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Setting up automatic mail handling

 

About mail rules
Creating rules for sent mail
Creating advanced rules
Sorting rules
Running rules on demand
Rules logs


About mail rules
Basic mail rules tell FirstClass how to handle the following mail:
• messages that you send
Rules only affect the copies of the sent mail that are left in your Mailbox (local copies).
• messages that you receive in your Mailbox
• messages that are received by conferences.
Each set of mail rules is associated with a particular
container. You can set up rules for your Mailbox and for any conferences for which you have this permission.
For each container, separate rules control mail received by the container and mail sent from the container. Received mail rules apply to all containers, and run whenever that container receives mail from anyone. Sent mail rules apply to your Mailbox, and run whenever you send mail.
You can set up multiple rules for both received and sent mail. Each rule specifies a particular type of mail, and how FirstClass is to handle that mail. For example, your Mailbox may have rules to:
• delete all mail received from a specific address (such as joespammer@bugthem.com)
• file all mail with a certain subject in a specified subfolder.
You can open rules to update them, just as you would update other FirstClass objects.
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Creating rules for received mail
To create a rule for mail received in a specific container:
1 Open the container.
2 Click Rules.
The container's mail rules page opens. This page lists all existing rules for this container.
3 Click New Receive Rule.
4 Update the
Receive Rule form.
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Creating rules for sent mail
To create a rule for local copies of mail that you send:
1 Open your Mailbox.
2 Click Rules.
Your Mailbox's mail rules page opens. This page lists all existing rules for your Mailbox.
3 Click New Send Rule.
4 Update the
Send Rule form.
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Creating advanced rules
If the Receive Rule and Send Rule forms do not cover the conditions or actions you want to specify, you can create an advanced mail rule. An advanced rule can apply to:
• received mail
• sent mail
• mail that you run rules on manually
• mail that users delete.
81203_42521_14.gif?src=.PNG Note
Setting up a properly functioning advanced mail rule can be more complex than setting up basic receive and send rules. For that reason, we recommend that you do not create these rules unless you feel you have a good knowledge of mail rules.
To create an advanced mail rule, follow the same procedure you would for a basic receive or send rule, but click New Advanced Rule, then update the Advanced Rule form.
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Sorting rules
FirstClass runs rules in the order they appear in the rules page. To change this order:
1 Select the rule you want to move.
You can only move one rule at a time.
2 Click Move Up in List or Move Down in List until the rule is in the location you want.
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Running rules on demand
You can select mail, then run rules on that mail. This allows you to apply rules to mail that was created before the rules were in place, or to mail that would not otherwise trigger rules.
To run this container's receive rules on selected mail, click Run Receive Rules.
To run this container's advanced rules (any created with the Run Manually trigger) on selected mail, click Run Manual Rules.
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Rules logs
Every time you create or update a mail rule, FirstClass compiles the rules for that container. This is done to locate any errors in the rules, such as a missing folder name. The results of the compile are recorded in a rules log that FirstClass places in the container's mail rules window. Each compile adds to this log. If you want FirstClass to start a new log, delete the old one.
The cost is a general indicator of how much impact your rules processing will have on the server. The higher the number, the more server resources you are using. A cost up to 25 has little impact on the server. Above 50 has a high impact, and may result in slower response times.
572004_44255_0.gif?src=.PNG Caution
Be sure to correct any errors reported by the log before your new or updated rule runs.
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