LuxSciLuxSci
Secure Email,
Web and Form Solutions
Phone: 800-441-6612
sales@luxsci.com
support@luxsci.com

LuxSci’s Custom Mail Filters: Case Studies

With the amount of business done via email these days, it’s not uncommon to receive dozens if not hundreds of messages a day. If you’re the kind of person that doesn’t like them all stacking up in your inbox, then you’re probably already familiar with the concept of mail filters or rules. A filter is like your own personal mail elf, quickly sorting, organizing, or discarding your incoming mail according to your explicit instructions. This makes it easy to manage high volumes of incoming mail automatically without having to manually move, forward, or delete even a single message. Almost all filters can match a given text string in the subject or body of the message and then take one of these basic actions; however LuxSci’s Custom Mail Filters (included with all email hosting accounts) provide an even more extensive list of capabilities:

  • Use regular expressions to match complex text patterns that may appear in the message
  • Match email header lines, or tag messages with your own header lines
  • Forward messages automatically to another email address, or to your cell phone via SMS
  • Delete, bounce, or flag messages.
  • If you have a LuxSci WebAide license, you can save inbound emails and their attachments to your Documents or eJournals WebAides automatically
  • Organize your rules so that they apply in the order of your choosing, such as before or after autoresponders or spam filters
  • Color code your filters and annotate them for easier organization and sorting
  • Set rules as "Final" or not to determine if messages will go on to hit additional rules, allowing you to construct compound rules or chain multiple rules together

With a versatile set of criteria available for matching messages, coupled with an extensive list of actions you can perform on matched messages, LuxSci’s custom filters allow for just about any configuration you can think of. Here are a few real-life examples of how our custom filters have been applied to handle some complex requirements.

Case Study 1: Inbox Management

A small team of people runs their own start-up, and to keep things consolidated they use one general email address for everything including sales, development, production, and marketing. Each team member is able to check the company email address via IMAP to see if any emails have arrived that may require their attention. However, as they grow and expand, their inbox starts receiving more and more emails, and some team members find they are unable to check it as frequently now that they are on the road more doing promotion and marketing, leaving emails to pile up. In addition, they start receiving more spam that adds to the clutter and makes clean up more time consuming. They decide they need a method to help them organize better while still maintaining a single inbox.

Using LuxSci’s filters, they can match certain words or addresses that may appear in incoming emails such as who the email is addressed to ("Sales", "Support", or perhaps "John Smith") and then drop them into subfolders of the inbox to help keep things tidy. They can also forward copies of these messages (or notices that messages have arrived) to team member’s cell phones if they happen to be out on the road or otherwise away from their computer.

While a LuxSci Basic Spam Filtering license helps mitigate a lot of the garbage email coming in, ordering the custom filters so that they apply after the spam filter lowers the chance that random spam messages that would also match their custom rules do not get included with the legitimate messages. (Custom rules always apply after LuxSci’s Premium Email Filtering; you have your choice of order with the basic)

Now, let’s say that one of their development staff regularly receives emails that include important attachments, but he is frequently traveling and cannot always watch the inbox to make sure that he downloads the attachments before the emails get deleted. If he has a LuxSci WebAide license, he can create a filter that will match these messages (i.e. by subject or by message size) and then save the email and the attachments to his WebAide Documents to be viewed at his leisure. He can also set this filter’s "Final" status to "No" and then create a second filter to catch these same messages, opting then to notify his cell phone that a new attachment has just been uploaded to his WebAides.

With potentially dozens of filters being created by the team, pretty soon the filters themselves start to get cluttered, making it difficult to quickly maintain or update them when needed. As an option, they can color-code each one based on its functionality or its creator so that they are much easier to distinguish at a glance.

Case Study 2: Sending Copies Everywhere

Company XYZ is organized into a detailed hierarchy composed of many groups and subgroups of workers. Each group is run by a manager, and each manager reports to a manager above them. The top-level managers report directly to the CEO, who is at the top of the hierarchy and oversees the whole company.

Now, lets say that the decision is made to have everyone in the company forward copies of all incoming and outgoing email to their immediate superior. Workers will need to forward to their respective project manager, those managers will forward to the managers above them, and so on until the CEO receives a copy of every email that is sent or received to or from anyone in the company.  In order to ensure that this forwarding happens, Company XYZ would prefer not to rely on each individual to make sure they CC whom they need to — the ideal would be to have all of the forwarding happen automatically soas to remove the onus from each person.

Enter LuxSci’s custom mail filters.  The inbound email can be handled by adding a custom rule for each individual that will copy each received message to one or more addresses, thus establishing a "copy chain" that will eventually lead to the CEO at the top.

The outbound email is actually handled in "reverse" using LuxSci’s outbound domain capturing feature. All outbound email for the company’s domains is copied directly to a specific email address (in this case, the CEO). The CEO then has a list of custom rules that will forward each captured outbound message to the person that should receive a copy, based on who sent it.

But what if a project manager sends an email to her entire team? Or worse, what happens when the CEO sends out an email update to the whole company? With the setup described above, that project manager and the CEO would receive a copy of their own message for each person they emailed, since each individual is setup to forward all incoming messages to the person directly above them. This is less than ideal, particularly when the CEO suddenly receives 100 copies of the message he just sent out.

