Note: If you're using GroupWise 2012, you're in luck. Setting a Vacation Rule has been supremely simplified. Read Setting a Vacation "Out of Office Rule" in GroupWise 2012.
Posted: 22 Jul 2004
All right, we've covered rules in the past but we thought you could use some refresher kinds of stuff. Here's one neat way (there are lots of ways, some good, some bad, some indifferent; this is one of the good ways) to set up an effective GroupWise vacation rule.
Click here for other suggestions for this rule.
Here's the cool part. This rule works only during the dates specified in the rule itself. Activate it, then forget about it until you go on vacation again. When you're ready, type new dates in the conditions rows, and in the auto-reply, instead of Fiji, type Rio.
We have also setup in our vacation rules: "Does not include Re: or RE: in the Subject line". This stops the endless loop with other employees also using a holiday rule.
I was going to be out of the office for several weeks and played
around with some rules. I didn't want a rule that would inform senders external to the company about my absence. I tried to write a rule that stated:
Reply only if the From contains the "@" but Groupwise would not except
I finally wrote a rule that stated:
This rule ensured that I did not reply to external company
users or spam.
I saw your rule on Cool Solutions and it is very similar to mine however I have a couple of other parts to it.
I recommend to my users that they append to the subject auto-reply and add a condition that the subject doesn't contain auto-reply.
This avoids most kinds of mail loops within the rule.
I also recommend a second rule matching addresses from mailing lists etc that they wouldn't want to reply to with a stop rule processing above the holiday rule. (I have servers e-mail me logs etc.)
To help keep those dreaded loops from other auto-responders to a minimum, I also include the following in my rules:
Subject - does not include - re:
Subject - does not include - autoreply
otherwise, you and someone else who is also on vacation could be sending messages back and forth the entire time your are gone.
I don't know about you, but I have an active job where I can't sit on top of every e-mail that comes in. During especially busy times, there may be a whole day (or more) that I can't check, and then I get bogged down with upwards of 100 messages to sort through in between everything else. Many fellow technicians have the same problem. For that reason, I receive (and send) late replies to a message from a previous e-mail. So, as Mr. Price and Mr. Brown suggest, excluding Re: or RE: might not let a crucial person know that I am out of the office. Hence, another way to prevent looping would be to include a rule that specifies:
Additionally, excluding "US" in the From field, may exclude names such as Gus, Houston, Ferguson, Russell, Gustafson, Susan, Argus, Galusha - you get the picture. Making it case sensitive wouldn't work, either, since a lot of people use all caps.
Also, why not create separate messages for internal vs. external senders. To create a message to internal senders, include only your own domain (as wwcc.edu) - or exclude everything but your domain - for the message that you want to go to them.
Then, add a NOT statement to Mr. Jakus' list that includes your domain, and create a different message to go to legitimate external contacts who may be trying to schedule an appointment with you during the time in which you will be in Fiji (or Cabo, or...)
Finally, be sure to include at least one internal contact who will be covering for you while you're gone.
I use basically the same rule as you have put down here. But in order to exclude email from the internet, I have added the line 'View Name' does not contain Internet. This filters out all email that come through your GWIA and excludes it from your reply rule.
To eliminate replying to outside e-mail just include Does Not Contain
"." (drop the quote marks when you use the period). Unless your internal address book contains dots this should take care of every internet based e-mail.
Thanks, and feel free to let us know if you have other improvements to this rule. We're not proud, we'll post better solutions as they come in.