Auto reply for private and personal mail

[Terence]

hi,

My company tries to implement a auto reply or notification for users when
they receive confidential, personal and private emails. We found out that
through outlook rules wizard, personal/private email forwarded to a common
mailbox does not get the auto reply, confidential mail worked as expected.
However, when we just send a email marked as personal/private directly to the
common mailbox, it works.
Any advice would be greatly appreciated. Thanks.

 

[F.H. Muffman]

My company tries to implement a auto reply or notification for users

when they receive confidential, personal and private emails. We found
out that through outlook rules wizard, personal/private email
forwarded to a common mailbox does not get the auto reply,
confidential mail worked as expected. However, when we just send a
email marked as personal/private directly to the common mailbox, it
works. Any advice would be greatly appreciated. Thanks.

Odd.

Since the rules work on a non-forward just fine, I'd like you to try this:

First, forward a message to this mailbox.
Then, move that message into a different folder so its the only message there.
Next, log directly into the mailbox with a client, switch to that folder,
and do a Run rules now and run the rule that isn't working. Lets see if
it works when you run the rule manually.

 

[Terence]

Well... it works when rule is processing on the different folder, but it
became client side processing rules (doesn't meet our requirement as the
Outlook has to be opened to make the auto forwarding happen).

Something i noticed:
The Outlook rule works if it is client side rule, but not server rule.
This is clear when i check the sent item, an email was autoforwarded in the
sent item (applies to your method of processing on different folder).

Question (or maybe i should ask in the exchange forum),
is there any restrictions for forwarding of mail in the server rule?

Thanks.

 

[F.H. Muffman]

My company tries to implement a auto reply or notification for users

Well... it works when rule is processing on the different folder, but
it became client side processing rules (doesn't meet our requirement
as the Outlook has to be opened to make the auto forwarding happen).

Wait, how did it become a client side rule? DId you change the rule?

 

[Terence]

Sorry for not making this clear. I didn't change the rule.
I was referring that when i configure another rule as client rule (e.g.
create an action to display alert --> this would make the rule become client
rule). With this change of client rule, the forwarding is possible.

For the test you asked me to perform, i used a server rule and process the
rule on the separate folder. And it works.

The similarity between my client rule and the test you suggested is that i
can see email being autoforwarded in the sent item.

In the case of confidential mail auto forwarding which is working for us, i
do not see any email in the sent item. That is how i concluded that it is a
client rule.

 

[F.H. Muffman]

My company tries to implement a auto reply or notification for

Sorry for not making this clear. I didn't change the rule.
I was referring that when i configure another rule as client rule
(e.g. create an action to display alert --> this would make the rule become
client rule). With this change of client rule, the forwarding is possible.
For the test you asked me to perform, i used a server rule and process
the rule on the separate folder. And it works.

Ok.

Let's just stick with the rule that doesn't work automatically.

To verify, when you do a Run Rules Now and run that rule on a folder with
just the single message, it works fine.

How many rules are configured on this mailbox?
How many rules are above the rule that doesn't work in the list?
Do any of the rules above the rule that doesn't work include the 'And stop
processing more rules' action?

 

[Terence]

1) There is only one rule that is configured on this mailbox.
2) Same as (1), there is only one rule
3) Nope, there is only one rule and this rule when detects a
personal/private mail, forward a mail to a anonymous mailbox.

 

[F.H. Muffman]

My company tries to implement a auto reply or notification for

1) There is only one rule that is configured on this mailbox.

What's the full text of the rule?

 

[Terence]

Apply this rules after the message arrives
marked as private
forward it to anonymous mailbox

That's all.

 

[F.H. Muffman]

My company tries to implement a auto reply or notification for

Apply this rules after the message arrives
marked as private
forward it to anonymous mailbox
That's all.

So that's not going to catch messages marked as personal, just those marked
as private.

I'm also a little confused. We started out with rules that auto-replied
to messages that were marked as private, personal or confidential and it
wasn't working on messages taht were forwarded to a common mailbox.

Now we have a rule that simply forwards private messages to an anonymous
mailbox.

So, lets try to clarify where I'm getting confused.

You have a rule on your mailbox that checks messages when they arrive to
see if they are marked as Private and, if they are, forward that message
to an anonymous mailbox.

If someone mails you a private message, it successfully gets forwarded.

If someone forwards you a private message that they received, it does not
get forwarded.

Right?

 

[Terence]

The original problem was that when someone sends me a confidential mail, it
does get forwarded to the common mailbox. But not when someone sends me a
private or personal mail. The reasons why i only mentioned private rule is
that i only have one rule in my Outlook to isolate problem relating to rules
conflicting. The problem for personal mail remains unsolved. Note that
ultimately the objective is to have the email forward to the common mailbox
for personal / private, regardless of whether someone sends me or forward me
a private/personal mail. Thanks.