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Splitting messages with CodeTwo Exchange Rules

Problem:

Emails sent to multiple recipients for whom different rules should be applied get the signature defined for the first recipient mentioned in the field TO.

Solution:

Because of Exchange Server limitations, CodeTwo Exchange Rules family software do not split messages. i.e. if you exclude internal users from the scope of recipients for a particular rule and send a message addressed to multiple recipients (external and internal users at the same time), all recipients will receive a message with a disclaimer / signature.

You can change this behavior by enabling message splitting feature in CodeTwo Exchange Rules family software:

See this section if you are using the following or newer versions CodeTwo Exchange Rules family software:

  • Pro 2.x
  • 2016 1.x
  • 2013 1.x, 2.x
  • 2010 2.x, 3.x
  • 2007 3.x, 4.x

See this section if you are using the following or older versions CodeTwo Exchange Rules family software:

  • Pro 1.x
  • 2010 1.x
  • 2007 2.x

Newer CodeTwo Exchange Rules family software

Message Splitting in CodeTwo Exchange Rules of versions mentioned above is enabled by default. To find this option, open the Administration panel, click Settings button in the main window. In the new window click Message Splitting tab and select/deselect Activate message splitting option (Fig. 1. and Fig. 2.)

Message Splitting settings in newest Exchange Rules
Fig. 1.
Message Splitting settings in newest CodeTwo Exchange Rules.

Message Splitting settings in CodeTwo Exchange Rules 2013 1.x.
Fig. 2.
Message Splitting settings in CodeTwo Exchange Rules 2013 1.x.

From now on, all recipients will be divided into groups according to the rules corresponding to them. Thus the same set of rules will be assigned to each group of the recipients. Next, CodeTwo Exchange Rules divides a message into as many copies as many groups of recipients it has created. Then, each message is processed according to the rule it corresponds to.

Older CodeTwo Exchange Rules family software

In CodeTwo Exchange Rules open the Administration panel, click Tools and select Advanced settings. In the resulting dialog box select Split messages addressed to multiple recipients if you want different rules to apply to different recipients option (Fig. 3.)

KB127 - 3. Message splitting old ER
Fig. 3. Advanced settings - splitting messages

In CodeTwo Exchange Rules PRO 1.x open the Administration panel, click Settings button in the main window. In the new window click Message Splitting tab and select Split messages addressed to multiple recipients if you want different rules to apply to different recipients option (Fig. 4.)

KB127 - 3. Message splitting old ER PRO
Fig. 4. Settings - Message Splitting tab.

Example:

There are 3 rules named Rule1, Rule2, Rule3. A single message is sent to 6 addressees: A1, A2, A3, A4, A5, A6. CodeTwo Exchange rules scans the message and divides it in the following way:

Addressee Rules used
A1 Rule1
A2 Rule1
A3 Rule2
A4 Rule2
A5 Rule1 and Rule2
A6 none

In this case, the program will divide all recipients into 4 groups, thus it will send 4 following copies:

  • 1st copy will be sent to (A1, A2) who use Rule1
  • 2nd copy will go to (A3, A4) who use Rule 2
  • 3rd copy will be sent to (A5) who uses Rule1 and Rule2
  • 4th copy will be sent to (A6) who does not match any criteria

Please bear in mind that the envelope of this particular e-mail will not be changed. In other words, all copies in a TO: field will have the same value A1, A2, A3, A4, A5, A6. A mail body, on the other hand, will look differently for each of the copies since it will be modified by different rules. Also, keep in mind that split (so called bifurcated) messages are not inserted into the submission queue again. This is important if CodeTwo agent is the last one on the list of your Transport agents and you have other agents that would process such split messages differently. In that case, you may want to reverse the agents priority to make CodeTwo agent the first one to process your queue of messages. See this article to find out how to change the agents priorities.

See also:

Split messages not visible in OWA 2010 Sent Items folder

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