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Rules List

Alex Panagides
Updated

Rules › Rules List shows all your organization's rules. Use it to find a rule, check whether it is running, start or stop it, edit it, copy it, or delete it. The dashboard opens on this page after you sign in.

Before you begin

  • You need an Owner or Administrator account on the Admin Dashboard. Both roles can manage rules.

The list

Open Rules › Rules List.

Rules List page on the Executing Rules tab, with the Create a rule button, search box, filter button and a list of rules

The page has two tabs:

  • Executing Rules (default): only rules that are running.
  • All Rules: every rule, running or stopped. The most recently modified rules come first, 10 per page. Click Show More at the bottom to load more.

Rules List on the All Rules tab, showing running and stopped rules

Each row shows:

Column What it shows
STATE A green dot means the rule is running (tooltip Executing). A grey dot means it is stopped (tooltip Stopped).
NAME The rule name you entered when you created it
ACTION The action, for example Protect Attachments or Copy Emails
TARGET The target: Email Flow, User Mailboxes or Forwarding Address
MODIFIED DATE When the rule was last changed

The order of the list has no effect on how rules run. mxHERO runs rules in a fixed order by action type. See How Rules Work.

A red warning icon on a row means one of the rule's accounts has a problem, for example a mailbox or storage account that needs to be re-authorized. Hover over the icon to see the reason. See Re-authorizing Storage Accounts.

See a rule's settings

Click anywhere on a row, except the buttons, to expand it. The summary shows the rule's four main settings: ACTION, TARGET, CLOUD STORAGE and STORAGE FILEPATH.

An expanded rule row showing the Action, Target, Cloud Storage and Storage Filepath summary

For User Mailboxes rules the expanded row also shows the rule's progress and a link to a per-account details page, with counts of processed, uploaded and failed emails.

Search and filter

  1. Type part of a rule name in Search a rule or select a filter, then click Search.
  2. To filter, click the round filter button (Show Filters). Choose any of:
    • Action: All or one action.
    • Target: All, Forwarding Address, Email Flow or User Mailboxes.
    • State: Both, Executing or Stopped.

The badge on the filter button shows how many filters are active.

The filter panel with Action, Target and State options

Note: The Action filter does not list Temporary Hold or Zip Attachments, and the Target filter does not list Drag and Drop's Storage Webhook target. To find those rules, search by name or browse the All Rules tab. Giving rules names that include the action, for example "Zip – Finance outbound", helps you find them.

Stop or start a rule

  1. Click the ⋮ menu at the end of the row.
  2. Click Stop on a running rule, or Execute on a stopped rule.

The row menu with Stop, Copy and Delete

The change applies to new mail within about 1 to 2 minutes. A stopped rule keeps its settings and appears only on the All Rules tab.

  • Stopping a User Mailboxes rule pauses its task. Execute may be unavailable for a mailbox rule that can't be restarted; in that case, copy the rule to run it again.
  • Stopping an Email Flow rule does not affect messages already being processed or held.

Edit a rule

  1. Click Edit on the row.
  2. Change the steps you need and confirm each one.
  3. Click Save Rule.

The Edit a Rule page uses the same wizard as Create a Rule, with every step already confirmed. When you save, a dialog lists every change (added, deleted or modified) before the rule is updated.

Edit a Rule page with the saved action, rule name and the other target scopes disabled

Some settings can't be changed after a rule is created:

  • The target (Rule Scope). To use a different target, create a new rule.
  • For User Mailboxes rules: the provider and accounts, the time range, and the target filters.
  • For Move Emails, and for Protect Attachments on User Mailboxes: whether originals are moved to trash or deleted.

Copy a rule

Copying is the quickest way to build a similar rule, or to change a setting that can't be edited.

  1. Click ⋮ › Copy.
  2. Review the new rule. Its name starts as a copy of the original's name.
  3. Change what you need and click Save Rule.

What is reset in a copy:

  • Email Flow and Forwarding Address rules: a dialog warns that the target is reset. Continue to get a new forwarding address, or a reset sender and recipient selection.
  • Drag and Drop rules: the monitored folders are removed, because two rules can't watch the same folder.

A copied rule starts running as soon as you save it.

Delete a rule

  1. Click ⋮ › Delete.
  2. Confirm.

Deleting can't be undone. Files already saved to storage, links already sent, and messages already held are not affected. To keep the settings for later, stop the rule instead.

Verify

  • After you stop or start a rule, the STATE dot changes and the rule moves on or off the Executing Rules tab.
  • After 1 to 2 minutes, send a test message and check Reports › Email Flow Logs. A stopped rule no longer shows a Rule Executed event.

Troubleshooting

Symptom Cause Fix
A rule isn't on the list It is stopped, so it shows only on All Rules, or a filter is active Open All Rules and clear the filters (badge shows 0).
Can't find a Temporary Hold or Zip Attachments rule by filter The Action filter doesn't offer these actions Search by name or browse All Rules.
Execute is greyed out The mailbox rule can't be restarted Copy the rule and save the copy.
Rule still runs right after you stop it Rule changes take up to 2 minutes to apply Wait and test again.
Red warning icon on a row A mailbox or storage account used by the rule needs attention Hover for the reason, then re-authorize the account in Settings › Integrations › Accounts.

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