With this new feature users are able to automate email tasks (i.e. filing/folders, alarms, follow me, flags, tag with words etc). Email rules may be set for incoming and/or outgoing message.
To set a rule from WT3 menu select: Tools | Rules:
Each user may set her/his own rules independently from other users. Your Telix administrator may set rules that affect all users (i.e. place a message to a department).
You may specify messages to take action based on any combination of the following criteria:
- Subject of the message, i.e. Noon report
- Addressee, message from a specific company i.e. LGMAR
- Text, any text within the message or subject i.e. attn helen
- Whether Addressee is in High or Low preference list
- Size of the message i.e. over 2000 KB
- Department, messages classified to a specific department/receiving email account
- Vessel, messages classified to a specific Vessel
- Project, messages classified to a specific Project
- Type, i.e. messages of type Order or Position
- Attachment, messages that have an attachment
- Via, for messages via email/Fax/Telex/Interoffice
- Header named, i.e. for messages received from a specific client/Server like Telix, Outlook
You may set any of the following actions for the messages that meet the selected criteria:
- Alarm, Telix will alarm you about the specific message
- Follow me, and emails will flow to your mobile phone when not in office
- SMS, to receive an instant SMS notification about the specific message
- Company/Personal folder, to automatically file a message, i.e. to one or more folders
- Set Flag, to mark a message i.e. as Important, ToDo etc.
- Mark as, to mark a message as seen
- Tag QueryWord, to add a query word i.e. URGENT
Administrators may perform the following actions as well:
- Department, i.e. to change a message to a department accounting
- Type, i.e. to change the type of the message to Fixture
- Vessel, i.e. to set that this message is about vessel M/V MARIA
- Project, i.e. to set that this message is about project HULL 1901
- Keyword, to specify any keyword. Note: query words are available to all users
Some useful tips:
- Make your rules specific and check the “Do not process additional rules”. This way as soon as a message is handled by a rule the rest of the rules will be skipped.
- Use “If all of the following conditions are met” to narrow down to specific messages. Selecting “any of the following conditions” may apply to many messages i.e. either because from a specific address or because of the subject.
- The order of the rules is significant, example: 1st rule is for spam messages and “Do not process additional rules” is selected. 2nd rule is for messages from a specific sender to be filed in a folder. In this example spam messages from the specific sender will not be filed.
- User rules may work in tandem with server side rules and applications, i.e. a message may be already tagged with a keyword as position or order from the server allowing the user to take advantage of this keyword for further actions.