Forward message

CodeTwo Exchange Rules PRO enables setting up the automatic forward of messages that are processed by the Exchange Server. Any message that meets the criteria defined in Conditions can be forwarded to one or multiple users without any action on the end user's part. 

Please note that the forwarded messages will look exactly the same as the original message including: the content, the Sender and the recipients defined in the To and CC fields. Furthermore, if the original message has more than one recipient it will be sent to the original recipients and forwarded to additional recipients meeting conditions specified within the action.

Example of usage

This feature may be useful to automatically forward an invoice to the accounting department once the purchasing department receives the document. In such case there is no need to remember to forward the invoice because the program will do it to every message that meets the defined Conditions.

How to configure this action 

To activate this action in a given rule, go to the Actions tab, click Add and choose Forward message from the menu (Fig. 1.). 

ExchangeRulesPro-Forward1
Fig. 1. Choosing Forward message in the Actions tab.

The Forward message action will be added to the List of actions field while the right pane will show the action's properties where the additional recipients' email addresses can be defined. To specify the recipients of the automatically forwarded messages, click Add and choose the type of recipient from the context menu (Fig . 2.).

ExchangeRulesPro-Forward2
Fig. 2. Choosing the type of recipient in the actions properties pane.

There are three ways to define recipients:

  1. Entering SMTP Email Address. You may also insert a Placeholder (applies to the original message recipients only).
  2. Pick up AD User. 
  3. Pick up AD Group.

If you choose the Active Directory User or Group there's not much to do: just pick the object up via the standard AD picker.

On the other hand, if you want to use SMTP Email Address there is no picker available. Therefore, you need to enter the address manually. 

Info

Please note that you may use email addresses either from a domain or from outside a domain.

Once you decide to use the placeholders, the program will search through the original message recipients' accounts in Active Directory database to check if they have an email address filled in the attribute specified in this placeholder. If the email address is found then the original message will be forwarded to this address.

There are two types of placeholders to choose from: Exchange Attributes and Additional AD attributes (Fig. 3.).

ExchangeRulesPro-Forward3
Fig. 3. Specifying SMTP Email Address along the placeholders.

Exchange Attributes

As the Exchange Attributes are custom made and correspond to the particular users, you need to fill them individually for each user in AD before using in the program. The attributes may be specified e.g. via the Exchange Management Console (Fig. 4.).

Exchange additional attributes
Fig. 4. Adding Custom Attributes for a chosen user via Exchange Management Console.

The full list of attributes is available via the context menu shown below (Fig. 5.).

ExchangeRulesPro-Forward4
Fig. 5. Specifying the Exchange Attributes for the SMTP email address.

Additional AD attributes (Custom placeholders)

The second type of placeholders are Additional AD attributes that are pointing to LDAP attributes (Fig. 6.).

ExchangeRulesPro-Forward5
Fig. 6. Specifying the Custom placeholders for the SMTP email address.

Custom placeholders may only be defined within the program. Therefore, if there are no such placeholders created yet, you may easily add them via the Define additional AD attributes button that will open up the Additional AD attributes configuration window.

Learn more about creating Additional AD attributes

Info

Note that if you want to add more than one value to the list of recipients (SMTP email addresses or placeholders) at once, you need to separate them with semicolons. As a result, they will be listed individually within the action's properties pane yet both values will be easily found in AD and processed by the program (Fig. 7.). On the other hand, if you do not use semicolons, the program most probably will refuse such a configuration or the configuration will be inappropriate.

ExchangeRulesPro-Forward6
Fig. 7. Placeholders separated with semicolon.

The diagram below (Fig. 8.) shows how the Forward message action is processed by the program assuming that:

  1. User B1@domain.com has Additional AD attribute 1 in AD set to C1@domain.com.
  2. User B2@domain.com has Additional AD attribute 1 in AD set to C2@domain.com.
  3. There is the Forward Message action defined in the program with {ExchAttrib1} specified on the list of recipients.
  4. The message is sent by user A@domain.com to users B1@domain.com and B2@domain.com.
Exchange Rules Pro - Forward schema
Fig. 8. The diagram showing how the Forward message action is processed by the program.

Info

Please note that the names' difference on the diagram between {ExchAttrib1} and Additional AD attribute 1 derives from the different terminology used within the program and Exchange Management Console. Therefore both values are equal and refer to the same variables.

Modify subject

You may also modify the subject of the forwarded message. To do that, click the Edit button located on right side, above the list of recipients (Fig. 9.). 

ExchangeRulesPro-Forward7-red
Fig. 9. Modifying the subject of the forward message.

Within the subject modification window you may:

  • decide to keep the Original Subject of the message
  • manually enter a new subject that will replace the original one
  • choose a variety of placeholders that will replace the subject with the chosen variable taken form Acitve Directory: either the original message Sender properties or general info such as Counters or Dates.

Was this information useful?