Novell Doc: GroupWise 7 Cross-Platform Client User Guide

6.6 Creating Rules

You can automate many GroupWise actions, such as replying when you’re out of the office, deleting items, or sorting items into folders, by using Rules to define a set of conditions and actions to be performed when an item meets those conditions.

When you create a rule, you must do the following:

Name the rule.
Select an event. The event is the trigger that starts the rule.
Select the types of items to be affected by the rule.
Add an action. The action is what you want the rule to do when it is triggered.
Save the rule.
Make sure the rule is enabled.

You can specify many more options to limit which items a rule affects. For example, you can apply a rule to only accepted appointments, to items with a certain word in the Subject box, or to items with a high priority. Use Define Conditions to limit your rules further. See Limiting Items Affected by a Rule.

This section contains the following topics:

6.6.1 Actions a Rule Can Perform

Table 6-5 Rules and Actions

Action	Result
Send Mail	Sends a prepared mail message to the recipients you specify when the rule conditions are met. For example, if you need to inform your boss each time you receive a monthly report from another group of people, you can have a rule send a message as soon as you receive the report.
Forward	Forwards items to one or more users when the rule conditions are met. For example, if you are on a core team, you can have a rule forward meeting minutes to extended team members.
Delegate	Delegates an appointment, reminder note, or task to another user when the rule conditions are met. For example, if someone is covering for you while you’re away from the office, your rule can delegate appointments, tasks, or reminder notes to that person.
Reply	Sends a prepared reply to the sender when the rule conditions are met. For example, if you need to be out of the office for several days, your rule could send a reply to incoming items indicating when you’ll be back. You can also use Define Conditions to prevent replies going to mail list servers and other large groups.
Accept	Accepts an appointment, reminder note, or task when the rule conditions are met. For example, your rule could accept all appointments from a specific individual.
Delete/Decline	Deletes or declines any item when the rule conditions are met. For example, your rule could decline any appointment scheduled for a certain day of the week if you are always unavailable for meetings on that day.
Empty Item	Deletes items from the Trash when the rule conditions are met. For example, your rule could empty items received from a company that routinely sends you junk mail.
Move to Folder	Moves items to a folder when the rule conditions are met. For example, you might want all items with certain words in the Subject field moved to a common folder.
Link to Folder	Links items to one or more folders when the rule conditions are met. Linking an item to a folder lets you view the item from more than one folder. For example, if you have an item that relates to Marketing and Personnel, you can place it in the Marketing folder, then link it to the Personnel folder. You can then open the item from either folder.
Mark as Private	Marks all items matching the rule conditions as private. When an item is marked private, you can restrict your proxies from accessing the item. For example, your rule could mark Private all items from your family members.
Mark as Read	Marks all items matching the rule conditions as if they have been read. For example, if you are skimming a reply thread in a shared folder and don’t want to follow the thread anymore, your rule could mark all the items in the thread as if they had been read so they wouldn’t sort at the top of the Item List.
Mark as Unread	Marks all items matching the rule conditions as if they have not been read. For example, you could create a user-activated rule to mark as unread all items you have opened from your manager to remind yourself to re-read or act on them.
Stop Rule Processing	Stops other rules from acting on items that meet the rule conditions. Rules are executed in the order they are listed in the Rules dialog box. If there are other rules that would normally affect these items, this rule action prevents the other rules from executing.

6.6.2 Events That Trigger a Rule

Table 6-6 Events That Trigger a Rule

Event	Result
New Item	The rule is triggered when a new item is placed in your GroupWise Mailbox. Clicking Received lets only incoming items trigger the rule. Clicking Sent lets only items you send trigger the rule. Clicking Posted triggers the rule each time you create a posted appointment, reminder note, or task. Clicking Draft lets only items marked as unfinished, or draft, trigger the rule.
Filed Item	The rule is triggered when an item is placed in a specific folder. If you do not specify a folder, the rule is triggered when an item is moved to any folder.
Open Folder	The rule is triggered when you open a specific folder. If you do not specify a folder, the rule is triggered when you open any folder.
Close Folder	The rule is triggered when you close a specific folder. If you do not specify a folder, the rule is triggered when you close any folder.
Startup	The rule is triggered when you start GroupWise.
Exit	The rule is triggered when you exit GroupWise.
User Activated	The rule can only be triggered manually by selecting the rule in the Rules dialog box, then clicking Run. For example, instead of a rule always moving certain items into a folder, you might want the items to accumulate in your Mailbox until you’re ready for them to be moved all at once. To trigger a rule manually, you must first select the items or folders the rule affects in your Mailbox or Calendar view.

