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#TipOfTheDay Retrospectively running Mail Rules in IBM Lotus Notes 8.*

Mat Newman  October 31 2012 06:57:33
One of the items I see frequently in the "Lotus Notes can't do that" comments on the internets relates to retrospectively running Mail Rules within the Lotus Notes Mail Database.

For those that aren't aware, Bob Balfe contributed an excellent plug-in called Mail Rule Utilities located on OpenNTF that does exactly that!

Once installed, the Mail Rule Utilities plug-in adds a new tool on the tool-bar: "Run Mail Rules"

Figure 1: the Run Mail Rules toolbar

The Run Mail Rules tool

The process is quite simple:
1.        Install the plug-in (restart the Notes client).
2.        Click the Run Mail Rules tool on the Tool-Bar (figure 1)
3.        In the Run Mail Rules dialog (figure 2), choose the rules to be run (select/de-select individually or all)
4.        Choose the folder to run the selected rules against
5.        Choose RUN

Figure 2: the Run Mail Rules dialog

The Run Mail Rules dialog

Here's hoping that excellent utilities like this one make it into your Widget Catalog, or the core product sometime soon ;-)

Running Mail Rules (even new ones) in IBM Lotus Notes retrospectively ... Easy! Thanks Bob!
Comments

1Sam S  11/01/2012 0:53:46  
#TipOfTheDay Retrospectively running Mail Rules in IBM Lotus Notes 8.*

The easy way to install this is via the extentions.xml link on the bottom of the openntf project page. In case that helps anyone.

2Mat Newman

11/02/2012 9:17:09  #TipOfTheDay Retrospectively running Mail Rules in IBM Lotus Notes 8.*

@1, Sam: Thanks mate, great tip! :-)

Mat Newman IBM Champion

3Gabor  12/16/2012 4:01:41  
#TipOfTheDay Retrospectively running Mail Rules in IBM Lotus Notes 8.*

Hi Mat!

I have some problems with reapplying my rules with this plug-in. Maybe you can help me.

I receive a personal stats mail from either the QA or the backup QA. I set up a rule for that, but it doesn't seem to work. I tried different When clauses, with the Then clause left as "move to folder Stats". I used 2-2 mail from both the QA and the backup QA for the tests. All of them contains the "Personal" word in the subject. The Notes quickhelp says the "contains" does a basic case insensitive substring matching.

Test rule 1:

sender contains QA

OR sender contains QAB

AND subject contains Personal

Result: moves mails only from QAB

Test rule 2:

subject contains Personal

OR sender contains QA

OR sender contains QAB

Result: moves mails only from QAB

Test rule 3:

sender contains QA

OR sender contains QAB

Result: moves mails only from QAB

Test rule 4:

sender contains QA

OR sender contains QAB

OR sender contains QA

Result: moves mails only from QA

Test rule 5:

subject contains Personal

AND sender contains QA

OR sender contains QAB

Result: moves mails only from QAB

Test rule 6:

subject contains Personal

AND sender contains QA

OR sender contains QAB

OR sender contains QA

OR sender contains QAB

Result: moves mails only from QAB

I work on a local replica of my own mail box, my OS is Linux, the Notes version is 8.5.3 Revision: 20110916.0921. It was installed from OCDC Ubuntu repository.

Thank you.

4Aman  03/14/2013 16:01:52  
So IBM Lotus Notes still doesn’t do that, right?

The whole point of the argument that Lotus Notes sucks, is again validated by this post.

In essence, IBM Lotus Notes:

1. Doesn't allow me to run mail rules on my past mail, (which is ridiculous in itself),

2. Doesn't provide a utility for the same,

3. Expects usage of 3rd party utilities for such an obvious and expected feature?

I rest my case.

Mat Newman

THE Lotus Notes Guy. Productivity Guru. Social Evangelist. IBM Champion for IBM Collaboration Solutions, 2011/2012/2013. IBMer. Views are my own.

#GetProductive #GetLotusNotes

Mat Newman

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