Mail Processing > Rules

Add attachments

Adds files from a specified folder as attachments.

Options:

Source folder: The folder whose contents will be added as attachments.

Add custom mail header*

Add a custom email header like ''XMyHeaderFieldName: my header field value".

Options:

Header field name: Name of the new header field.

New header field value: Value of the new header field.

Add text to mail body*

Adds a specifies text to the beginning or the end of the message body (plain-text as well as HTML).

Options:

Convert local images: Converts all local HTML images to inline attachments

Text to be added: Text to be added to the email.

Prefix: Yes: Added to the beginning. No: Added to the end.

Add text to the message subject*

Adds a specified text to the beginning or the end of the message subject.

Options:

Text to be added: Text to be added to the email.

Prefix: Yes: Added to the beginning. No: Added to the end.

Change SCL value

This action defines the spam confidence level (SCL) of the email. This value is used by Microsoft Exchange. By default a value of 5 or greater marks the email as spam.
This action does only work if you are using an Exchange Server and even then only if there is no other email server between the Exchange Server and the Exchange Server Toolbox setting the value.

If an Exchange Server recieves an email with Exchange Server specific header content it will automatically ignore and overwrite these values.

Options:

SCL Value: The value that is set to the email.

Decode body from signature

This action replaces the body of the mail with the body, that is encoded in the signature. The signature will be lost.

Removing the signature in this case is necessary to be able to remove Attachments, that may pose a security risk.

Delete attachments

Deletes all attachments or attachments that fulfill a regular expression of the message.

Options:

Search in zip files too: Sets if zip attachments should be searched.

Used Regex: You can use a regular expression to chose specific attachments to delete.

Delete "inline" too: Also delete inline attachments.

Do not apply other rules

Use this action to prevent the Exchange Server Toolbox to apply other rules after this one.

Delete not archive mail

This action prevents the email from being backed up. - Use with caution! - using this rule may break German law.

Do not deliver mail

Marks the message to be not delivered. The Exchange Server will delete it.

Execute a file and pass the attachments as parameter.*
With this action you can call a file and pass on the directory of the saved attachments as parameter to that file. Each attachment will be saved as a temporary file which will then be passed on as a parameter to the executing file. You can directly execute VB and Powershell scripts without the need to create a custom batch files or calling other scripts.
If that file execution modifies the content of that directory you are even able to reload that changes into the email.
You can specify additional parameters that will be passed on along with the path to the email. These parameters can be user defined text or a template which will be evaluated at runtime.

For example you can extract all files from a ZIP archive attachment with the following batch file:

uinzip.exe %1 "%~dp1"

if NOT ERRORLEVEL 0 EXIT 1

cd %~dp1

del *.zip

if NOT ERRORLEVEL 0 EXIT 1

When you have two attached ZIP files, the batch-file would look like:

uinzip.exe %1 %2 "%~dp1"

[...]

Options:

File to be executed ([...]): Specifies a file to be executed. The possible file types are enumerated in the parenthesis.

Arguments (parameters): Arguments to be passed to the program.

Reload modified file(s) after execute: Adds the modified files as attachments to the email.

Execute a file and pass the mail as parameter.*
With this action you can call a file and pass on the current email as parameter to that file. If that file execution modifies the email you are even able to reload that changes into the email. You can directly execute VB and Powershell scripts without the need to create a custom batch files or calling other scripts. You can specify additional parameters that will be passed on along with the path to the email. These parameters can be user defined text or a template which will be evaluated at runtime.

For example you can pass these additional parameters to another application to process the email.

MyPDFCreatorSoftware.exe %2 %1

FoxitReader.exe /t %1

del %1

if NOT ERRORLEVEL 0 EXIT 1

Options:

File to be executed ([...]): Specifies a file to be executed. The possible file types are enumerated in the parenthesis.

Arguments (parameters): Arguments to be passed to the program.

Reload modified file(s) after execute: Adds the modified email as attachment to the email.

Forward copy to SMTP server*

This actions allows you to send a copy of emails directly to any SMTP server.

Options:

Recipient: Who should receive the copy.

Sender: Who should be displayed as sender.

Ignore if sending fails: If sending fails the action is skipped.

ServerConnectionData

Authentication

Username: Username to log in to the server.

Password: Password to log in to the server.

Use SSL or TLS: Activates SSL or TLS for login.

Use StartTLS: Activates StartTLS for login.

IsCertificateValidationEnabled: Sets if a certificate is needed for login.

Server: IP address of the server.

Port: Port of the server.

Test connection: Test connection to the server.

Modify recipients (SMTP)

This action can remove all recipients of the messages and/or add new recipients.
Use this action to redirect email by removing all recipients and adding the designated one.

Options:

Remove existing recipients: Removes every recipient from the email.

New SMTP recipients: Recipients that will be added as BCC. The original email will not be modified. You can separate multiple recipients using Blanks, Newlines and Tab.

Print mail

This actions prints the email.

