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ITS Training

GroupWise 12 Rules on the web

Table ​of Contents

Introduction
Objectives
Why use rules?
The rules for rules
Rules on the Web
Preset rules
Accessing the rules
Vacation rule
Filtering mail
Forward rule
More on Rules
Client rules
Enabling/disabling
Editing/deleting

Introduction


Objectives

  • Learn the steps necessary to create a rule

  • Use the preset rules available to create the more popularly used rules.

  • Edit, stop, start, and delete rules.

Why use rules?

Rules in GroupWise can help you organize your Mailbox. When you are away, you can automate your Mailbox by having GroupWise automatically respond to senders describing your absence. Rules can also move items with a certain subject or from a certain person to a specific folder.

As for dealing with spam, the filters set at the server level already scan for mail sent from known spammers and also scan for certain words. Occasionally spam will still get through. For more information on spam, please visit Dealing With Spam at CWU.

The rules for rules

In order to create a rule, you must do the following:

  • Name the rule.

  • Select an event. The event is the trigger that starts the rule.

  • Select the types of items that will be affected by the rule.

  • Add an action. The action is what you want the rule to do when it is triggered.

  • Save the rule.

Rules on the Web


Preset rules

There are more options for creating rules using the client version of GroupWise but there are some preset rules you can use with GroupWise on the web. Whether you setup a rule using the client or gwweb, rules will continue to run until you disable them. GroupWise on the web can be accessed from anywhere in the world, on a PC or Mac (or any other computer for that matter).

Tip : When you are done with gwweb, make sure you click on the Logout link in the upper right-hand corner to properly log you out of the system.

Accessing the rules

All of the preset rules can be accessed by doing the following:

  • Click on the Tools menu at the top right-hand corner of the main GroupWise window and select Options from the drop-down menu.

Access rules tab

  • Click on the Rules tab.

Vacation rule

To create a rule so GroupWise will respond to your mail while you are out,

  • Access the GroupWise Rules screen from the Options menu (see above).

  • Click on the drop-down menu next to Type and select Vacation from the list.

  • Click on the Create button.

Create vacation rule

  1. Give your rule a name such as “Vacation Rule” in the Rule name field.

  2. Type in the Subject; this is what will appear on your replies.

  3. Type in the Message that you want to go out such as “I'm out of the office until...”

  4. Click on Save.

Back in the window that lists the rules for your account,

  • Make sure there is a check mark in the box next to your Vacation rule.

  • Close the Options window.

Filtering mail

To create a rule that will filter incoming e-mail to a folder other than your Mailbox (i.e. Special Projects),

  • Click on the Options link in the upper right-hand corner, then click on the Rules tab.

  • Click on the drop-down menu next to Type and select Move to Folder.

  • Click on the Create button.

Create move rule

  1. Give your rule a name in the first field.

  2. Define the conditions needed for the email to be moved. For example, if the sender (From) is your boss then do the action listed below (move to folder).

  3. Check the circle next to the folder where the email is to be moved.

  4. Scroll to the bottom and then click on Save.

Make sure the Rule is active by placing a check mark in the box next to the rule name.

Forward rule

To create a rule so GroupWise will forward your mail to another account like a GroupWise student account to a GroupWise staff account,

  • Click on the Options link at the top right-hand corner of the window, then click on the Rules tab.
  • Click on the drop-down menu next to Type and select Forward from the list.
  • Click on the Create button.
  •  

Create forward rule

  1. Give your rule a name at the top.

  2. Define any optional conditions (i.e. from a certain person with a certain subject line). Note that if you don't put in any “conditions”, the rule will act on all items.

  3. In the To field, enter the e-mail account where you want your GroupWise e-mail to go to, fill in Subject and Message as needed (these are optional).

  4. Click Save.

  • Make sure the rule is activated (has a check mark next to it).

  • Close the Options window.

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More on Rules


Client rules

You can create rules using any version of GroupWise, either client or on the web. These rules will work even if you switch to a different version of GroupWise. Even though there are only a few basic, preset rules on the web, any rule you create with the client version of GroupWise will still show and operate (unless it specifically requires being logged in with the client). There are more options for creating rules with the GroupWise client than there are with the web version.

Enabling/disabling

A check mark next to the rule name in the rules list indicates it is operating. Remove the check to disable it.

Editing/deleting

Only the basic, preset rules in GroupWise can be edited with GroupWise web. These are indicated with colored text (hyperlink).

  • Click on the colored rule name to bring up an editing window.

  • Make your changes and Save.

Any rule can be deleted, just click the Delete text next to the rule name.

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Page last updated 01/30/13. Send questions or comments to training@cwu.edu