Principles of Rule Creation and FunctioningCodeTwo Exchange Rules 2010 lets you define rules for adding footers both to external and internal messages.
Rules can be created, edited and deleted using appropriate buttons in the CodeTwo Exchange Rules 2010 toolbar:
|Fig.1. The main screen of the application in which new rules can be added or existing ones edited.|
The role of the program is to find a matching rule for a sent message taking into account the sender and recipients. The order in which the program attempts to match rules is from the highest to the lowest rule as seen in the main program screen. When the program has found the first matching rule to a message, it will add a footer defined for this rule. If you want to change the order of rules, use Up and Down buttons in the main toolbar.
A quick guide on how to create a new rule can be found in the chapter Quick Guide to Creating Rules and Footers.
You can start creating a new rule by choosing one of the predefined rules that can be found by expanding the Add button (Fig.2).
|Fig.2. The list of predefined rules.|
- Custom disclaimer - default rule with no predefined criteria
- Disclaimer for internal mail - rule used only for mail sent between the users of the same Exchange 2010 organization (internal messages)
- Disclaimer for external mail - rule used only for mail sent outside the Exchange 2010 organization (outbound messages)
- Disclaimer for internal & external mail - rule used for both internal and outbound message
If you want to create a rule with similar criteria to a rule that already exists, choose the Clone option in the Rule menu. The replicated rule will contain identical criteria as the original one.
When you create a new rule, choose its name that will be displayed in the program's main screen. Optionally, you can provide a description of the rule in the rule wizard. This description of a rule is displayed in the field below the list of all rules when you highlight the rule.
The rules are matched based on the sender and recipients of the message. For a rule to be applied it must meet both the conditions specified in the scope of senders and recipients. Both the senders' and recipients' scopes can contain the list of exceptions. For the rule not to apply, the sender or recipient must be included in the list of exceptions to the rule.
The scope of senders is specified by providing a set of conditions that must be met for a sender to be included in the scope of senders. While providing data in the scope of senders, you can use full or partial SMTP addresses of senders, as well as objects from Active Directory database, e.g. organizational unit, group, user, or specific value in a selected field in Active Directory Object's properties.
More about specifying scope of senders...
Specifying the scope of recipients for whom the rule must apply is done similarly to the scope of senders, you can use full or partial SMTP addresses of recipients, as well as add Active Directory objects. In addition, when specyfing the scope of recipients, you can choose in a single click the external recipients or internal recipients.
More about specifying the scope of recipients...
A useful funtionality that you can use while specifying the senders and recipients is the wildcard or asterisk (*) sign. It replaces any sequence of characters in an e-mail address.
More about using the wildcard...
Each time you create a new footer you will have to make two separate templates, one in HTML format (added to HTML) and the second in plain text (added to plain text messages and RTF messages). If you do not want to add footers to any of these formats, leave the appropriate template blank. You can use the built-in signature editor to create nice-looking footers containing HTML elements, images, etc. The personalized disclaimer (signature) can contain Active Directory placeholders, which will be dynamically replaced with appropriate data related to the specific user while the message is processed by the server.
More about creating footers...
A footer can be inserted in a specific place in a message that contains a history of previous messages ? AT the very end of the message or directly below the response text. You can prevent the footer from being inserted if it already exists in the message. The Replying and forwarding options can be set in Advanced Options form.
More about inserting footers in selected places in messages...
You can suppress footers for particular messages by placing a selected word or phrase in its subject or body. You define such key words and phrases in Advanced Options form in Suppressing disclaimers section.
More about suppressing disclaimers in selected messages...
You can configure CodeTwo Exchange Rules 2010 to stop processing more rules when one rule has been applied or to continue applying more rules. This is done in Proceeding to next rules section in Advanced Options form.
More about proceeding to next rules...
To make sure that the created or edited rules are applied correctly, remember to save all changes upon exiting the rule wizard by clicking Save in the program's main screen.
Use the Test Test button in the main toolbar to check which rules will apply to particular senders and recipients, as well as where the footers will be inserted to the message.
More about testing rules...
Before saving changes, you can preview the defined footer in a rule for a particular sender using the Preview button in the program's main toolbar.
More about previewing footers...
The defined rules can be deactivated by unchecking the corresponding boxes next to the rules
Creating and Editing Footers
How to insert a personal signature and a company disclaimer into one message
How to insert in the same message a detailed signature the first time it is sent, and a simplified signature in later correspondence
How to have parts of disclaimers/signatures removed on the fly when they have not been replaced by data from Active Directory