Match Filters

Match filters provide a way of filtering emails or email content based on the filter type.

 

 

There are the following filters available:

• Truncation
• Out Of Office
• Blacklist
• Attachment
• Text Replacement

 

Truncation

The truncation match filter determines points in the email body content where the processor will cut the email. It is mainly used to remove previous email threads and preventing them from clogging up Gemini. For example, you could add the first part of an email signature as a filter, and everything from that signature will be removed.

Out Of Office

There are a couple of expressions supplied with MailboxPro to filter out automatic replies. When the email is processed, if the subject line matches the expression filter, the email will be moved to the deleted folder. If you find an email has been added to Gemini, but is an automatic reply - add in a new entry here to block further emails being processed.

Blacklist

Blacklisting is a mechanism to block emails based on the email address. You can add domains, or specific email addresses to the black list and it will prevent any matching emails from being processed. All rejected emails will be placed in the “Other” folder. If you black list an email from within the webmail interface, an entry will be added here to prevent further emails from that sender being processed.

If you have a system that could possible send an email to the processing email account, from the same account, it would be worth adding in a black list entry for the email. Otherwise, notifications will be sent to the processing account, and a vicious cycle could be created

Attachment

When the attachments from an email are processed, any file names that match the filters here will be ignored. Ignored attachments won’t be added to Gemini, but a list of them will be appended to the audit record. For example, if you have problems with viruses, you could create a filter to block all executable (.exe) or batch (.bat) files from being added.

The MailboxPro template logo has already been added to ensure that replies don’t automatically include this email. You may wish to add others for attached business cards, email signatures, etc.

Text Replacement

This is similar to truncation, but instead of cutting the entire email at the point it filters, this will replace the content matched with an alternative. This could be useful for replacing legal disclaimers or email signatures without truncating the entire email contents.

 

Adding a Match Filter

Adding a filter is the same irrespective of the type required.

Associated Project: It is possible to only apply certain filters to a project. For example, it could truncate an email if it is destined for Project A, but any other project it could be left alone. If it is a global filter (ie applied to every email) then leave this setting as “All Projects”. However, if it is required for a single project, select the project here.

Match Text: This is the text or regular expression pattern which is used to match. You can search online for example of regular expressions, but if you did need assistance creating them, we do offer a consultancy service and can create these for you.

Is Regular Expression: Controls how the Match Text entered is used, depending if it is a regular expression or just a search for a particular piece of text.

Notes: Sometimes, for complex expressions, you may find it helpful to make some notes as to what, why, when the expression was added. This would be helpful in troubleshooting and reminding yourself what the expression does 6 months after you write it.

Alternate String: (Not pictured) If the Match Filter type is a Text Replacement, you have the option to specify what the text is replaced with. If you just want the matched text removed, leave this blank, but if you want it replaced with a value, enter it here.

 

Editing A Filter

To edit the filter, click the edit icon by the item. You can then edit the item as if it were adding a new one (see above)

It is not possible to change the type of the match string. If this is required, you would need to create a new filter and copy each field over to the new item.

 

Deleting a Filter

Removing filters is very easy, click the trash can icon by the item to delete, and it will be removed from the system.