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:
Table 6-5 Rules and Actions
Table 6-6 Events That Trigger a Rule
Click
> , then click .Type a name in the
field.Click the
pop-up list, then click an event to trigger the rule.If you clicked
, , , or , click one or more sources for the item. For example, click and .or
If you clicked
, , or , click the folder icon, click a folder, then click to display the folder name.Click one or more types of items you want the rule to act on in the
list.If you want to further restrict the items affected by the rule, click Limiting Items Affected by a Rule.
, click the appropriate options, then click . For more information, seeClick
, then click the action you want the rule to perform.Some actions such as
and require you to fill in additional information.Click
.For a rule to function, it must be enabled. See Enabling or Disabling a Rule.
Click
> , then click .Type a name in the Vacation Rule.
field, such asClick the
pop-up list, then click .Next to
, select . Make sure no other item source is selected.Do not make any selections under
.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
, click in the first drop-down list, click in the second drop-down list, then in the date field, select the date you are leaving on vacation. Click the pop-up list, then click . On the new line, click in the first drop-down list, click in the second drop-down list, in the date field, select the date you are returning from vacation, then click .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
. If you have already specified information in this dialog box, click the pop-up list, then click . On the new line, click in the first drop-down list, click 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
. If you have already specified information in this dialog box, click the pop-up list, then click . On the new line, click in the first pop-up list, click 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 .If you want to reply to internal items only: Click *@*, then click .
. If you have already specified information in this dialog box, click the pop-up list, then click . On the new line, click in the first drop-down list, click in the second drop-down list; in the next field, typeUnder
, click , then click .The Reply dialog box is displayed, showing
selected (you cannot select ). If you want your reply to include the sender’s original message, select . Click .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
.Click
, verify that the rule has a check mark next to it indicating that it is enabled, then click .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.
Click
> , then click .Type a name in the Forward Rule.
field, such asClick the
pop-up list, then click .Next to
, select . Make sure no other item source is selected.Select
under .Click
, then select .Type the address that you want the items forwarded to in the
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
.Click
, verify that the rule has a check mark next to it indicating that it is enabled, then click .Click
> , then click .Click the rule you want to copy, then click
.Type the name of the new rule.
Make changes to the rule.
Click
.Click
> .Click the rule you want to edit, then click
.Make changes to the rule.
Click
.Click
> .Click the rule you want to delete, click
, then click .Use Define Conditions to further limit the items affected by a rule.
In the Rules dialog box, click
.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
.or
Click the last drop-down list, then click
or to further limit the items affected by the rule.Click the items or folders that you want affected by the rule.
Click
> .Click the rule you want to run.
Click
, then click .The rule actions occur after you close the Rules dialog box.
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
> .Click the rule you want to enable or disable.
Click
or .An enabled rule has a check mark in the box.
The available operators depend on the field you have selected in the first drop-down list.
Table 6-7 Rule Operators
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