the complete email solution
Email Services
Service Provider Email
Why Hosted Email
Technology
Company
Support
Everyone.net Email Technology
Tutorial Guides Service Status Knowledge Base Submit Case Resources Service Agreements

Quick Links
Buy NowPurchase Volume OrdersEmail Sales Contact UsCall Sales         1.877.243.6245 DemoView Demos DatasheetLibrary

Knowledge Base

Control Center Email Rules

Overview

Email Rules automate repetitive tasks like filing a message into a folder based on criteria such as keywords in the subject line. (e.g. If Subject contains TPS-Report Then Put in Folder Trash.) Clients can create powerful Email Rules to automatically process inbound and outbound messages. Email Rules created in the Control Center affect message flow for all users.

Email Rules execute in order, from top to bottom, in the Email Rule List. (See also: SpamShield Pro Order of Operations, as certain conditions may stop an email from flowing into the network, and not cause a rule to fire.) A message can be affected by multiple Email Rules, which allows multiple actions to be executed. (e.g. If Subject contains TPS-Report Then Put in Folder Trash, and Send Copy To bill@example.com.)

Email Rules can be disabled. Disabled Email Rules are skipped during execution. The ability to disable an Email Rule can be used when a new Email Rule is not ready to be made active, and for troubleshooting purposes.

Technically speaking, an Email Rule is an ordered statement. Statements can consist of a conditional, action, and part iterator. Conditionals combine a predicate with a then and else block, and else if predicate block pairs. Actions describe what to do (e.g. Put in Folder, Send Copy To, etc.) Part Iterators examine each message part individually.

Predicates

  • Header - looks for a specified message header
  • Message Size - looks at total message size
  • From - looks at the From header
  • Subject - looks at the Subject header
  • To or CC - looks at the To and CC headers
  • Message Body - looks for specified text in all message text parts
  • Sent only to Recipient / Me (Web Mail) - looks at the message envelope recipient (Inbound Only)
  • Send only to Sender - looks at the message envelope recipient (Outbound Only)
  • Marked As Spam - as determined by SpamShield
  • Additional predicates available in the Expert Rule Editor (Beta):
    • True
    • False
    • Exists
    • Address - an email address-structure aware Header predicate that can compare all of an address (smith@example.net), only the localpart (smith), or only the domain (example.net).
    • Envelope - looks at the message envelope sender (From), or message envelope recipient (To) [Only From or To are valid in the text field.]
    • Part - looks at message parts: filename, content-type, or content-subtype

String Comparators

  • is
  • is more than / is less than (Message Size predicate only)
  • contains
  • begins with
  • ends with
  • does not contain
  • Case Sensitive / Case Insensitive (not always applicable)

Actions

  • Stop - halts execution of Email Rules (Inbound Only)
  • Reject - rejects during mail server (MTA) conversation; otherwise, returns bounce
  • Put in Folder - stores message in specified folder (Inbound Only)
  • Copy to Folder - stores message in specified folder, and continues execution of Email Rules
  • Send Copy to - redirects message to another specified email address, and continues execution of Email Rules
  • Keep - always implict unless directed otherwise - Expert Rule Editor (Beta) Only
  • Discard - silently drops message (Inbound Only)
  • Replace With Text - replaces current message leaf part with a text part of customizable text
  • Notify Address - sends a customizable text message to a specified email address
  • Auto Respond - responds to sender with customizable text message

How Do You Rule?

Let us know how you use Email Rules by sending us Feedback. The best suggestions will be shared in this Knowledge Base. We're also interested in Feedback from advanced users of the Expert Rule Editor (Beta).


Example Email Rules

The following examples use example.com for the example email service's domain name:

Discard Attachments

You can discard messages with specific file attachments via the Expert Rule Editor (Beta):

e.g. If True Then For Each Message Part If Part Where Filename ends with .exe Then Discard

This Email Rule discards any message with an attachment containing ".exe" at the end of its filename.

Monitor Incoming Email For A Specific User

You can copy inbound messages to another account with the Expert Rule Editor (Beta):

e.g. If Envelope "To" contains "milton" (compare localpart only) Then Send Copy To "bill@example.com"

This Email Rule sends a copy of any message addressed to milton@example.com to bill@example.com.

Monitor Incoming/Outgoing Email For All Users

e.g. If True Then Send Copy To "bill@example.com"

This Email Rule sends a copy of any incoming message to bill@example.com when used with Inbound Email Rules, and any outgoing message to bill@example.com when used with Outbound Email Rules. Outbound Email Rules cannot monitor third party relays.