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Rules & Filters

Rules & Filters

The rules and filters in eMailTrackerPro allow you to filter in the good emails and filter out the bad emails to a fine degree.

The rules and filters panel in the my inbox tab looks like fig 12 below:

Fig 12

There are two main ways to filter your mail. Rules (black and white list) and Filters.

Adding a Rule

To add a rule to eMailTrackerPro you first need to click the add rule button as shown below in fig 12.1:

Fig 12.1

This will bring up the dialog box shown below in fig 12.2:

Fig 12.2

The add rule feature is just for email addresses. So simply add the email address you want then check either the white or black list option and click the ok button. This address will now appear in the blacklist tab or the whitelist tab depending on which setting is chosen.

If you first select an email in the my inbox list then click the add rule button that address will already be filled in the address to add text box, shown in fig 12.2 above.

A quicker way to white and black list emails is to use the white and black list buttons found in the my inbox view, as shown below in fig 12.3:

Fig 12.3

Simply select all the emails you want to white list (ctrl and shift selecting is enabled) and click the whitelist address button. The same applies when blacklisting an email address.

Creating a filter

Creating a filter allows you to set more than one criteria in order to match an email. First of all click the create filter button as shown below in fig 12.4. As in the add rules section, if an email in the my inbox list has been selected when the create filter button is clicked then the details of that email will be filled in. Als shown below:

Fig 12.4

First of all a name needs to be chosen for the filter. This name will be shown in the filter tab when the filter has been completed.

Secondly the criteria for the filter have to be set. To start with all the conditions available for filtering are shown. To turn an option on simply check the box next to the option you want. The best way to describe how to set up the filter is by examples:

Example one: Using the 'Any Conditions Met' option

Example two: Using the 'All Conditions Met' option

Example three: Using the 'Add sender to my' option

Example one:

If you wanted to make sure every email that contained Visualware, Support Request or Order Number in the subject you would do the following:

• Set the radio button at the top to Apply if ANY of the conditions are met below
• Now check the box next to The subject is
• By clicking the is in The subject is (its underlined in blue) it will changed to Starts With then Ends with then Contains. For this example we want contains.
• Now click on the next link to the right of what now says contains.
• This will allow you to specify some text for the subject setting. For this example we would enter Visualware and click the ok button. The line should now read like the imag below:

• Now, to add two more subject criteria. Click the add condition link just below the filter list. This will allow you to choose subject from the drop down list. Repeat this twice so there are two more subject items at the bottom of the filter list.
• Repeat the steps above to set these two subject options to contains support request and contains order number.
• As these are going to be emails you want there is no need to check the "set mail to be deleted" check box.
• Choose a color for the mail that matches this filter from the drop down menu.
• Leave the add my sender to section blank, this is explained later.
• Click the ok button.
• This filter will now show up in the filter tab, as shown in fig 12 above.
• Note if you double click the filter in the filter tab it will allow you to edit the rule. Note that only the options you selected appear in the filters list to make it easier to understand. As shown below:

With this filter, any email that comes into your inbox with either Visualware, Support Request or Order number in the subject will show up as bright green (the general whitelisted color) and the rule column will show Fitler + (the name you chose for the filter). This helps you tell which emails have been matched to which filters.

Example two:

If you wanted to make sure every email that contained Visualware in the subject, that had visualware@myaddress.com as the to address and that the email came from the United Kingdom you would do the following:

• Set the radio button at the top to Apply if ALL of the conditions are met below
• Now check the boxes next to The subject is, The 'To' Address is and The sender location is.
• By clicking the is in The subject is (its underlined in blue) it will changed to Starts With then Ends with then Contains. For this example we want contains.
• Now click on the next link to the right of what now says contains.
• This will allow you to specify some text for the subject setting. For this example we would enter Visualware and click the ok button. The line should now read like the imag below:

• Now click on the example email address in the 'The 'to' address is' option. Like before this will allow you to enter the email address visualware@myaddress.com.
• Now click on the country example in the 'The sender location is' option. Choose United Kingdom from the drop down menu and click ok.
• The filter is now setup with the options you want.
• As these are going to be emails you want there is no need to check the "set mail to be deleted" check box.
• Choose a color for the mail that matches this filter from the drop down menu.
• Leave the add my sender to section blank, this is explained later.
• Click the ok button.
• This filter will now show up in the filter tab, as shown in fig 12 above.
• Note if you double click the filter in the filter tab it will allow you to edit the rule. Note that only the options you selected appear in the filters list to make it easier to understand. As shown below:

With this filter, any email that comes into your inbox with:

a subject that contains Visualware

and

visualware@myaddress.com in the 'to' field

and

The United Kingdom as the suspected senders location

will show up as bright green (the general whitelisted color) and the rule column will show Fitler + (the name you chose for the filter). This helps you tell which emails have been matched to which filters.

Example three:

eMailTrackerPro now has the ability to add email addresses to your black or white list according to certain criteria.

Example one above can help to explain this feature. The image below shows the filter as set up in example one.

This filter applies to any email that contains either Visualware, Support Request or Order number in the subject line.

By using the add sender to my section at the bottom of the dialog box this filter can be taken one step further. The filter implies that any one sending an email to you with any of those keywords in the subject is a legitimate sender.

By checking the add sender to my box and then choosing the whitelist radio button this filter will now add the senders email address from any email matching the chosen subject criteria to your whitelist. So now any email from this person will match the white list entry and you will always filter out emails from this person as valid emails, regardless of subject line.

For example, if an email was sent to you (with this filter in place), from filtertest@example.com with the subject line "I need help, my order number is 431352" it would match the filter and filtertest@example.com would be added to your white list. So if an email from filtertest@example.com came in the next day with the subject line "thank you for your help" it would also come up as a valid email.