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Using Rules in Groupwise Client

About Rules

Use 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 that will 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 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.

Actions a Rule Can Perform

  • 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 might want to 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 may want all items with certain words in the Subject box 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 having access to 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.
  • Archive
    Archives items when the rule conditions are met. For example, your rule could archive all items regarding a certain subject. Archive is not available to use as an action when the triggering event is New Item or Filed Item.
  • 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 will prevent the other rules from executing.

Events That Trigger a Rule

  • New Item
    The rule is triggered when a new item is placed in your GroupWise® Mailbox. Clicking Received lets incoming items trigger the rule. Clicking Sent lets 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 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 may 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 will affect in your Mailbox or Calendar view.

To create a rule

  1. Click Tools > Rules > New.
  2. Type a name in the Rule Name box.
  3. Click the When Event Is pop-up list > click an event to trigger the rule.
  4. 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 > a folder > OK to display the folder name.

  5. Click one or more types of items you want the rule to act on in the Item Types list.

    If you want to further limit the items affected by the rule, click Define Conditions > click the appropriate conditions > OK.
  6. Click Add Action > click the action you want the rule to perform

    Some actions such as Send Mail and Reply require you to fill in additional information.
  7. Click Save.
To create a rule to accept requests for a resource.
Resources are things like conference rooms, etc.
  1. In the Main Window or Calendar, click to access the Proxy List.
  2. Click the resource you own.

If the resource you own isn't listed in the Proxy pop-up list, click Proxy > type the name of the resource you own in the Name box > click OK.

  1. Click Tools > Rules > New.
  2. Type a name for the rule.
  3. Select Appointment. Make sure the other item types are deselected.
  4. Click the Appointment Conflict Exists drop-down list > click No.
  5. Click Add Action > Accept > type a comment if desired > click OK.
  6. Click Save > Close.
  7. Steps 7 and 8 instruct the rule to accept the appointment for the resource only if the resource is available.

To create a new rule from to an existing rule

  1. Click Tools > Rules.
  2. Click the rule you want to copy > Copy.
  3. Type the name of the new rule.
  4. Make the appropriate changes to the rule.
  5. Click Save

To delete a rule

  1. Click Tools > Rules.
  2. Click the rule you want to delete > Delete > Yes

To edit a rule

  1. Click Tools > Rules.
  2. Click the rule you want to edit > Edit.
  3. Make changes to the rule.
  4. Click Save.

To enable or disable a rule

A rule must be enabled before it can be triggered. When a rule is enabled it is marked with a check. 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 the rule when you need it again.

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

An enabled rule has a check mark in the box.

To run a rule manually

  1. Click the items or folders that you want affected by the rule.
  2. Click Tools > Rules.
  3. Click the rule you want to run manually.
  4. Click Run > Close.


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

To download items, rules, addresses, and documents to your Remote Mailbox

  1. If you're running GroupWise® in Online mode, click Tools > Hit the Road > type your Online Mailbox password > select a connection phone number if prompted > click OK.

    or

    If you're running GroupWise in Remote mode, click Accounts > Send/Retrieve > GroupWise Options.
  2. To retrieve items, make sure Items is selected > click Advanced > click a tab if available > click an option > click OK.

If you are in Remote mode and only want to download new items, select New Only on the Retrieve tab.

  1. Click OK.
  2. To retrieve rules, click Rules to select it.
  3. To retrieve addresses from the system Address Book, click System Address Book to select it > Filter > specify the addresses to retrieve > click OK.


Note -Because retrieving address books can take a long time with a modem connection, it is recommended that you retrieve address books using a network or TCP/IP connection.


To retrieve your personal address books

  1. Click Personal Address Books to select it.
  2. To retrieve copies of documents from your Online Mailbox, select the Documents check box > click Documents > select your documents > mark applicable documents as In Use > click OK.
  3. If you are in Remote mode and you want to specify your remote location and connection before downloading, click Configure > select your remote location from the Connecting From drop-down list > select a connection from the Connect To drop-down list > click OK.
  4. Click Connect or Finish.

If you are in Remote mode, all items in your Pending Requests list are sent at this time.

 

Filter and Rule Fields

Several fields, operators, wildcard characters and switches are available to you when you’re creating a filter or a rule.

