type the folder where you want
to save the email messages. You can also use the ellipsis
(...) button to browse for the
folder.
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Attachments
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Type the folder where you want
to save the attachment of the messages. You can also use the
ellipsis (...) button to browse for the
folder.
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Save only messages matching a
filter
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Select to only save messages
and attachments of email that has passed the filter.
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Available Published Data
Name
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Description
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Number of emails filtered
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The total number of email
messages that passed the filter.
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For each email filtered
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Subject of the email
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The subject of the email.
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Sender of the email
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The address of the sender of
the email.
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Recipient of the email
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The address of the recipient of
the email.
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CC recipients of the email
(separated by ';')
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The list of recipients in the
CC list separated by a semicolon (;).
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Name and path of where the
email is saved
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The full path of the saved
email message. This Published Data is only available when you have
selected the Save mail option on the Details tab.
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Body of the email message
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The body of the email.
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For each attachment
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Name and path of the attached
file
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The full path of the saved
attachment. This Published Data is only available when you have
selected the Save mail option on the
Details tab.
If you have not selected the
Save mail option, only the filename of
the attachment will be published.
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