Principles for Defining Rules |
User's Manual Start Page |
This documentation is based on version 1.0 of CodeTwo Exchange Rules 2007. To read the manual that applies to 2.0 click here.
CodeTwo Exchange Rules adds disclaimers to outgoing messages by searching the list of rules containing footer templates as well as usage criteria. The rule selection criteria specify which sender/recipients' addresses a given rule will apply to and thus will add its disclaimer to a message. Correct understanding of the rule selection principles based on the sender/recipients' addresses is necessary to configure the software correctly.
While creating any rule you define the scope of senders and recipients the rule will apply to. For the rule to be used, both the senders and the recipients of the message must match the addresses entered in the scope of senders and recipients fields. If the message has more than one recipient, the rule will be used if at least one of them matches the scope.
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| Fig.1. Defining the scope of senders the rule applies to. |
Senders and recipients can be matched by parts of their addresses or by their SMTP addresses. While defining the scope of addresses you can use the asterisk sign (*), which is a wildcard that will match any sequence of characters.
For example, you can define either a single sender's address in a rule (e.g.: info@mycorp.com), as well as the entire mycorp.com domain by entering *@mycorp.com in the scope field.
If you type info@mycorp.com in the field, the rule will only be used if a message is sent from info@mycorp.com. If you enter *@mycorp.com, the rule will be used to all addresses from the mycorp.com domain.
You can use the asterisk signs (*) multiple times. For instance, entering *@*co.uk means that the rule will apply to all address from all domains that end with co.uk.
You can also define the addresses of the exceptions the rule will not apply to, even if the addresses belong to the scope of addresses the rule will apply to. For example, the rule can apply to the entire mycorp.com domain, but can contain exceptions, for which it will not work, such as support@mycorp.com and it@mycorp.com.
To make the rule work for all outgoing messages, no matter where they originate from, enter the asterisk sign (*) in the scope of senders field or leave it blank.
The scope of recipients can be defined similarly to the scope of senders, as described above.
You can define the scope of recipients the rule will and will not apply to. The rule will apply if at least one of the recipients of a message matches the scope. In both fields you can use the asterisk (*) sign to define ranges of addresses.
In the Exceptions to the above list field you enter the addresses that will not receive the disclaimer. However, the disclaimer will be received by these users in the following situation. If you are sending a message to multiple recipients, one of whom is included in the exceptions list, the disclaimer will be added for all recipients if at least one of the recipients of the message matches the scope of users who are scheduled to receive the disclaimer. If all recipients of a message are included in the list of exceptions for this rule, none will receive the disclaimer.
More on this policy: Internal and external recipients to the same message in CodeTwo Exchange Rules 2007
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| Fig.2. The rules are processed in the order of their appearance on the list |
The rules are processed in the order of their appearance on the list of CodeTwo Exchange Rules Administrator. The first matching rule is used and the remaining ones are omitted. Due to this reason, the most general rules that apply to a wider range of senders or recipients should be at the end of the list. If you define a rule that will apply to all senders and place it at the top of the list, the remaining rules will never apply. To change the order of the rules on the list, use the Up and Down buttons (Fig.2).
Note
If User A is granted the SendAs right to User B's mailbox and if s/he enters User B's address in
the From field, the message will be sent as a message, originating from User B. The same applies when User A is set as a delegate of User B.