Options:

Used printer: Selected the printer to be used.

HTML text to print: Add HTML text that will be printed.

Used PDF reader: Path to the PDF reader.

Arguments for the PDF reader: Arguments that will be sent to the PDF reader.

Replace header field value*

Replaces an email header field including its value, e.g: "X-MakerHeader: My tag" may be replaced by "X-NewHeader: My value".

Options:

Header field name: Name of the header field.

New header field value: Value of the header field.

Replace text in header source*

Replaces any text in the email header source. Instead of working on a single header field this action acts on the whole message header. - Use with caution! - the replacement may break the email format. This does not re-encode the message.

Options:

Text to be replaced: Text that will be replaced.

Replacement: Text that will be written.

Phrase is regular expression: Sets if the text to be replaced should be searched with a regular expression.

Replace text in mail source*

Replaces any text in the entire email source including attachments. - Use with caution! - the replacement may break the email format. This does not re-encode the message.

Options:

Text to be replaced: Text that will be replaced.

Replacement: Text that will be written.

Phrase is regular expression: Sets if the text to be replaced should be searched with a regular expression.

Refuse mail

Use this action to reject email messages with a reason (error code) you can specify.

Save attachments to folder*

Saves all attachments or attachments that fulfill a regex from the email to specified folder.

Options:

File Name: Sets the file names with which the attachments will be saved.

Include inline attachments: Sets if inline attachments should be saved.

Search in zip files too: Sets if zip attachments should be searched.

Used Regex: You can use a regular expression to chose specific attachments to save.

Folder: The path where the attachments should be saved.

Save mail to folder*

Saves the message in RFC822 compliant format as text file in the specified folder on your hard disk. These files can be viewed e.g. by MS Outlook Express, MS Outlook 2013/2016/2019 or Windows Mail.

Options:

Convert TNEF to MIME

If this option is active mails in TNEF format will be converted to MIME format before saving.

If the mails contain texts in RTF format, they will be converted to HTML format, because Outlook supports text in RTF format only in mails in TNEF format.

However, converting text in RTF to HTML format has two limitations:

- It can cause any signature of the email to become invalid.

- Images embedded in the RTF text are lost during the conversion.

In practice, however, these should not play a major role, since RTF is not widely used in mails and even Outlook sends mails in HTML format by default.

Options:

File Name: Sets the file names with which the email will be saved.

Folder: The path where the email should be saved.

Send auto reply message*
With this action you can let the Exchange Server Toolbox create an auto reply message with the text you specifed.
If an "unable to relay" error occurs, this can be due to configuration issues of the Exchange Server.

Options:

Reply message body text: The message text that is sent as a reply.

Use this sender address: Use the given sender address instead of the address the original mail was sent to.

Ignore if sending fails: If sending fails the action is skipped.

ServerConnectionData

Authentication

Username: Username to log in to the server.

Password: Password to log in to the server.

Use SSL or TLS: Activates SSL or TLS for login.

Use StartTLS: Activates StartTLS for login.

IsCertificateValidationEnabled: Sets if a certificate is needed for login.

Server: IP address of the server.

Port: Port of the server.

Test connection: Test connection to the server.

Send new mail

With this action you can generate and send emails, e.g. notification emails. You have to provide a 'From' and 'To' address, a subject and the content to send.

Options:

From address: The sender.

To address: The recipient.

Subject: The message subject.

Text content: The message text that is sent.

Ignore if sending fails: If sending fails the action is skipped.

ServerConnectionData

Authentication

Username: Username to log in to the server.

Password: Password to log in to the server.

Use SSL or TLS: Activates SSL or TLS for login.

Use StartTLS: Activates StartTLS for login.

IsCertificateValidationEnabled: Sets if a certificate is needed for login.

Server: IP address of the server.

Port: Port of the server.

Test connection: Test connection to the server.

Skip the next X rules

This action skips the processing of the next X rules where X must be number starting with 0. If the given number is 0 all next rules are skipped.

Options:

Number of rules to skip: Sets the number of rules that should be skipped.

Unzip all attachments

Extracts all zip attachments in the email and re-adds them as single attachments.
If an attachment with the same name exists more than once (in the email or a sub-folder inside the archive), the operation is canceled. This limitation is due to attachment name collisions in the email.
If the archive is not in the ZIP format, the file cannot be extracted and the operation is skipped.

Write specified text to file*

Writes user specified text to file. The text can be appended to the specified file or the file can be overwritten.

Options:

Append to file: Sets if the text should be appended or overwrite the content of the file.

File Path: The path where the text file is stored.

Text to write: Text that should be written to the file.

Zip all attachments

Compresses all attachments into a single ZIP file. You can choose to exclude ZIP attachments.

Options:

File Name: Name of the zip file that will be created.

Compress zip files: Sets if zip attachments should also be included in the new zip file.

*Usage of variables is possible (see Template Engine for more information about each variable)

Actions

Actions