Note – items with an asterisk are seldom used rules

Field Name This Fie ld Refers To: Field Criteria
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 type 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.
BC Text appearing in the BC box of an item. Specify a BC recipient name.
Caller's Company Text appearing in the Caller's Company box of a phone message. Specify a company name.
Caller's Name Text appearing in the Caller box of a phone message. Specify a caller name.
Caller's Phone Number A phone number appearing in the Phone box of a phone message. Specify a phone number.
CC Text appearing in the CC box of an item. Specify a CC recipient name.
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.
*Current File The name of a document in the staging directory when the document is opened or checked out. Specify a document name.
*Current Location The pathname to the staging directory when the document is opened or checked out. Specify a staging directory pathname.
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 Creator The name of the person who created Specify the document creator's name.
the document.  
*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 the person in the From box of an item. Specify the From box name.
Item Source Whether the item was received, sent, posted, or a draft. Specify 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 box of an item. Specify part or all of the Message box text.
*Message Class Other items such as forms, custom messages, and C3PO programs.  
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 box of an appointment. Specify part or all of the Place box.
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 new date becomes the start date. Depending on the operator, you can specify a time period that the task falls within, or specify an exact date.
Subject Text appearing in the Subject box of an item. Specify part or all of the Subject box text.
*Task Category The alphabetic 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.
To A person's name appearing in the To box of an item. Specify a To box 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.

Filter and Rule Operators

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

Operator Example Result Includes
= Equal To Item Type = Mail Only mail messages
! Not Equal To Item Type ! All item types except appointments
Appointment  
< Less Than Number Accepted < Items where fewer than 4 recipients accepted
4  
<= Less Than or Number Accepted Items where 4 or fewer recipients accepted
Equal To <= 4  
> Greater Than Number Read > 6 Items that more than 6 recipients read
>= Greater Than or Number Read >= 6 Items that 6 or more recipients read
Equal To  
= Equal to Field Number Accepted = Items where the number of recipients that accepted equals
Total Recipients the total number of recipients
! Not Equal to Field Number Read ! Items where the number of recipients who read the item is
Number Accepted not equal to the number of recipients who accepted
< Less Than Field Number Opened < Items where the number of recipients who opened the item
Total Recipients is less than the total number of recipients
<= Less Than or Number Opened <= Items where the number of recipients who opened the item
Equal to Field Total Recipients is less than or equal to the total number of recipients
> Greater Than Number Opened > Items in which the number of recipients who've opened the
Field Number Deleted item is greater than the number of recipients who've deleted
the item
>= Greater Than or Number Opened >= Items where the number of recipients who've opened the
Equal to Field Number Deleted item is greater than or equal to the number of recipients
who've deleted the item
[ ] Includes Item Status [ ] Items that have been completed
Completed  
! Does Not Include Item Status ! Items that have not been accepted
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 From [x] Bill Items where the From field does not contain "Bill" such as
Contain 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 Items where the Subject line reads "Customer Reports"
reports  
= On Created = Today Items that were sent today
>= On or After Created >= Items that were sent yesterday or later
Yesterday  
> After Created > Yesterday Items that were sent later than but not including yesterday
< Before Due/End Date < Tasks that are due before tomorrow
Tomorrow  
<= On or Before Due/End Date <= Tasks that are due tomorrow or earlier
Tomorrow  
-> Within Due/End Date -> 3 Tasks that are due between and including today and three
Day days after today
<- Previous Due/End Date <- 3 Tasks that were due between and including today and three
Day days before today
= On Date Created = 5/29/01 Items that were created on May 29, 2001
> After Date Created > 5/29/01 Items that were created after May 29, 2001
>= On or After Date Created >= 5/29/01 Items that were created on or after May 29, 2001
< Before Date Created < 5/29/01 Items that were created before May 29, 2001
<= On or Before Created <= 5/29/01 Items that were created on or before May 29, 2001
Date  

Filter and Rule Wildcard Characters and Switches

These wildcard characters and switches are available in the Filter dialog box and the Define Conditions dialog box only when you've selected certain fields that require you to type additional text. They are applicable only when you select the [ ] Contains operator.

Wildcard Characters and Switches What the Filter or Rule Will Match
AND, &, or a space All items that meet two or more conditions. For example, mountain & goat, mountain AND goat, and mountain goat all find items containing the words "mountain" and "goat."
OR or | All items that meet one of two or more conditions. For example, mountain|goat and mountain OR goat both find items containing "mountain" or "goat" or both words.
NOT or ! All items containing one condition but not the other. For example, mountain ! goat and