Working with Email Filter Rules

You can create email filter rules to reduce the number of emails captured, so that you can focus on the ones that you feel are most important. Spector Pro's flexible tool allows you to create detailed rules that take into account email formats, attachment sizes, source, and To / From / Subject / Body content.

The email filter feature allows you to:

Construct a rule based on selected parameters, and then determine whether to include or exclude the messages that conform to the rule.

Place rules in a specific order. This is the order in which the rules will apply to email messages, and this could affect whether or not a message is recorded.

Select whether to record or ignore emails, if none of the rules apply.

Adding Email Filter Rules

Close all applications that are running and log off all users to ensure that new settings affect these applications and users. All the criteria entered must be true for the rule to apply to an email.

To add a rule:

From the Email pane:

1. Click Filter to open the Email Filter window.

2. Click Add to open the Email Rule window.

3. Rule Name - Type in an appropriate name for the rule you are creating. All alphanumeric characters and punctuation are permissible.

4. Rule Criteria - By default, all of the following parameters are checked.

• Sent and Received - Indicates whether this rule should include emails that are sent, received, or both. The default is to include both.

• Attachments - Indicates whether or not this rule should include emails with attachments, and if so, their maximum size. The default is to include all emails with or without attachments of any size. Note: If you create a rule specifying that emails with attachments should be captured, Capture Attachments must also be enabled on the Email pane for the attachments to be recorded.

• Format - Indicates all formats that should be included in the rule. The default is to include Plain Text, HTML and RTF formats.

• Email Type- Indicate the types of emails that should be included in the rule. The default is to include SMTP / POP, Web Mail accounts, AOL accounts, Microsoft Exchange accounts and IMAP accounts.

• To line - Use the dropdown list and the field next to it to describe the To line that should be included in the rule.

• From line - Use the dropdown list and the field next to it to describe the From line that should be included in the rule. Use the same parameters as described in To line above.

• Subject line - Use the dropdown list and the field next to it to describe the Subject line that should be included in the rule. Use the same parameters as described in To line above.

• Body - Use the dropdown list and the field next to it to describe the Body that should be included in the rule. Use the same parameters as described in To line above.

• Recorded / Ignored - Use the dropdown list to indicate whether an email that conforms to the defined rule should be:

recorded: emails that match the parameters selected for this rule WILL BE captured and recorded. The default is to record an email message that conforms to the rule.

ignored: emails that match the parameters selected for this rule WILL NOT BE captured and recorded.

Click here for an example of how this works.

5. Click OK to accept the parameters entered, or Cancel to reject them. The Email Rule window closes, and if the rule was accepted it is listed in the Email Filter window.

6. Move Up / Move Down - Click to highlight a rule, and then click either Move Up or Move Down to rearrange the order of the rules. The order could affect whether or not a rule is recorded. Click here for an example of how this works.

7. Recorded / Ignored - Use the dropdown list to indicate whether an email that does not conform to any of the rules listed in the Email Filter window should be:

• recorded: if none of the rules apply to an email it WILL BE captured and recorded. The default is to record an email message that does not conform to any rules.

• ignored: if none of the rules apply to an email it WILL NOT BE captured and recorded.

Click here for an example of how this works.

8. Click OK to accept the Recorded / Ignored parameter and order of rules entered on the Email Filter window, or Cancel to reject it. The Email Filter window closes.

9. Click OK to save the changes you have made, or Cancel to discard them. The Settings window closes.

Editing Email Filter Rules

To edit a rule:

From the Email pane:

1. Click Filter. The Email Filter window opens listing all the rules you have created.

2. Click on the rule you want to change and click Edit. The Email Rule window opens showing the existing parameters for the selected rule.

3. Alter the parameters as needed.

4. Click OK to accept the parameters changed, or Cancel to reject them. The Email Rule window closes.

5. Rearrange the order of the rules by clicking Move Up and Move Down, as needed.

6. Change The Recorded / Ignored parameter on the Email Filter window, if needed.

7. Click OK to accept the changes made, on the Email Filter window, or Cancel to reject them. The Email Filter window closes.

8. Click OK to save the changes you have made, or Cancel to remove them. The Settings window closes.

Deleting Email Filter Rules

To delete a rule:

From the Email pane:

1. Click Filter. The Email Filter window opens listing all the rules you have created.

2. Click on the rule you want to remove and click Delete. A confirmation message appears asking if you want to delete the email rule.

3. Click Yes to delete the rule, or No to keep it. The warning window closes. If you have chosen to delete the rule, it is removed from the Email Filter window.

Next you will review Files Transferred Settings.