Using mail rules in administering conferences
The administrator, as well as users who are conference controllers (have the Edit permissions privilege), can create mail rules for conferences.
Consider the use of mail rules in the following scenarios:
• automatically archive conference contents
• if a message is sent to a conference and is flagged as unapproved (awaiting approval), automatically reply to the sender letting them know the status of the message, and reasons for which the message may have been flagged for approval (invalid attachment type, message/attachment above acceptable size limit, etc.).
To create a mail rule for a conference:
1 Open the conference rules folder using one of the following methods:
• right-click the conference and choose Rules
• select the conference and choose Collaborate > Rules
• open the conference and choose Collaborate > Rules
• open the Conference Permissions form and click Rules.
Note
Send rules will rarely apply to conference messaging.
Creating rules for users
The administrator can also create rules inside users’ Mailboxes, even if they do not have the mail rules privilege turned on.
In an education environment students may not be given the email privilege in order to stop them from addressing mail to individuals. Still, they are able to receive personal mail. In this situation the administrator could create a mail rule that silently deletes all Internet mail, or all mail this has been marked as spam.
In a business scenario, this would be useful in an environment where users deal with sensitive material, such as in legal or ethical matters. All mail users receive could be redirected to archive conferences and saved for a set number of years. If a piece of mail was needed as evidence but had been deleted by the user, the archives would contain all incoming and/or outbound mail from the user’s Mailbox.
To create a rule in a user's Mailbox:
1 Log in as administrator.
2 Use the List Directory to find the user.
3 Select the user and click Desktop.
4 Choose Collaborate > Rules to open the user's Rules folder.
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