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Anonymous
Not applicable

"When a new emails arrives" - only send once a day per specific emailer.

Hello trying to setup an auto email to send "when a new email arrives"

- but have it only happen once a day no matter how many times they reply back or send emails.

Let me know if anyone has any solutions to this. 

5 REPLIES 5
Super User
Super User

Re: "When a new emails arrives" - only send once a day per specific emailer.

@Anonymous 

Hi there - So... a couple of questions:

  1. If a thread begins today, we only want one notification regardless of how many replies and forwards we get, right?  What about tomorrow?  If someone replies to the same thread tomorrow, do we want an alert?
  2. Is this a group email box or a single user?
  3. Are we looking for a specific kind of email? or just every email that starts a new thread would get an alert?
  4. Have we considered just making the alerted person a delegate on the first person's mailbox? (shot in the dark 🙂 )

Let us know.

Thanks!

-Ed-

Anonymous
Not applicable

Re: "When a new emails arrives" - only send once a day per specific emailer.

So more details - ITs an out of office auto reply email. 

 

  1. If a thread begins today, we only want one notification regardless of how many replies and forwards we get, right?  What about tomorrow?  If someone replies to the same thread tomorrow, do we want an alert?

     So the situation is someone emails in with a problem - if its out of office it will send once that day but they can have a conversation back and forth without it sending again. however the main problem is there are clients who will use that same email thread to ask about another problem, for example a week later.  

 

  1. Is this a group email box or a single user?

        It is a group email for a specific team.

 

  1. Are we looking for a specific kind of email? or just every email that starts a new thread would get an alert?

      It sends an Auto-reply out of office message.

 

Thanks any help is appreciated !

Super User
Super User

Re: "When a new emails arrives" - only send once a day per specific emailer.

Ok, thank you.  Would a normal Out of Office auto-reply from within Outlook not work, then?  Or are you looking to intentionally start an entirely new thread with the hope of mitigating the 'week later new ticket' stuff?

 

If you think the Out of Office might work, here is a write-up on setting that up in a group mailbox.  If that won't work, we'll keep digging into this.  Keep at it 🙂

 

-Ed-

Anonymous
Not applicable

Re: "When a new emails arrives" - only send once a day per specific emailer.

@edgonzales  - Any Insights ?

Super User
Super User

Re: "When a new emails arrives" - only send once a day per specific emailer.

@Anonymous 

If I understand correctly, we will need to keep track of each email thread, and know if we've sent an out-of-office on that particular day.

When I asked if we were looking for any kind of email, I meant coming in.  I'm trying to minimize the traffic and only focus on the necessary emails.

So, getting started:  

Unless anyone else has a better idea, I envision something where when the Out of Office flag is set (we'll figure that out later), emails coming in will get logged into a table somewhere, and IF the thread is new, OR if the thread is already in there but it's a different day AND the OOO is still on, THEN send the Out of Office email.

Does that sound like it will suit your scenario?

 

Going back to your OP, it seems like the out-of-the-box Out-of-Office does everything you need it to, except resolve this part: "the main problem is there are clients who will use that same email thread to ask about another problem, for example a week later." -  Moving their interface for the tickets to a Form or a Portal, for example, and then having the emails on the back-end, might alleviate some of this, as well.  Something to consider, if you haven't already.

Another option might be to strip the group address off of the email once the 'ticket' is created.

 

Keep us posted.

-Ed-

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