Sample agent: Forwarding mail

Use an agent to forward emails sent to you by a specific user to a specific group.

About this task

You want product schedules sent to you by your manager, Daniel Peterson, to be distributed to the rest of your team automatically on a daily basis. To do so, complete the following steps:

Note: If a rule using the send copy to action is enabled for your organization, you could accomplish this task more easily by filtering your mail using that rule. For more information, see Filtering new mail using rules.

Procedure

  1. Open your Mail, and then click Create > Agent.
  2. In the Agent Properties box, enter Forward Schedules in the Name field under the Basics tab.
  3. In the Trigger section, select On schedule, then select Daily from the list.
  4. Click Schedule to open the Schedule dialog box, and then enter a time in the Starting at field.
  5. Click OK to close the dialog box.
  6. For Target, select All new & modified documents.
  7. Close the Agent Properties box.
  8. In the Programmer's pane, click the Objects tab in the Info List section, then select Document Selection from the list of objects.
  9. Click Add Condition at the bottom of the Programmer's pane to open the Add Condition dialog box.
  10. Select the condition Multiple words.
  11. Enter the term schedule in field number 1.
  12. Click Add to add the condition to the agent and close the dialog box.
  13. Click Add Condition again, and then select the condition By author.
  14. Select is any of in the field under Search for documents whose Author.
  15. Enter Daniel Peterson in the name field, and then click Add to add the condition and close the dialog box.
    Note: You can enter multiple names; separate the names with commas. If you know a user's hierarchical name (such as Mary Sen/Development/Acme), enter it. If you are not sure of how a name is spelled, click the person icon to browse for person names Contacts or a user directory.
  16. Click the Objects tab in the Info List, then select Action from the list of objects.
  17. Click Add Action at the bottom of the Programmer's pane to open the Add Action dialog box.
  18. Select Send Mail Message in the Action field.
  19. Enter recipient names in the To field, and then enter Latest Product Schedule in the Subject field.
  20. Select Include copy of document.
  21. Click Add to add the action to the agent and close the dialog box.
  22. Click File > Save to save the agent in the application.