Moving Mails automatically in project according to their assigned tags
MK
via web
I am currently switching from Windows to Mac, I know that it might be possible to construct rules that allow for moving mails to a specific folder, however, i have hundreds of folders, implementation of a specific rule for each folder will be not feasable. Is there any possibility e.g. for using a placeholder in a general rule that automaticly reads the project tag and subsequently inserts this tag in the rule that moves the mail to the particular project ?
Thanks in advance for your help
MK
Comments are currently closed for this discussion. You can start a new one.
2 Posted by Rafael B. on 12 Aug, 2010 09:32 AM
I don’t think that this is currently possible.
I would recommend that you switch from real folders to smart folders as they are in general more flexible. I know that the transition is painful, especially if you have so many folders, but you will benefit from a smart folder structure.
This way you could process and assign projects, tags etc., move them into one archive folder and let the specific smart mailboxes do the rest for you.
Support Staff 3 Posted by Scott on 12 Aug, 2010 03:54 PM
Just to add to Rafael's comment -- I don't even see a need to move current items to an archive. Just set up the smart folders based on projects and start to work. The smart folder will find the messages, no matter where they are located.
4 Posted by MK on 12 Aug, 2010 04:26 PM
Thank you very much for our comments; Using virtual folders will be the solution when on the mac itself; however, the problem is that I have to work in parallel with Outlook at work using an Exchange account. In Outlook I m using Clearcontext, with this application it is quit simple to move Mails to specific project folders, I have now installed Mail Act-On and the functionality is quite similar using the F3 key, unfortunately it is only possible to select existing folders; it wolud be great to have the additional function to create new folders.
Thank you for your help
MK
5 Posted by Rafael B. on 12 Aug, 2010 04:36 PM
Do I understand it correctly that you use folders for your projects and additionally assign a MT project to your mails?
If this is the case and you rely on keeping the same state in Outlook and Mail.app I would suggest that you do not assign projects to your folders, because
1) You’ve already “set” the project for a message by moving it to a specific folder
2) Having a MT project set on a message that is store inside a project folder is redundant and could lead to inconsistency when working with your messages / folders.
This way you could just use MAO’s function for moving messages to particular folders. Is this a working solution for you?
6 Posted by MK on 12 Aug, 2010 04:50 PM
Yeas of course this wolud be a solution for me, the only problem that I have when moving Mails using MAO to create new project folders. In the actual workflow I have first go to my subfolder structure for creation of a new project folder,second mark the mail that i want to move , third press FN F3, forth typing some characters of the name of my project folder and the allocate the mail to this folder by selecting the appropriate folder. In my opinion this workflow is to complicted it would be much easier to directly create a soecific folder after presseing FN F3 in MAO and to select this folder for moving the mail.
Do you think that this might be possible?
Best regards
MK
Support Staff 7 Posted by Scott on 12 Aug, 2010 05:53 PM
Yes -- this work flow is a little much.
Somethings we are considering working on for a future version
-- interactive rules -- you would set placeholders in the rules. on application the rule would ask you the appropriate value for the place holder. and the rule would proceed with value you specify.
-- trigger rules -- rules that are applied when specific event happen (eg deleting, moving, tagging messages)
But these two feature are still on the wish light and not anywhere near reality yet.
That said, it may be possible to create an Apple script that would read a project and move a message -- or vice versa. This would bring the steps down to 2 (set project -- apply a rule to run applescript to file the message)
8 Posted by nick on 01 Sep, 2010 12:16 AM
Hi Scott (and others)
has anyone written already a script to file messages as per project tags? If so posting it somewhere would be appreciated.....
Support Staff 9 Posted by Scott on 01 Sep, 2010 03:00 PM
As we get more are more requests for this, we may move it into the MAO 3.0 feature set -- meaning it may come this fall.
10 Posted by nick on 02 Sep, 2010 12:13 AM
Would it help if I requested it twice?
Support Staff 11 Posted by Scott on 02 Sep, 2010 03:06 PM
What helps is that you have to convince me I personally can't live without this feature ;)
Scott closed this discussion on 02 Sep, 2010 03:06 PM.