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Create Useful Shared Folders That Work

Novell Cool Solutions: Trench
By Danny Stark

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Posted: 18 Jun 1999
 

This tip comes to us from Danny Stark, a system administrator somewhere in the (902) area code.

I can't remember if this was ever a GroupWise tip from you guys, so I'll tell you anyways.

Where I work we have about 100 people using e-mail. The problem with e-mail, however, is how easy it is to send a message to 100 people letting them know that your neighbor has puppies to give away. Nice thought, but it can get annoying when you are trying to work. This is where a "public" account can come in handy and here's how I did it.

I created a new GroupWise user called "public," and made a number of folders that were shared with everyone. Make sure that the user "public" is not in any distribution lists. For these shared folders, give read and add to everyone and delete to only a few people since people have a tendency to delete messages after they have read them, and deleting these deletes them for everyone.

Since someone is always trying to sell something (chocolate bars for their kid's little league team seem to be popular), we called one of them "For sale" and another one "Joke."

Create a rule for the public account so that any messages who's subject line contains the words "for sale" are moved to the "For sale" folder. Have a reply that indicates the message has been posted to the "For Sale" group.

Create a rule for the public account so that any messages who's subject line contains the word "joke" are moved to the "Joke" folder. Have a reply that indicates the message has been posted to the "Joke" group.

Create a rule for bad messages so that if the subject line does not contain the word "joke" or the subject line does not contain the words "for sale" to reply with a message and delete the received message. I have a reply message that has a brief explanation of how the thing works and a list of the available keywords.

If the subject contains the word "Reply-" delete it without replying to the sender. This helps avoid nested loops if someone has forgotten to take off a vacation message or something.

Set this account to automatically delete items that are more than XX days old.

[Editor's Note: If any of you need the nitty gritty details on how to do any of this, such as setting up the public user, or actually creating the folders or rules involved, drop us a line.]


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