6.6.3 Creating a Rule

Click Tools > Rules, then click New.
Type a name in the Rule name field.
Click the When event Is pop-up list, then click an event to trigger the rule.
If you clicked New Item, Startup, Exit, or User Activated, click one or more sources for the item. For example, click Received and Posted.

or

If you clicked Filed Item, Open Folder, or Close Folder, click the folder icon, click a folder, then click OK to display the folder name.
Click one or more types of items you want the rule to act on in the Item Types list.

If you want to further restrict the items affected by the rule, click Define Conditions, click the appropriate options, then click OK. For more information, see Limiting Items Affected by a Rule.
Click Add Action, then click the action you want the rule to perform.

Some actions such as Send Mail and Reply require you to fill in additional information.
Click Save.

For a rule to function, it must be enabled. See Enabling or Disabling a Rule.

6.6.4 Creating a Vacation Rule

Click Tools > Rules, then click New.
Type a name in the Rule name field, such as Vacation Rule.
Click the When event is pop-up list, then click New Item.
Next to And items are, select Received. Make sure no other item source is selected.
Do not make any selections under Item Types.
Use Define Conditions to add specific information to your rule. The following are examples of using Define Conditions.
- If you want to set up the dates during which the rule is in effect: Click Define Conditions, click Delivered in the first drop-down list, click On or After Date in the second drop-down list, then in the date field, select the date you are leaving on vacation. Click the End pop-up list, then click And. On the new line, click Delivered in the first drop-down list, click On or Before Date in the second drop-down list, in the date field, select the date you are returning from vacation, then click OK.
- If you want to make sure you reply only to items that are sent specifically to you (and not to list servers or newsgroups): Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click To in the first drop-down list, click [ ] Contains in the second drop-down list, then in the next field, type your name as it displays in the To field of a mail message.
- If you want to make sure that you do not reply to items from yourself (possible through proxies, for example): Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click From in the first pop-up list, click [x] Does Not Contain in the second drop-down list, in the next field, type your name as it displays in the From field of a mail message, then click OK.
- If you want to reply to internal items only: Click Define Conditions. If you have already specified information in this dialog box, click the End pop-up list, then click And. On the new line, click From in the first drop-down list, click [x] Does Not Contain in the second drop-down list; in the next field, type *@*, then click OK.
Under The actions are, click Add Action, then click Reply.

The Reply dialog box is displayed, showing Reply to Sender selected (you cannot select Reply to All). If you want your reply to include the sender’s original message, select Include Message Received From Sender. Click OK.
Type a message, for example:

I will be out of the office from September 3-September 10. If you need assistance during this time, please contact Martha Robbins at extension 1234.
Click OK.
Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then click Close.

Rules that trigger a reply (such as this vacation rule) keep a record of who a reply has been sent to, and make sure that a reply is sent only once to that user.

6.6.5 Creating a Rule to Forward All Mail to a Private Mail Account

Click Tools > Rules, then click New.
Type a name in the Rule name field, such as Forward Rule.
Click the When event is pop-up list, then click New Item.
Next to And items are, select Received. Make sure no other item source is selected.
Select Mail under Item Types.
Click Add Action, then select Forward.
Type the address that you want the items forwarded to in the To field.
Type a subject you want to use for forwarded items, for example frwd:.
(Optional) Type a name of a filter to use for forwarded items.
(Optional) Type a message for all forwarded items.
Click OK.
Click Save, verify that the rule has a check mark next to it indicating that it is enabled, then click Close.

6.6.6 Copying a Rule to Make a New Rule

Click Tools > Rules, then click New.
Click the rule you want to copy, then click Copy.
Type the name of the new rule.
Make changes to the rule.
Click Save.

6.6.7 Editing a Rule

Click Tools > Rules.
Click the rule you want to edit, then click Edit.
Make changes to the rule.
Click Save.

6.6.8 Deleting a Rule

Click Tools > Rules.
Click the rule you want to delete, click Delete, then click Yes.

6.6.9 Limiting Items Affected by a Rule

Use Define Conditions to further limit the items affected by a rule.

In the Rules dialog box, click Define Conditions.
Click the first drop-down list, then click a field.

