Clockwork CRMDocs

Email rulesets

A ruleset is a set of conditions and actions for one of your mailboxes. When a message meets the conditions, Clockwork CRM carries out the actions on it.

Rulesets are managed at Emails → Email Rulesets. Choose the mailbox under Select Account. Only your own mailboxes are listed, and each mailbox has its own rulesets.

Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.

Creating a ruleset

  1. Choose the mailbox under Select Account.
  2. Click Add. If the mailbox already has rulesets, choose Create New Ruleset under Select Ruleset instead.
  3. Enter a Ruleset Name.
  4. Choose the Run Mode.
  5. Choose Match All Following Conditions or Match Any Following Condition.
  6. Set the conditions.
  7. Set the actions under Perform the following actions.
  8. Click Save.

A ruleset needs a name, and every condition needs a value, before it can be saved. A Forward Message To action needs a valid email address that is not the mailbox's own address.

To change a ruleset, choose it under Select Ruleset, make your changes and click Save. Discard Rule deletes the chosen ruleset after you confirm.

Run mode

Run mode When it runs
Automatically & Manually On new mail as it arrives, and when you run it on a folder. This is the default
Only Automatically On new mail as it arrives
Only Manually Only when you run it on a folder
Disabled Never

When several rulesets run automatically, each one is checked against every new message.

Conditions

Match All Following Conditions carries out the actions only when a message meets every condition. Match Any Following Condition carries them out when it meets at least one.

Each condition is a field, a test and a value. The + button adds another condition and the - button removes one. A ruleset always has at least one condition.

Field Tests Value
Subject Contains, Does Not Contain, Is, Is Not, Begins With, Ends With Text
Body As for Subject Text
From As for Subject An email address or name
To As for Subject An email address or name
CC As for Subject An email address or name
To or CC As for Subject An email address or name
From, To or CC As for Subject An email address or name
Date Is, Is Not, Greater Than, Less Than A date and time
Priority Is, Is Not, Greater Than, Less Than Highest, High, Moderate, Low or Lowest
Importance Is, Is Not, Greater Than, Less Than Highest, High, Moderate, Low or Lowest
Age (Days) Is, Is Not, Greater Than, Less Than A number of days
Size (kB) Is, Is Not, Greater Than, Less Than A size in kilobytes
Status Is, Is Not Read or Unread

Text tests ignore upper and lower case. The address fields check both the name and the email address of each sender or recipient, and match when any one of them passes the test.

Age (Days) is the number of whole days since the message was sent. For Priority and Importance, Greater Than means a higher level: Greater Than High matches Highest.

Actions

Each action is a type and, for some types, a value. The + button adds another action and the - button removes one. The actions are carried out in the order they are listed.

Action Value What it does
Move Message To A folder in the mailbox Moves the message to the folder
Copy Message To A folder in the mailbox Puts a copy of the message in the folder
Forward Message To An email address Forwards the message from the mailbox to the address, with "FW:" before the subject
Mark As Read None Marks the message as read
Mark As Unread None Marks the message as unread
Mark As Private None Marks the message as private
Mark As Not Private None Marks the message as not private
Flag None Flags the message
Delete Message None Deletes the message from Clockwork CRM and from the mail server
Set Importance To Highest, High, Moderate, Low or Lowest Changes the message's importance
Set Priority To Highest, High, Moderate, Low or Lowest Changes the message's priority

A move or copy is skipped when its folder no longer exists.

Running a ruleset on a folder

A ruleset set to Automatically & Manually or Only Manually can be run on the mail already in a folder:

  1. In the email client, right-click the folder and choose Execute rule.
  2. Choose the Rule.
  3. Click Execute.

The dialog shows how many messages have been checked, and closes when it has finished. If the mailbox has no rulesets that can be run manually, the dialog links to Email Rulesets to create one.

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