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Creating a Managed Filing blacklist rule

Colin Titmuss
  • Updated

When you have emails being saved automatically by MacroView Managed Filing you may need to create an email filing rules blacklist to prevent specific emails from saving even though they may match another of your filing rules.

This is achieved by creating an additional rule which should be at the top of you filing rule list so that it is checked before any other rules are processed and which points to a location that does not exists.

Sample Managed Filing blacklist rule

The below example will not save any received email containing [PERSONAL] or [CONFIDENTIAL] in their subject even if they match another filing rule later in the rules configuration file.

<CorporateWorkflowRule>
 <Expressions>
 <WorkflowExpression>
 <KeywordMatchType>Any</KeywordMatchType>
 <Keywords>[PRIVATE] [CONFIDENTIAL]</Keywords>
 <CaseSensitive>false</CaseSensitive>
 <MatchEntireWord>false</MatchEntireWord>
 <MailProperty>
 <DisplayName>Subject</DisplayName>
 <PropertyName>Subject</PropertyName>
 </MailProperty>
 </WorkflowExpression>
 </Expressions>
 <RuleEnabled>true</RuleEnabled>
 <SavePath>https://tenant.sharepoint.com/locationdoesnotexist</SavePath>
 <Name>Do not save emails with subjects containing [PERSONAL] or [CONFIDENTIAL]</Name>
 <SaveWebAppPath>https://tenant.sharepoint.com/</SaveWebAppPath>
 <Scope>Incoming</Scope>
 <AllowInsertingTag>false</AllowInsertingTag>
 </CorporateWorkflowRule>

When an email matches the above rule, because the https://tenant.sharepoint.com/locationdoesnotexist location cannot be found the email will not be saved and MacroView Managed Filing will not check any further rules.

Note: A BCC will not work for a blacklist rule because the BCC is only ever on the present on the sent copy of an email and not any a received copy. You can confirm this yourself in Outlook by sending an email to yourself with a BCC and then checking the email in the sent folder and the email you received.

 

tip.pngTip: If you want to prevent an entire rule for firing temporarily without removing it from your rules configuration files, you can simply set the <RuleEnabled>false</RuleEnabled> setting to false.