To learn about what the fields represent, see Understanding Rule Fields.
Click the operator drop-down list, then click an operator.

To learn how to use operators, see Using Rule Operators.
Type the criteria for the filter.

or

If a drop-down list is provided, click the drop-down list, then click existing criteria.
Click the last drop-down list, then click End.

or

Click the last drop-down list, then click And or Or to further limit the items affected by the rule.

6.6.10 Running a Rule Manually

Click the items or folders that you want affected by the rule.
Click Tools > Rules.
Click the rule you want to run.
Click Run, then click Close.

The rule actions occur after you close the Rules dialog box.

6.6.11 Enabling or Disabling a Rule

A rule must be enabled before it can be triggered. When you disable a rule, the rule cannot be triggered. However, the rule is still listed in the Rules dialog box so you can enable it when you need it again.

Click Tools > Rules.
Click the rule you want to enable or disable.
Click Enable or Disable.

An enabled rule has a check mark in the box.

6.6.12 Using Rule Operators

The available operators depend on the field you have selected in the first drop-down list.

Table 6-7 Rule Operators

Operator	Example	Result Includes
= Equal To	Item Type = Mail	Only mail messages.
! Not Equal To	Item Type ! Appointment	All item types except appointments.
< Less Than	Number Accepted < 4	Items in which fewer than 4 recipients accepted.
<= Less Than or Equal To	Number Accepted <= 4	Items in which 4 or fewer recipients accepted.
> Greater Than	Number Read > 6	Items that more than 6 recipients read.
>= Greater Than or Equal To	Number Read >= 6	Items that 6 or more recipients read.
= Equal to Field	Number Accepted = Total Recipients	Items in which the number of recipients who accepted equals the total number of recipients.
! Not Equal to Field	Number Read ! Number Accepted	Items in which the number of recipients who read the item is not equal to the number of recipients who accepted.
< Less Than Field	Number Opened < Total Recipients	Items where the number of recipients who opened the item is less than the total number of recipients.
<= Less Than or Equal to Field	Number Opened <= Total Recipients	Items where the number of recipients who opened the item is less than or equal to the total number of recipients.
> Greater Than Field	Number Opened > Number Deleted	Items in which the number of recipients who have opened the item is greater than the number of recipients who have deleted the item.
>= Greater Than or Equal to Field	Number Opened >= Number Deleted	Items where the number of recipients who have opened the item is greater than or equal to the number of recipients who have deleted the item.
[ ] Includes	Item Status [ ] Completed	Items that have been completed.
! Does Not Include	Item Status ! Accepted	Items that have not been accepted.
[ ] Contains	From [ ] Bill	Items where the From field contains "Bill" such as items from Bill Jones, Bill Smith, and so on. Contains does not support wildcard characters.
[x] Does Not Contain	From [x] Bill	Items where the From field does not contain “Bill” such as items from Bill Jones, Bill Smith, and so on. Does Not Contain does not support wildcard characters.
\|-> Begins With	To -> cli	Items where the To field begins with “cli” such as “Client Group” or “Clive Winters”.
= Matches	Subject = customer reports	Items where the Subject field reads “Customer Reports”.
= On	Created = Today	Items that were sent today.
>= On or After	Created >= Yesterday	Items that were sent yesterday or later.
> After	Created > Yesterday	Items that were sent later than but not including yesterday.
< Before	Due/End Date < Tomorrow	Tasks that are due before tomorrow.
<= On or Before	Due/End Date <= Tomorrow	Tasks that are due tomorrow or earlier.
-> Within	Due/End Date -> 3 Day	Tasks that are due between and including today and three days after today.
<- Previous	Due/End Date <- 3 Day	Tasks that were due between and including today and three days before today.
= On Date	Created = 5/29/06	Items that were created on May 29, 2006.
> After Date	Created > 5/29/06	Items that were created after May 29, 2006.
>= On or After Date	Created >= 5/29/06	Items that were created on or after May 29, 2006.
< Before Date	Created < 5/29/06	Items that were created before May 29, 2006.
<= On or Before Date	Created <= 5/29/06	Items that were created on or before May 29, 2006.

6.6.13 Understanding Rule Fields

The following table explains many of the fields available to you when you’re creating a rule. Other user-defined fields might also be available.

