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GroupWise v. 8 Vacation Rules

Vacation Rule Wizard

New in GroupWise 8 - Go to Tools > Vacation Rule.
This rule is so simple you won't believe it. It gives you the option to control responses to external users. In addition, this rule even enters your 'away' dates on your calendar as posted appointments in all-day events! If you deactivate the rule, it removes the posted appointement from your calendar. In the next version maybe it will bring you coffee too.

Reminders:

  • Ensure that the box is checked to activate the rule.
  • If you do not want the rule to respond to anyone off campus, do not select 'Reply to External Users.
  • Check your start and end dates.
  • Ensure that you click 'Save' to save your changes.

 

A Simple Vacation Rule

This rule does NOT reply to e-mail from the Internet (meaning Listservs, junk mail spammers, anyone off-campus).

If your job deals with lots of off-campus individuals, you may want to use Rule II.

I already created Rule I - now I need to edit the date.

Rule I

  1. From the GroupWise main menu, select Tools > Rules.
  2. Click on New.
  3. Rule name: Vacation Rule
  4. When Event Is: New Item and Received is selected.
  5. Item types: leave all checkboxes blank
  6. Define Conditions Filter: Click Define Conditions.
    1. Field 1: select Delivered
    2. Operator: select >= On or After DateOn or After 'DATE"
    3. Field 2: Using the calendar icon, select the first day you are out of the office and click OK.
    4. Change End to And. You'll see another row appear.
  7. Row 2:
    1. Field 1: Select Delivered
    2. Operator: select <= On or Before Date.
    3. Field 2: Using the calendar icon, select the last day you are out of the office and click OK.
    4. Change End to And. You'll see a third row appear.
  8. Row 3:
    1. Field 1: Select View Name (you may have to click All Fields to select this choice)
    2. Operator: select [x] does not contain
    3. Field 2: Type Internet in the box
    4. End. Click OK.
  9. Add Action: Reply.
  10. Choose Reply to sender and check the Include message received from sender option. Click OK
  11. Type your message: The more generic you make this message, the easier it will be to use the next time you are out of the office. Avoid mentioning the dates of your absence. A simple I am currently away from the office. In my absence, contact soandso at XXXXX. Then click OK.
  12. Ensure there is a check next to the rule name.
  13. Click Close.

You don't have to worry about de-selecting this rule after you get back to the office. It only works during the dates you specified.

When your vacation recurs:

  1. Click Tools > Rules
  2. Click the vacation rule and click Edit.
  3. Change the dates in rows 1 & 2
  4. Edit your message if necessary and follow steps 12-13 above to save the edited rule.

Rule II - All the Bells and Whistles

This vacation rule replies to all - except your Listservs

Take me through step-by-step | Cut to the chase I'm in a rush]  | Editing the rule

  • Taken in part from the GroupWise Cool Solutions Article.
  • This rule works only during the dates specified in the rule itself.
  • Activate it, then forget about it until you go on vacation again.
  • But remember, you may want to check your reply message to make sure it doesn't include any return dates. That could confuse people.
If you belong to a listserv you'll want to set the following rule.
  • This rule specifies that your username must be in the To: field. Why is that important?
  • Many listservs send mail according to the name of the list, not to individual names. If you belong to a listserv that uses the name of the list in the To: field, then the rule will NOT send your vacation message to your listserv.
  • If the list you subscribe to does send to your name, the information in the From: field could be changed to indicate the name of your listserv so that it will NOT send your message to the list. The possibilities are endless, but if you don't have the exact information in your rule it will not work.
  1. Click Tools > Rules > New
  2. Rule name: Vacation Rule
  3. When Event Is: New Item and Received is selected.
  4. Item Types: Mail - If you don't want your auto-reply to go out to appointment setters, don't select appointments.
  5. Define Conditions Filter:
    1. Field 1: selectDelivered (if delivered is not listed, click All Fields to find it).
    2. Operator: >= On or After Date
      On or After DATE"
    3. Field 2: Click the calendar icon to select the first day of your vacation.
    4. Change End to And

  6. Row 2
    1. Field 1: Delivered
    2. Operator: <= On or Before Date
    3. Field 2: Click the calendar icon to select the last day of your vacation.
    4. Change End to And

  7. Row 3
    1. Field 1: From
    2. Operator: [*] Does Not Contain
    3. Field 2: Type your last name (all lower case)
    4. Change End to New Group
    5. You will see an And/Or box appear. Change this to And.

In this 2nd section we have to deal with mail coming from both on campus and off. Mail addressed to your USER NAME usually comes from off-campus. Mail addressed to your complete last name is the default style GroupWise uses on campus (utilizing name completion) so we'll have to input both possibilities.

  1. Row 4
    1. Field 1: To
    2. Operator: [ ] Contains
    3. Field 2: Input your full last name (lower case)
    4. Change End to Or
  2. Row 5
    1. Field 1: To
    2. Operator: [ ] Contains
    3. Field 2: Input your user name (e.g.; smithj) (lower case)
    4. End. Click OK

Move to the next section called Then Actions Are.

  1. Click Add Action, Reply. Ensure 'Reply to Sender' is selected, then click 'OK'.
  2. Type your message
    1. the more generic you make this message, the easier it will be to use the next time you are out of the office. Avoid mentioning the dates of your absence. A simple I am currently away from the office. In my absence, contact soandso at XXXX. Then click OK. Click Save, then Close.
  3. Be sure to place a check mark in the box by your vacation rule to activate it . Click Close.

Before you leave on vacation, be sure to ask someone on campus (On campus messages travel very quickly.) to send you a message so you can be sure your vacation rule is set up properly and working to your specifications.

This is the final appearance of your vacation rule. For a complete explanation of when to insert your user name, vs. your complete last name read the remainder of these instructions. Be sure to activate the rule and have someone test it before you leave. Now you have one less thing to worry about.Define Conditions

 

 

 

 

 

 

 

 

 

I set up my vacation rule 6 months ago. What do I need to change before my next vacation?

    This is the easy part. Follow these steps to re-set your rule.

    1. From the main mailbox, Click Tools > Rules.
    2. Single-click on the vacation rule and Click the Edit... button.
    3. Click the button for Define Conditions...
    4. Change the beginning and end dates and click OK.
    5. Click the button for Edit Action. From the reply box, click OK.
    6. Edit your reply message as necessary. Click OK.
    7. Click the Save button.
    8. This part is important. Be sure to place a check mark in the box by your vacation rule to activate it and click Close. Now you can relax.