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

Appendix A: Use an Outlook Rule to Manage Recruiting Solutions E-mail 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 e-mail as a part of its workflow system. These e-mails 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 e-mails, it is suggested that a folder may be created in Outlook into which these e-mails are delivered, based on an Outlook rule. The steps shown here use the example of creating a folder that will receive all e-mail messages with the text approval is requested or approval is required in the subject. When this rule is created, e-mail 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 e-mails in Recruiting Solutions are a system function. It is an all or nothing function, i.e. either e-mail is generated for all people, who are involved, or e-mail is not generated for anyone. We cannot turn off automatically generated e-mail for an individual. Ver. 2012.02.24 Page 141 pstrain@uakron.edu

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. 2012.02.24 Page 142 pstrain@uakron.edu

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 http://www.uakron.edu/training on the Faculty/Staff tab or contact the Support Desk at x6888. Ver. 2012.02.24 Page 143 pstrain@uakron.edu

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. 2012.02.24 Page 144 pstrain@uakron.edu

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. 2012.02.24 Page 145 pstrain@uakron.edu

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. 2012.02.24 Page 146 pstrain@uakron.edu

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. 2012.02.24 Page 147 pstrain@uakron.edu

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. 2012.02.24 Page 148 pstrain@uakron.edu

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. 2012.02.24 Page 149 pstrain@uakron.edu

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. 2012.02.24 Page 150 pstrain@uakron.edu

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. 2012.02.24 Page 151 pstrain@uakron.edu

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. 2012.02.24 Page 152 pstrain@uakron.edu

5. Click on OK. The Folder is created and displays in the list of folders. Ver. 2012.02.24 Page 153 pstrain@uakron.edu

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. 2012.02.24 Page 154 pstrain@uakron.edu

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. 2012.02.24 Page 155 pstrain@uakron.edu

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. 2012.02.24 Page 156 pstrain@uakron.edu

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. 2012.02.24 Page 157 pstrain@uakron.edu

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. 2012.02.24 Page 158 pstrain@uakron.edu

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. 2012.02.24 Page 159 pstrain@uakron.edu

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. 2012.02.24 Page 160 pstrain@uakron.edu

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. 2012.02.24 Page 161 pstrain@uakron.edu