How to use a built-in mechanism unsubscribing recipients from mailing lists

To be in compliance with the email disclaimers international legislation and ensure that your clients can unsubscribe from your mailing lists, CodeTwo Exchange Rules Pro lets you configure the program to add particular recipients' email addresses to a blacklist and block your corporate messages against reaching their mailboxes. The creation of such rules will insert an unsubscribe link into emails sent from your company which, once clicked, triggers a built-in unsubscribe mechanism that adds a particular recipient to the blacklist, blocking your company's future messages from reaching that recipient's mailbox.

Overview

To configure the program to enable your clients to unsubscribe from a mailing list, you need to:

  1. Add a predefined Unsubscribe mechanism rule that will automatically insert a combination of two rules:
     
    • The first rule includes the Block message action and two Recipient conditions bound with And logical relationship. By default, these conditions are configured in the following way: Recipient is external and Recipient belongs to the blacklist [name of the blacklist].
       
    • The second rule includes the Insert disclaimer action with the {Unsubscribe link} placeholder included in the template and the Recipient condition configured in the following way: Recipient is external.
  2. Make sure that the server where the Exchange Rules Pro Service resides has the 8080 port open to outgoing connections.

Demonstration

Info

The combination of rules in the predefined Unsubscribe mechanism provides one-click configuration of the program to allow your clients to unsubscribe from your company's mailing list. It does not require any extra steps - you just add the Unsubscribe mechanism rule and enable it via the Submit changes button. However, if you want to personalize the ready-made disclaimer template including the {Unsubscribe link} placeholder or define the senders to whom the rules will apply, go through the demonstration steps below.

On the List of rules pane in the Administration Panel, click Add and from the drop-down menu choose Unsubscribe mechanism (Fig. 1.).

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Fig. 1. Adding the predefined combination of rules used by the Unsubscribe mechanism.

This will add a predefined combination of two rules responsible for unsubscribing your recipients from the mailing list (Fig. 2.).

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Fig. 2. The predefined combination of rules responsible for triggering the Unsubscribe mechanism.

The first rule, Unsubscribe mechanism - Block message, is used for blocking emails sent to external recipients that belong to a particular blacklist. The configuration of this rule includes:

  • Recipient is external condition - this condition will be met if an email is sent to a recipient outside your organization.
     
  • Recipient belongs to blacklist [name of the blacklist] condition - this condition will be triggered if an email is sent to a recipient included in the selected blacklist.
     

    Info

    Note that the conditions above are bound with the AND logical relationship (Fig. 3.), which means that they both need to be met for the rule to be triggered. It assures that only the recipients who are external and belong to a particular blacklist will be taken into account while triggering the rule and applying the Block message action.

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Fig. 3. Both Recipient conditions bound with the AND logical relationship.
  • Block message action - this action (Fig. 4.) blocks sending emails to an external recipient included in the defined blacklist.
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Fig. 4. Block message action.

The second rule, Unsubscribe mechanism - unsubscribe link, is used for inserting a disclaimer with the {Unsubscribe link} placeholder into emails sent to external recipients. This rule requires the following configuration:

  • The Recipient is external condition - this condition (Fig. 5.) is responsible for triggering the insertion of the disclaimer with an {unsubscribe link} to emails sent to external recipients.
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Fig. 5. Recipient is external condition.
  • The Insert disclaimer action (Fig. 6.) - this action inserts the disclaimer with an {unsubscribe link} to emails sent to external recipients.
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Fig. 6. Insert disclaimer action with the {unsubscribe link} placeholder included.

Tip

Note that the predefined combination of rules is based on the most common scenario and applies to all emails sent from your company to external recipients. Furthermore, if a particular recipient is added to a blacklist, each email sent from your company will be blocked against reaching that recipient's inbox. However, you can modify the conditions in any way you wish. For example, if you want only the chosen email addresses or specific departments to have their emails blocked for the recipients included in the blacklists, add the Sender condition to both rules with the default AND logical relationship between the conditions and select the Sender type of your choice.

As the Insert disclaimer action has a predefined content of the disclaimer provided, including the configuration of the {Unsubscribe link} placeholder, you can change it by editing the template. On the Actions tab, click Edit to enter the Editor (Fig. 7.).

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Fig. 7. Opening the Editor.

Within the content area, define the text of your disclaimer and reconfigure the {Unsubscribe link} placeholder by right-clicking it and choosing Placeholder properties from the shortcut (context) menu (Fig. 8.). The window that opens lets you define a blacklist to which the email address of the recipient will be added once this person clicks the unsubscribe link. You can also type the link's display text and decide which landing page should be opened after clicking the unsubscribe link: either the default web page provided by CodeTwo or a third-party web page of your choice can be selected.

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Fig. 8. Changing the content of a disclaimer.

Once you finish editing the disclaimer, click the Save button and close the Editor (Fig. 9.).

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Fig. 9. Saving a disclaimer template with the Unsubscribe link placeholder.

Next, save your changes in the Administration Panel (Fig. 10.) and you are ready to go.

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Fig. 10. Saving the Unsubscribe mechanism rules in the Administration Panel.

From now on, each email sent from your company will include the unsubscribe link (Fig. 11.) which, if clicked, opens the unsubscribe landing page (Fig. 12.) and blocks any further emails coming from your company or the specific email addresses/departments against reaching the particular recipient's inbox.

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Fig. 11. A message including an unsubscribe link.
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Fig. 12. The Unsubscribe mechanism's landing page.

Info

Note that the recipients who click the unsubscribe link will be automatically added to the blacklist specified in Fig. 8. above. Furthermore, you can view and manage the blacklists (add or remove) and the recipients (add, remove or edit) at any point via the Recipients blacklist tab (Fig. 13.) in Settings located on the Administration Panel's ribbon.

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Fig. 13. Managing the blacklists and recipients included in the blacklists.

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