Mailbox Rules

Rules

Define actions on incoming emails, restrict emails, and perform multiple actions by configuring various rules for a mailbox. 

Let's configure rules for our mailbox!

Mailbox Diagnosis 

Mailbox Diagnosis is a feature available in the Rules tab that helps in establishing a connection with the mailbox. It performs the following actions:

• Checks the establishment of connections between instance and mailbox.
• Determines the folder structure of the mailbox.
• Identifies the number of emails present in each mailbox.

Refer the below gif to understand Mailbox Diagnosis feature.

1. Folder Selection for Processing Emails 

Select the folders through which the emails are processed from.
Click Get Folders icon. Once the connection is established, the folders will be available in the Folder drop-down.

2. Action for Processed Emails

Select the desired action for all the processed/parsed emails.
Select Delete option to delete all the processed emails.

Select Move to Folder option to move the processed emails to different folders.

3. Action for Un-Processed Emails

Select the desired action for all the un-processed/un-parsed emails.
Select Delete option to delete all the un-processed emails.

Select Move to Folder option to move the un-processed emails to different folders.

Further, these un-processed emails can be forwarded and notified to selected recipients.

4. Action for Restricted Emails 

Add the Email IDs that shouldn't be processed, separating each with a comma.
You can restrict emails from an entire domain by adding *. For example, *@sbi.com

Further, these restricted emails can be forwarded and notified to selected recipients.

5. Choose Recipient Type for Email Processing

Select the desired recipient type to process the emails. Enable the desired toggle switch among the TO, CC, and BCC options.

6. Action for Invalid Emails 

Select the desired action for invalid emails.
These invalid emails can be forwarded and notified to selected recipients.

7. Action for Error Emails

Select the desired action for error emails.
These error emails can be forwarded and notified to selected recipients.

8. Incoming Mail Configurations

Select the desired options for various scenarios such as:

i. Parse incoming emails if the subject is empty
ii. Number of mails to be received in mailbox
iii. Notify Administrator
iv. Display message

Refer the below video to understand the configuration steps for Folder Selection for Processing emails, Action for Processed, Unprocessed, and Restricted emails.

Refer the below video to understand the configuration steps for Choose Recipient Type for email processing, Action for Invalid and Error emails, Incoming email configurations.

Change History and Versioning 

A Mailbox Configuration's Change History is often a log or record of any alterations, updates, or changes made to the mailbox throughout time. The term Versioning describes the process of keeping track of various changes or versions of the mailbox over time.

Figure: Versioning and Change History

Change History helps in maintaining transparency, compliance, and accuracy in managing multiple mailboxes across different teams. The change history feature provides a historical reference to each amendment and is a great audit trail. 

The below figure represents the changes made to each item along with the timestamp and user details. Change History gives a detailed overview of changes made to each record. 

Figure: Change History details

A detailed view of each of the records can be accessed by clicking the links. Refer to the image below. 

Figure: Mailbox Configuration Change History details

Versioning

Versioning helps to understand the number of revisions done to a record. For ex: The figure below depicts v6 which shows that there were 6 revisions done to record. 

Figure: Versioning details