Hints to getting started

This section describes hints on how to get started with the program, associated with the program's installation, settings and configuration.


  1. Install Exchange Rules Pro Service only on the Exchange servers with the Hub Transport (Exchange 2007/2010) or Mailbox role (Exchange 2013/2016/2019).
  2. In multi-server environments install the Exchange Rules Pro Service on each Exchange server with the Hub Transport (Exchange 2007/2010) or Mailbox role (Exchange 2013/2016/2019).
  3. Install Administration Panel of the program on any machine (servers, clients; 64-bit platforms).
  4. Install several Administration Panels only if necessary, e.g. if you want other people in your company from different departments to have the possibility to manage rules.

General settings

  1. Make sure to configure Access Rights straight after the fresh installation of CodeTwo Exchange Rules Pro. Otherwise, by default everybody within the organization who has access to the Administration Panel of the program will be able to configure all settings.
  2. Remember to click the Submit changes button in the main window of the Administration Panel every time any new rules are introduced or the existing ones changed within the program. The only exception applies to the Settings tab: each change done within this area is automatically saved via the OK button. Therefore, using the Submit changes button is not necessary.
  3. In environments where more than one Administration Panel is installed, once settings are changed on a particular panel they are instantly replicated to the rest of the panels. However, the outcome is only visible on the other panels after restarting them (in the case of new rules configuration) or reopening the Settings window (in the case of other preferences, e.g. message splitting).
  4. Make use of the set of rules configured on any previous version of CodeTwo Exchange Rules family by using Settings Importer.
  5. If you are importing settings in a multi-server environment with many instances of the Administration Panel installed on several machines, import the settings to one particular Administration Panel only. The real-time replication mechanism will automatically push them onto other instances of the panels. Note that if you import the settings on more than one Administration Panel, you may end up with duplicated rules.

Configuration of rules including conditions and actions

  1. If you have several different rules to be applied when the defined conditions are met, make sure that both radio buttons Go to the next rule in the Options tab within the Rule's properties area are marked (Fig. 1.). This is the default settings for all the predefined rules except for the Unsubscribe mechanism – Block message rule, where Stop processing next rules is selected in the If this rule is applied section.

    Er pro default options tab
    Fig. 1. Default configuration on the Options tab.

    When the radio buttons Go to the next rule are marked, the program executes rules one by one, regardless of whether a rule is applied or not. You can change the default configuration if you do not want to apply any more rules after the first rule is applied.

  1. While configuring conditions within rules, make sure that they do not exclude one another.
  2. If you want a rule to be applied only within a particular time range, define the scope via the Scheduler feature available within the Options tab.
  3. If you want to remove a defined condition, delete the entire row and then enter a new one.
  4. While creating the signature / disclaimer templates use placeholders to insert Active Directory variables directly into the templates. Once you add a particular placeholder, it will reserve a place within the template and fill it with a value specified in the attributes of the particular user's account in the Active Directory database after processing messages by the program.
  5. If you have a combination of characters within a string of characters, use wildcards (*) instead of defining each word one by one. Additionally, you can also use wildcards to define email addresses starting or ending with the common string of characters, e.g. mike*, *company.com.


    Wildcards used for email addresses may only be defined for Sender and Recipient conditions. On the other hand, to define wildcards for different types of phrases go to the Subject or Body conditions or apply the Remove Sensitive Content action.

  6. As some of the users may not have the attributes of the particular placeholders filled in Active Directory, it is worth to use the {rt} Remove Text tag to avoid adding empty placeholders to signatures / disclaimers. Thanks to this solution, once such user's mail is processed, the empty placeholder will be removed along with the empty line from the signature/disclaimer, keeping the professional look of the sent mail.

    Learn more on how to properly use Remove Text tags
  7. Use Rules Tester to see how the message will look like after being processed by the program before leaving the company.

See also

Quick guide to creating rules - this article describes step by step how to create a new rule with a corresponding action and how to configure of basic features of the program.
Good and bad practices of creating signatures/disclaimers - this Knowledge Base article helps to build a signature with consistent appearance between various platforms.

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