Filtering Community Content Using Rules In email Clients

Document created by Chris Stallone Employee on Sep 6, 2017
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Receiving community emails is a particularly useful tool to stay updated when you are away from the communities site. There may be times when they can get overwhelming; this is when it becomes convenient to configure rules in your email client. Affording the ability to filter down to specific content pieces.


The first step is to create a rule in your email client. I will be using Outlook. To create a rule in Outlook, do the following:

  1. In the Navigation Pane, click Mail.
  2. On the Tools menu, click Rules and Alerts.
  3. New Rule.
  4. Select the conditions that you want
  5. Edit the rule description, click the underlined value, then click Next.
  6. Select action(s), choose the action that you want the rule to take.
  7. Select exception(s), select any exceptions to the rule and then click Next.
  8. To finish creating the rule, enter a name for the rule, and then select any other options that you want.
  9. Click Finish.


Filtering Out Specific Users

You can create a rule to move community emails to the deleted folder, only when they contain a reply from a particular user. The rule below moves all community emails containing the user “Darth.Vader” in the subject or body to the deleted folder. This can be handy if you want to remove any updates from Community Managers for instance. 


How To Filter Down To Specific Content

Better yet, you can filter out specific users but allow specific content pieces through. – includingWhat You May Have Missed, Office Hour's transcripts, etc.

, except if the subject or body includes “What You May Have Missed.” What You May Have Missed (WYMHM) are blogs created in product communities on a weekly or monthly basis (depending on the community). These blog posts cover all the relevant content that has been set up in each community in the period allotted, so you don’t have to worry about missing any of it! What You May Have Missed blogs cover ideas, tech tips, product announcements, events, popular content, and more.



This is just one example of a custom rule; there are endless ways you can customize your own. What creative ways have you used rules to filter content? Be sure to comment below and let us know.


*Helpful Hint - If you are not receiving community emails, and your preferences are set up correctly, be sure to check your rules. This is a very common reason people end up not getting emails from the community.*