The tricky part of a setup like this is making sure no one receives duplicate copies of a particular message. Luckily, LuxSci’s custom filters are flexible enough that Company XYZ can specify in their rules that an incoming message only be forwarded if it was NOT sent from the person being forwarded to. So, when the project manager emails her team, their rules will see that it was she who sent it and will thus not forward a copy right back to her. When the CEO emails the whole company, he won’t be blasted with 100 new emails reminding him of what he just sent. With some fine-tuning, the custom filters can deftly control the internal flow of the company’s email without having duplicates flying about.

Conclusion

LuxSci’s Custom Mail Filters were designed specifically to be versatile and adaptive in almost any situation. Whether working on their own, or integrated with LuxSci’s spam filtering, Enterprise WebAides, or outbound email capturing, the Custom Mail Filters give you the tools you need to make your mail work for you and not the other way around.

3 Responses to “LuxSci’s Custom Mail Filters: Case Studies”

  1. New Feature: Remove Attachments From Email | LuxSci FYI Says:

    [...] many requests, LuxSci has added a new action to its custom email filtering tools.  This action allows you to strip all attachments from messages matching your specific [...]

  2. Access Multiple Inboxes and Other Folders from a Single Account | LuxSci FYI Says:

    [...] create a new custom email filter to match all messages “To” the email address of your original account (under “My [...]

  3. Where’s the Email? The Case of Missing or Disappearing Messages | LuxSci FYI Says:

    [...] the recipient has any custom filters setup on his/her email server or email program, s/he should check those and see if any of them may [...]

Leave a Comment

You must be logged in to post a comment.

TRUSTe EU Safe Harbor Thawte Extended Validation SSL Certificate McAfee Secure Authorize.net Merchant
• Access Anywhere
• Fast and Robust
• Super Secure
• Tons of Features
• Customizable
• Mobile Friendly

Send and receive email from your favorite programs, including:

 Microsoft Outlook
 Mozilla Thunderbird
 Apple Mail
 Windows Mail

... Virtually any program that supports POP, IMAP, or SMTP

Keep your email, contacts, and calendars in sync:

 Apple iPhone and iPad
 Android Devices
 BlackBerry
 Windows Phone

... Any device with Exchange ActiveSync (EAS) support

Relay your server's mail through LuxSci via smarthost:

• Resolve issues with ISP sending limits and restrictions
• Improve deliverability with better IP reputation and IP masking
• Take advantage of Email Archival and HIPAA Compliance
• Even setup smarthosting from Google Apps!

Free web site hosting with any email account:

• Start with up to 10 web sites and MySQL databases
• DNS services for one domain included
• Tons of features and fully HIPAA capable

LuxSci's focus on security and privacy:

• Read The Case for Email Security
• Read Mitigating Security & Privacy Threats
• Review our Privacy Policy

The most accurate, flexible, and trusted filters in the business:

• Premium protection with Intel Security Saas
• Realtime virus database guards against the latest threats
• Seven-day quarantine lets you put eyes on every filtered email
• Supplement with our Basic Spam Filter for even more features

End-to-end secure email encryption — to anyone, from anyone:

• No setup required — encryption is automatic and easy to use
• Secure outbound email with TLS, PGP, S/MIME, or Escrow
• Free inbound encryption via our SecureSend portal
• Independent of your recipient's level of email security
• Widely compatible and fully HIPAA Compliant

Add an extra layer of security with an SSL Certificate:

• Secure your web site
• Debrand LuxSci WebMail with your own secure domain
• Access secure email services via your own secure domain

Encrypt your service traffic via secure tunnel:

• Add another layer of security to your SSL connections
• WebMail, POP, IMAP, SMTP, web/database access
• SecureForm posts, SecureLine Escrow, SecureSend access
• Restrict your account to VPN access only

Secure long-term message archival:

• Immutable, tamperproof email retention with audit trails
• No system requirements — minimal setup, even less upkeep
• Realtime archival of all inbound and outbound messages
• Works anywhere — even with non-LuxSci email hosting

Free data backups included with all email hosting accounts:

• Automatic backups of all email, WebAides, web/database data
• Seven daily backups and up to four weekly backups
• Unlimited restores included at no additional cost
• Custom backup schedules for dedicated servers

Automate your email management:

• Save messages to specific folders or to LuxSci WebAides
• Advanced text scanning with regular expressions
• Tag messages, alter subject lines, or add custom headers
• Filter by message charset, type, TLS status, DKIM status
• Chain filters together for even more complex actions

• Bulk add and edit users, aliases and more
• Control sharing and access globally or on a granular level
• Delegate user roles through permissions
• Configure account-wide taglines, sending restrictions, and more
• Remotely administer account via SOAP API

Share, collaborate, organize, synchronize:

• Calendars, Contacts, Documents, Notes, Widgets, Workspaces
• Fine-grained access control and security
• Access anywhere via secure web portal or smartphone
• Save over solutions like Microsoft Exchange

Free folder sharing for all email hosting accounts:

• Share mail folders with other users in your account
• Subscribe to only the folders you want to see
• Set read-only or read-write access control
• View all personal and shared folders via unified web interface

Color code and label your email messages:

• Define and assign multiple IMAP keywords to each message
• Filter, search, and sort by tags
• Compatible and synchronizes with any IMAP email client
• Also usable with WebAide entries