Table 6-8 Rule Fields

Field Name	This Field Refers to:	Field Criteria Entry
Account	The account used to send or the account the item was received from.	Specify GroupWise, POP3, IMAP, or NNTP.
Assigned Date	The start date of a task.	Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.
Attachment List	Types of attachments such as files, sounds, movies, or OLE objects.	Select an attachment from the drop-down list.
Attachments	Attachments containing certain text or phrases that you specify.	Specify attachment text.
Author	The name of the person who authored a document.	Specify the document author’s name.
Caller’s Company	Text appearing in the Caller’s Company field of a phone message.	Specify a company name.
Caller’s Name	Text appearing in the Caller field of a phone message.	Specify a caller name.
Caller’s Phone Number	A phone number appearing in the Phone field of a phone message.	Specify a phone number.
Category	The category assigned to an item.	Specify an existing category.
Copy Type	The type of message a user receives ( To, CC, or BC).	Select To, CC, or BC from the drop-down list.
Created	The date you clicked the Send button or posted an item to your Calendar.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Date Opened	The date a document was last opened.	Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.
Delivered	The date and time that the item appeared in the recipients’ Mailboxes.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Document Created Date	The date the document was created.	Depending on the operator, you can specify a time period that the item falls within, or specify an exact date.
Document Creator	The name of the person who created the document.	Specify the document creator’s name.
Document Number	The number of a document.	Specify an integer.
Document Type	The type of a document in the library such as a form, expense report, or memo.	Specify a document type.
Due / End Date	The date that a task is due, or the end date and time of an appointment.	Depending on the operator, you can specify a time period that the task or appointment falls within, or specify an exact date.
Filename Extension	The filename extension of a document in a library.	Specify a filename extension (for example, .exe).
From	The name of a person in the From field of an item.	Specify the From field name.
Item Source	Whether the item was received, sent, posted, or a draft.	Select the item source from the drop-down list.
Item Status	Whether an item has been accepted, completed, opened, read, marked private, or the subject is concealed.	Select the item status from the drop-down list.
Item Type	Types of items such as mail messages, appointments, and so on.	Select the item type from the drop-down list.
Library	The library in which documents are stored.	Select the library from the drop-down list.
Message	Text appearing in the Message field of an item.	Type part or all of the Message field.
My Subject	Text appearing in the My Subject field of the Personalize tab.	Specify part or all of the My Subject text.
Number Accepted	The number of recipients that have accepted an item you’ve sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Completed	The number of recipients that have completed an item you’ve sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Deleted	The number of recipients that have deleted an item you’ve sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Opened	The number of recipients that have opened an item you’ve sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Number Replied	The number of recipients that have replied to an item you’ve sent.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Opened By	The name of the person who last opened this version of a document.	Specify a name.
Place	Text appearing in the Place field of an appointment.	Type part or all of the Place field.
Posted By	Name appearing in the From field of a posted item.	Specify the From field name.
Priority	The priority of an item, either high, standard, or low.	Select the priority from the drop-down list.
Send Options	Items with a reply requested send option.	Select the option from the drop-down list.
Size	The size of an item including its attachments.	Specify an integer.
Started	The start date of a task. When a task is carried forward to the next day, the start date becomes the new date.	Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.
Subclass	Other items such as forms, and custom messages.
Subject	Text appearing in the Subject field of an item.	Specify part or all of the Subject field.
Task Category	The alphabetical priority of a task (A, B, C, and so on).	Specify a single letter.
Task Priority	The numerical priority of a task (1, 2, 3, and so on).	Specify an integer.
Thread State	The “state” assigned to an item in a message thread.	Specify Read, Watch, or Ignore.
To	A person’s name appearing in the To field of an item.	Specify a To field name.
Total Recipients	The total number of recipients of an item.	Depending on the operator, you can specify an integer or select a variable from the drop-down list.
Version Created Date	The date a specific version of a document was created.	Depending on the operator, you can specify a time period that the document falls within, or specify an exact date.
Version Creator	The name of the person who created this version of a document.	Specify the document creator’s name.
Version Description	The description of the document version.	Specify a document version description.
Version Number	The version number of the document.	Select the version from the drop-down list, or click Select Version and specify the version number.
Version Status	The current status of a document.	Select a status from the drop-down list.
View Name	The name of the view in which you’re creating or reading an item. The view names correspond to the names displayed when you click the down-arrow next to the item view buttons on the toolbar.	Specify a view name.