Appendix A: Use an Outlook Rule to Manage Recruiting Solutions to Approver

Transcription

1 Appendix A: Use an Outlook Rule to Manage Recruiting Solutions to Approver Discussion Per Microsoft Help, a rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that are specified in the rule. The Rules and Alerts Wizard is used to choose conditions and actions. Rules do not operate on messages that have been read, only on those that are unread. Recruiting Solutions automatically generates as a part of its workflow system. These s notify individuals of the tasks that they need to perform, such as an approval or review, and of the status of a job or application. To manage these numerous s, it is suggested that a folder may be created in Outlook into which these s are delivered, based on an Outlook rule. The steps shown here use the example of creating a folder that will receive all messages with the text approval is requested or approval is required in the subject. When this rule is created, with that text in the subject is delivered to the folder indicated. This mail is not delivered to the Inbox. The mail that follows the rule is delivered to the folder indicated in the rule. The automatically generated s in Recruiting Solutions are a system function. It is an all or nothing function, i.e. either is generated for all people, who are involved, or is not generated for anyone. We cannot turn off automatically generated for an individual. Ver Page 141 pstrain@uakron.edu

2 Outlook 2007 To deliver incoming mail from the Recruiting Solutions system to a particular folder in Outlook: Create a folder to receive the mail. Create a Rule to direct the mail to that folder. Create a Folder 15. Right click on Mailbox-(your name). A list displays. 16. Select New Folder. The Create New Folder dialog box displays. 17. Verify that Mailbox-(your name) is selected. Ver Page 142 pstrain@uakron.edu

3 18. In the Name box, enter a name for the folder to hold your Recruiting Solutions approval requests. In this example, Recruiting approvals is entered. 19. Click on OK. The Folder is created and displays in the list of folders. Note: The folder is created, so that it is accessible through Outlook and Outlook Web Access. To create personal folders, to store reviewed mail, is a different process. See the documentation at on the Faculty/Staff tab or contact the Support Desk at x6888. Ver Page 143 pstrain@uakron.edu

4 Create a Rule 1. From the menu select Tools > Rules and Alerts. The Rules and Alerts dialog box displays. 2. Click on the button for New Rule. The Rules Wizard dialog box displays. Ver Page 144 pstrain@uakron.edu

5 3. In Step 1 (top frame), select the rule template to use. In this example, select Move messages with specific words in the subject to a folder. 4. In Step 2 (bottom frame), click on the specific words link. The Search Text dialog box displays. 5. Enter the words approval is requested and click on the Add button. Ver Page 145 pstrain@uakron.edu

6 6. Enter the words approval is required and click on the Add button. 7. When finished adding words, click on the OK button. The Rules Wizard dialog box displays. specified Ver Page 146

7 8. In the Rules Wizard dialog box, click on the specified link in the step 2 frame to select a folder. The Choose a Folder list displays. 9. Click on the folder where to deliver the messages with these word(s) in the subject. In this example, the folder Recruiting approvals is selected. 10. Click on the OK button. 11. The Rules Wizard displays again. Verify that your selections are correct in the Step 2 frame. Ver Page 147 pstrain@uakron.edu

8 12. Click on the Next button. The Rules Wizard asks Which conditions do you want to check? Although no further selection is necessary here, you may want to check the box for where my name is in the To box OR- the box for where my name is in the To or Cc box. 13. Click on the Next button. The Rules Wizard asks What do you want to do with the message? Verify that the box is marked for move it to the specified folder. Ver Page 148

9 14. Click on the Next button. The Rules Wizard asks Are there any exceptions? In this example, it is not necessary to select anything here. 15. Click on the Next button. In Step 1, enter a name for the rule. Example: Recruiting Solutions approvals In Step 2, verify that the box is marked for Turn on the rule. Ver Page 149 pstrain@uakron.edu

10 16. Click on the Finish button. The Rule now displays in the Rules and Alerts dialog box. 17. Click on the Apply button. 18. Click on OK. The dialog box closes. Remember to review the mail in this folder, just as you review the mail in your Inbox folder. Ver Page 150

11 Outlook 2010 To deliver incoming mail from the Recruiting Solutions system to a particular folder in Outlook: Create a folder to receive the mail. Create a Rule to direct the mail to that folder. Create a Folder 1. Right click on your UAnet ID. A list displays. Ver Page 151 pstrain@uakron.edu

12 2. Select New Folder. The Create New Folder dialog box displays. 3. Verify that your UAnet ID is selected. 4. In the Name box, enter a name for the folder to hold your Recruiting Solutions approval requests. In this example, Recruiting approvals is entered. Ver Page 152 pstrain@uakron.edu

13 5. Click on OK. The Folder is created and displays in the list of folders. Ver Page 153

14 Create a Rule 1. On the Home Tab, click on the tool and then Manage Rules and Alerts. 2. Click on the button for New Rule. The Rules Wizard dialog box displays. Ver Page 154 pstrain@uakron.edu

15 3. In step 1 (top frame, select the rule template to use. In this example, select Move messages with specific words in the subject to a folder. 4. In Step 2 (bottom frame), click on the specific words link. The Search Text dialog box displays. 5. Enter the words approval is requested and click on the Add button. Ver Page 155 pstrain@uakron.edu

16 6. Enter the words approval is required and click on the Add button. 7. When finished adding words, click on the OK button. The Rules Wizard dialog box displays. Ver Page 156

17 8. Click on the specified link to select a folder. The Choose a Folder list displays. 9. Click on the folder in which to deliver the messages with these word(s) in the subject. In this example, the folder Recruiting approvals is selected. 10. Click on the OK button. 11. The Rules Wizard displays again. Verify that your selections are correct in the Step 2 frame. Ver Page 157 pstrain@uakron.edu

18 12. Click on the Next button. The Rules Wizard asks Which conditions do you want to check? Although n further selection is necessary here, you may want to check the box for where my name is in the To box OR- the box for where my name is in the To or Cc box. Ver Page 158 pstrain@uakron.edu

19 13. Click on the Next button. The Rules Wizard asks What do you want to do with the message? Verify that the first two boxes are checked for stop processing more rules and move it to the specified folder. 14. Click on the Next button. The Rules Wizard asks Are there any exceptions? In this example, it is not necessary to select anything here. Ver Page 159

20 15. Click on the Next button. In Step 1, enter a name for the rule. Example: Recruiting Solutions approvals. In Step 2, verify that the box is marked for Turn on the rule. Ver Page 160 pstrain@uakron.edu

21 16. Click on the Finish button. The Rule now displays in the Rules and Alerts dialog box. 17. Click on the Apply button. 18. Click on OK. The dialog box closes. Remember to review the mail in this folder, just as you review the mail in your Inbox. Ver Page 161